Candidate Management System: How to use the Workflow Feature?

This knowledgebase article pertains to Recruiteze: Candidate Management System product.

The candidate workflow is the most important feature of a candidate management system. Recruiteze is proud to add a highly customizable, advanced and simple to use workflow feature to our product.

This feature is available with the paid version of our software. Candidate workflow is available from all the candidate views. It works exactly the same from all the views.

For purposes of this article, we will use the “Applications” feature as an example. You can update the workflow status of your application from the applications view, from the candidate details view, and also from the job detail view.

Image below shows the applications view:

Candidate Management System: Candidate Workflow
Recruiteze: Candidate Workflow

Clicking on the workflow tag from the list, opens up a popup which will allow you to update the workflow. If the candidate is not already associated with the job, you will need to add the candidate to the selected job. This help article details how to add the candidate to the job.

Image below, shows the update workflow status popup:

Candidate Management System: Workflow Status
Recruiteze: Workflow Status

You can change the workflow status from the popup. It will be immediately reflected in the list.

You can also update the workflow status for one or more jobs for the candidate, from the candidate detail view like shown in the image below:

Candidate Detail View
Recruiteze: Candidate Detail View

We have designed the following workflow transitions that are available by default when you first start using the feature.

  • Application Received – This is the first step in the workflow. When a candidate applies for a job from the job application link, they are automatically transitioned to this state. Also when a candidate is manually associated with a job, they are transitioned to this state.
  • Application Review Complete – At this step, the recruiter has reviewed the application. They can either reject the candidate or go to the next step of doing an initial phone screen.
  • Phone Screen Complete – At this step, the recruiter talks to the candidate to understand the candidate’s skills and experience better to determine the match for the job. After this step, they can either reject the candidate or submit the candidate to hiring manager for feedback.
  • Submit Resume for Client Feedback – The recruiter submits to the hiring manager to get initial feedback, whether to pursue with the candidate or not. If the hiring manager shows interest, the candidate can be submitted with proper notes and documentation or reject the candidate for this job.
  • Submit to Client – The recruiter submit’s the candidate to the job. Based on hiring manager feedback, the candidate can be either declined or scheduled for an interview.
  • Declined By Client – If the candidate is declined by the client, the recruiter can transition to this state.
  • Schedule Interview – If the hiring manager wants to schedule an interview, the recruiter can schedule and transition to this state. Based on the interview feedback, the candidate can either be rejected for this job or extended an offer.
  • Send Offer to Candidate – Recruiter will transition the candidate to this state, once an offer is sent.
  • Rejected by Client – Recruiter will transition to this state, if the candidate fails to get through the interview.
  • Candidate Accepted Offer – Once an offer is extended, the candidate can either accept the offer or reject the offer. Recruiter will transition to this state if the candidate has accepted the offer.
  • Candidate Declined Offer – If the candidate declines the offer, the workflow will end with this state.

These steps are based on interviews with several recruiters, but you do not have to stick to this workflow steps. If you have a different workflow, just send us an email to support at recruiteze dot com and we will setup your custom workflow for you for free.

During each transition, you can either save the workflow state or save and notify. The other feature you will need for greater efficiency, is the email templates. This help article details how to setup email templates. For the workflow, you will need to setup the specific workflow templates which are available in the workflow feature.

At any workflow transition, email notifications can be sent to either candidate, client, hiring manager or another recruiter/user within your organization. The image below shows the notification email dialog.

Candidate Management System: Workflow Notification Email
Recruiteze: Workflow Notification Email

The notification email is very similar to sending out any other email. For a notification email, you can select an appropriate workflow template. If you do not have a workflow email template, the templates drop down is shown as empty.

Once a template is selected, the email is composed using the job and candidate details. Optionally with any of the steps, you can send the candidate resume as an attachment. All you need to do is select the checkbox which is marked in the image.

So, now that you have put the candidate through the workflow. At any point you like to see the candidate workflow history. It is available in the from the candidate detail view, by clicking on the job title link. Image below shows the candidate workflow detail popup.

Candidate Management System: Workflow Detail

Recruiteze: Workflow Detail

That is the workflow feature explained.

Thanks to our users for the feedback. If you have any questions/suggestions/feedback, please send an email to support at recruiteze dot com.

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Related Articles:

How to Associate a Candidate to a Job
Bookmarking Candidates
How to use the Job Applications Feature
How to Create/Update an Email Template
How to setup Recruiteze Smart Career’s Page

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