Workflow Template
Candidate Interview Workflow
Coordinates candidate interviews: coordinator submits candidate/role/stage/interviewer details, interviewers submit scorecards, hiring manager decides to advance, offer, or reject, and the candidate and coordinator are notified of the outcome. Advancing loops the workflow into the next interview stage.
Talent acquisition and HR operations teams require a consistent, auditable process for coordinating candidate interviews across multiple stages while maintaining fairness, compliance, and defensible decision-making. This workflow governs the full interview lifecycle — from initial candidate record creation through interviewer scorecard submission, hiring manager review, and final decision routing — ensuring recruiting coordinators, interview panels, and hiring managers operate against a single, controlled source of truth. Advancing a candidate loops the workflow into the next interview stage automatically, while offer or rejection outcomes trigger standardised candidate and coordinator notifications, reducing manual handoffs and ensuring every decision point is recorded for compliance review.
Business Outcomes
- Reduce time-to-decision per interview stage by eliminating manual status tracking and email chasing
- Ensure 100% of hiring decisions are backed by a recorded interviewer scorecard and hiring manager rationale
- Standardise candidate communication timing and messaging across all interview outcomes
- Create a complete, timestamped audit trail of every advance, offer, and rejection decision for compliance review
- Cut coordinator administrative workload by automating status updates and stakeholder notifications
Workflow Steps
Steps
- 1Create Candidate Interview Recordcreate record
Registers the candidate interview record from coordinator submission.
- 2Set Status to Under Reviewupdate record
Marks the candidate as under review at this interview stage.
- 3Interviewer 1 Scorecardcreate task
Interviewer 1 completes their scorecard and recommendation for this stage.
- 4Interviewer 2 Scorecardcreate task
Interviewer 2 completes their scorecard and recommendation for this stage.
- 5Hiring Manager Reviewcreate task
Hiring manager reviews interviewer feedback and records their decision.
- 6Persist Hiring Manager Decisionupdate record
Writes the hiring manager's decision to the record so it can be reported on and routed.
- 7Route on Hiring Manager Decision
Branches based on whether the candidate is advanced, offered, or rejected.
hm_decision: "Advance to Next Stage"→Set Status to Advancedhm_decision: "Make Offer"→Set Status to Offer Extendedhm_decision: "Reject"→Set Status to RejectedDefault→End - 8Set Status to Advancedupdate record
Marks the candidate as advanced to the next interview stage.
- 9Email Candidate: Advancingsend email
Notifies the candidate they are advancing to the next interview stage.
- 10Notify Coordinator: Advancesend email
Notifies the coordinator that the candidate is advancing and a new stage should be scheduled.
- 11Restart for Next Interview Stagerestart from step
Starts a new iteration for the next interview stage's scorecards and review.
- 12Set Status to Offer Extendedupdate record
Marks the candidate as receiving an offer.
- 13Email Candidate: Offersend email
Notifies the candidate that they are receiving an offer.
- 14Notify Coordinator: Offersend email
Notifies the coordinator to prepare and send the formal offer.
- 15Set Status to Rejectedupdate record
Marks the candidate as rejected.
- 16Email Candidate: Rejectedsend email
Notifies the candidate that they were not successful.
- 17Notify Coordinator: Rejectedsend email
Notifies the coordinator that the candidate was rejected.
Fields
- Candidate Name*
- Candidate Email*
- Coordinator Email*
- Role*
- Interview Stage*
- Interviewer 1 Name*
- +8 more fields
Forms
Candidate Interview Setup
7 fields
Data Views
All Candidate Interviews
candidate_name, role_title, interview_stage, candidate_status +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How is this workflow audited for compliance purposes?
Every step — candidate record creation, scorecard submissions, hiring manager decisions, and status changes — is logged within assess.one with a timestamp and the responsible user. This creates a complete, exportable audit trail that HR compliance and legal teams can review to demonstrate consistent, non-discriminatory hiring practices across all candidates and stages.
Who has access to candidate scorecards and hiring decisions?
Access is controlled directly within assess.one through role-based permissions configured on the workflow. Coordinators can view candidate records and status, interviewers only see and submit their own scorecards, and hiring managers see aggregated scorecards to make the advance, offer, or reject decision. Administrators can adjust these permissions at any time without reconfiguring the underlying workflow.
How does this integrate with our existing email and Slack systems?
Email and Slack notifications are configured natively inside assess.one — for candidate outcome emails and coordinator alerts — without requiring any third-party development work. You connect your organisation's email or Slack account once within the platform's integration settings, and all notification steps in the workflow route through that connection automatically.
How long does implementation take?
This workflow template is ready to use immediately. Once published, which takes minutes, your recruiting coordinators and hiring managers can begin running live candidate interviews through the process straight away — there is no implementation project or waiting period.
Can we customise the interview stages and scorecard criteria?
Yes. Steps such as Interviewer Scorecards, the number of interview stages, and the routing logic on hiring manager decisions can all be edited directly within assess.one. This allows talent acquisition teams to adapt the workflow to different role types, seniority levels, or panel structures without any coding.
What happens at the hiring manager decision point?
The hiring manager reviews all submitted interviewer scorecards and records a decision to advance, offer, or reject the candidate. This decision is persisted in the candidate record and automatically routes the workflow: advancing loops back into a new interview stage, while offer or rejection triggers the corresponding candidate and coordinator notifications.
Who needs to be granted access to run this workflow?
At minimum, recruiting coordinators, all assigned interviewers, and the hiring manager need workflow access to complete their respective steps. Access can be assigned per candidate record or role within assess.one, ensuring only relevant stakeholders can view or act on a given interview cycle.
How does the workflow handle multiple interview stages for one candidate?
When a hiring manager decides to advance a candidate, the workflow automatically restarts the interview cycle for the next stage while retaining the candidate's history and prior scorecards. This looping structure means coordinators do not need to manually create a new record for each stage, preserving continuity and audit history throughout the full hiring process.
What approval considerations apply before a candidate receives an offer?
The workflow requires the hiring manager decision step to be completed and persisted before any offer-related status change or notification can occur. This ensures no offer email or coordinator notification is triggered without a documented decision, supporting consistent approval governance across all hiring teams.
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