Careers Enquiry Contact Form Workflow

Why should we automate our careers enquiry contact form instead of handling it manually?

Manually monitoring an inbox for careers enquiries often leads to delayed replies and inconsistent acknowledgements. This workflow captures each submission as a record with a reference number, sends an immediate acknowledgement, and assigns HR a task with a due date, which helps reduce the chance of enquiries being overlooked. It also keeps a timeline of what happened on each enquiry for later reference.

What is the return on investment of using this workflow compared to email-based handling?

Instead of HR staff manually replying to each enquiry and tracking status in an inbox or spreadsheet, the workflow automates acknowledgement, task assignment and closure messaging. This reduces repetitive admin work and helps HR focus their time on drafting responses rather than managing logistics. Over time, this can support faster turnaround and a more professional impression on prospective candidates.

Who is responsible for responding to an enquiry, and how are they notified?

Once an enquiry is submitted and acknowledged, the workflow assigns a task to HR to draft a response, due in 3 days. The workflow waits for this task to be completed, and the response HR enters is saved to the enquiry record before the closure email is sent. Task assignment is managed within the workspace, where tasks are given to team members.

What happens if the enquirer doesn't provide a mobile number?

The workflow checks whether a mobile number was submitted on the request form. If one was provided, an SMS confirmation with the reference number is sent alongside the email acknowledgement; if not, the workflow simply continues without sending an SMS. Either way, the email acknowledgement is always sent.

Can we customise the questions on the careers enquiry form or the wording of the emails?

Yes. Workflow steps, including the request form fields and the wording of the acknowledgement and closure emails, can be changed by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed over time.

How is the status of an enquiry tracked from submission to closure?

Each enquiry is created as a record with its own reference number and status, moving from New, to Assigned once HR takes ownership, to Closed once the response is sent. Table views and dashboards display records by status, making it straightforward to see which enquiries are still open.

Where is the HR response stored, and can the enquirer see it?

The response HR enters on their task is saved to the enquiry record and included in the final closure email sent to the enquirer. This means the enquirer receives a direct written reply, and HR has a record of the response for future reference within the enquiry's timeline.

Do enquirers need to create an account to submit or track their enquiry?

No. Enquirers submit their details through a public request form on the organisation's website, and they receive email (and optional SMS) updates with their reference number throughout the process. All communication happens through emailed messages rather than requiring account access.

How quickly can we start using this workflow for our careers page?

The template is ready to use as-is: a workspace can publish it in minutes and start capturing live careers enquiries straight away, without any installation or development project. Adjustments to form fields, wording or timing can be made afterwards as needed.