Workflow Template
Candidate Interview Workflow
Manages a single interview stage from scheduling through panel scoring to hiring manager decision, with candidate and coordinator notifications, one record per interview stage.
Recruitment teams managing multiple candidates and interview stages need a consistent, visible process that coordinators, interview panels, and hiring managers can all follow without ambiguity. This workflow creates one record per interview stage, tracking it from initial scheduling through panel scorecard collection to a final hiring manager decision, with automatic status updates and notifications to the coordinator and candidate at each step. Coordinators, interview panels, hiring managers, and HR each engage with defined tasks, while the candidate receives timely updates by email throughout.
Business Outcomes
- Supports a more consistent, repeatable process across every interview stage and candidate
- Reduces manual follow-up by automating coordinator and candidate email notifications
- Improves visibility into where each candidate sits in the process via status tracking
- Helps standardise panel scorecard and hiring manager decision capture on the record
- Makes it easier to hand off next steps to coordinators and HR without losing context
Workflow Steps
Steps
- 1Create interview stage recordcreate record
Registers the submitted interview stage as a record.
- 2Set status to Schedulingupdate record
Updates the candidate status field to Scheduling.
- 3Email acknowledgement to coordinatorsend email
Sends the coordinator an acknowledgement email with the record reference number.
- 4Coordinator: schedule the interviewcreate task
Creates a blocking task for the coordinator to schedule the interview and record its date, time, and location.
- 5Save interview details to recordupdate record
Persists the scheduled date, time, and location to the record.
- 6Email candidate interview detailssend email
Sends the candidate the confirmed interview date, time, and location.
- 7Set status to Interviewingupdate record
Updates the candidate status field to Interviewing.
- 8Interview panel: record scorecardscreate task
Creates a blocking task for the interview panel to record each interviewer's scorecard and overall recommendation.
- 9Save panel scorecard to recordupdate record
Persists the panel's scorecard notes and recommendation to the record.
- 10Set status to Decision Pendingupdate record
Updates the candidate status field to Decision Pending while awaiting the hiring manager.
- 11Hiring manager: record decisioncreate task
Creates a blocking task for the hiring manager to record the decision and notes.
- 12Save decision to recordupdate record
Persists the hiring manager's decision and notes to the record.
- 13Email coordinator the decisionsend email
Sends the coordinator the hiring manager's decision and notes.
- 14Route on hiring manager decision
Branches the workflow based on the hiring manager's Advance, Offer, or Reject decision.
hiring_decision: "Advance"→Set status to Advancedhiring_decision: "Offer"→Set status to Offer Recommendedhiring_decision: "Reject"→Set status to Not ProgressedDefault→End - 15Set status to Advancedupdate record
Updates the candidate status field to Advanced.
- 16Email candidate: advanced to next stagesend email
Notifies the candidate they are through to the next interview stage.
- 17Coordinator: submit next interview stagecreate task
Creates a fire-and-forget task for the coordinator to submit the candidate for their next interview stage.
- 18Set status to Offer Recommendedupdate record
Updates the candidate status field to Offer Recommended.
- 19HR: prepare offercreate task
Creates a fire-and-forget task for HR to prepare the offer.
- 20Email candidate: offer being preparedsend email
Notifies the candidate that an offer is being prepared.
- 21Set status to Not Progressedupdate record
Updates the candidate status field to Not Progressed.
- 22Email candidate: thank yousend email
Sends the candidate a respectful thank-you email letting them know they will not be progressing.
Fields
Show all 15 fieldsShow fewer fields
FormSchedule Interview Stage
- Coordinator Name*· Text
- Coordinator Email*· Email
- Candidate Name*· Text
- Candidate Email*· Email
- Role*· Text
- Interview Stage*· Choice
- Interviewers*· Text
TaskCoordinator: schedule the interview
- Interview Date*· Date
- Interview Time*· Text
- Location or Video Link*· Text
TaskInterview panel: record scorecards
- Panel Scorecards (scores, strengths, concerns per interviewer)*· Long text
- Panel Recommendation*· Choice
TaskHiring manager: record decision
- Hiring Manager Decision*· Choice
- Decision Notes· Long text
Other fields
- Candidate Status*· Choice
- Coordinator Name*
- Coordinator Email*
- Candidate Name*
- Candidate Email*
- Role*
- Interview Stage*
Forms
Schedule Interview Stage
7 fields
Data Views
Candidate Interview Stages
candidate_name, role, interview_stage, candidate_status
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record at each interview stage?
Each interview stage is its own record with a reference number, a status, and a timeline of what happened. The record captures the interview date, time, and location, the panel's scorecards and overall recommendation, and the hiring manager's decision and notes as each task is completed.
Who is involved in progressing an interview stage record?
The coordinator schedules the interview and receives decision notifications, the interview panel records scorecards and a recommendation, and the hiring manager records the final decision. Depending on the outcome, the coordinator submits the next stage or HR is tasked with preparing an offer.
How do we change the steps in this workflow?
A workflow is changed by describing the change in plain English or by editing its steps directly in the workflow editor. Earlier versions are kept, so a workspace can adjust notification wording, task assignments, or routing logic while retaining a record of prior configurations.
What happens when the hiring manager reaches a decision?
The workflow routes based on whether the decision is Advance, Offer, or Reject. Each path updates the candidate status, sends an appropriate email to the candidate, and, where relevant, creates a follow-up task for the coordinator or HR.
Does the coordinator need to wait for tasks after Advance or Offer decisions?
No, the tasks for submitting the next interview stage and preparing an offer are fire-and-forget, meaning the workflow does not pause for them. What the coordinator or HR enters on those tasks stays with the task itself, shown in the record's task list, rather than being saved directly to the record.
How does the candidate stay informed during the process?
Candidates receive email updates at key points: confirmed interview details, an advance notification, an offer-in-preparation notice, or a respectful thank-you message if not progressing. Candidates take part entirely through emailed forms and messages without needing an account.
Can we see where a candidate is at any point in the process?
Yes, the candidate status field updates automatically at each stage, from Scheduling and Interviewing through Decision Pending to a final outcome such as Advanced, Offer Recommended, or Not Progressed. Table views and dashboards show records grouped by status, and workspace activity is logged for reference.
Who has access to interview stage records within the workspace?
Workspace users are set up as admins or members, and tasks and approvals within this workflow, such as scheduling, scorecards, and decisions, are assigned to specific team members. Each business should confirm its own requirements around what information is appropriate for which roles to view.
How is the interview scheduling information captured?
The coordinator completes a blocking scheduling task, entering the interview date, time, and location or video link. Because the workflow waits for this task, the details are saved directly onto the interview stage record and used in the candidate confirmation email.
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