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Workflow Template

Recruitment and Hiring Workflow

Manages a hiring request from initial headcount approval through advertising, screening, interviewing, offer, and onboarding, with HR approval gates and candidate offer response tracking.

A hiring manager submits a request for a new role and, from that moment, everyone stops chasing emails and spreadsheets to find out what's happening. The workflow moves the request through headcount approval, advertising, screening, interviewing, offer, and onboarding, with each stage's status and details saved to the record automatically. Candidates and the hiring manager get the emails and forms they need without needing an account, and HR and recruiters always know what's waiting on them.

Business Outcomes

  • Fewer hiring requests stalled because no one knows whose turn it is to act
  • Clearer visibility into where every open role stands, from headcount approval to offer
  • Less manual chasing for candidate shortlists, interview scores, and offer decisions
  • Faster handoff to onboarding once an offer is accepted
  • A consistent record of each hiring decision and outcome for future reference

Workflow Steps

Steps

  1. 1
    Create Hiring Request Recordcreate record

    Creates the hiring request record from the submitted form data.

  2. 2
    Set Status: Requestedupdate record

    Sets the hiring request status to Requested.

  3. 3
    Email Acknowledgementsend email

    Emails the hiring manager an acknowledgement with the reference number.

  4. 4
    HR Headcount Approvalrequest approvalrequires approval

    HR reviews and approves or rejects the requested headcount.

  5. 5
    Route Headcount Approval Outcome

    Routes based on whether HR approved or rejected the headcount request.

    approval_status: "approved"→Set Status: Advertised
    approval_status: "rejected"→Set Status: Not Approved
    Default→End
  6. 6
    Set Status: Not Approvedupdate record

    Sets the hiring request status to Not Approved.

  7. 7
    Email Not Approvedsend email

    Emails the hiring manager that the headcount request was not approved.

  8. 8
    Set Status: Advertisedupdate record

    Sets the hiring request status to Advertised.

  9. 9
    Recruiter: Post Rolecreate task

    Recruiter posts the role and records the posting date and advertising channel.

  10. 10
    Save Posting Detailsupdate record

    Saves the posting date and advertising location to the record.

  11. 11
    Set Status: Screeningupdate record

    Sets the hiring request status to Screening.

  12. 12
    Recruiter: Screen Candidatescreate task

    Recruiter screens applicants and records the shortlisted candidates.

  13. 13
    Save Shortlistupdate record

    Saves the shortlisted candidates to the record.

  14. 14
    Set Status: Interviewingupdate record

    Sets the hiring request status to Interviewing.

  15. 15
    Interview Panel: Score Candidatescreate task

    Interview panel conducts interviews and records each candidate's scores and recommendations.

  16. 16
    Save Interview Resultsupdate record

    Saves candidate scores and recommendations to the record.

  17. 17
    Hiring Manager: Record Outcomecreate task

    Hiring manager records the selection outcome and, if applicable, the selected candidate's details and proposed salary.

  18. 18
    Save Selection Outcomeupdate record

    Saves the selection outcome and candidate details to the record.

  19. 19
    Route Selection Outcome

    Routes based on whether a candidate was selected or none was suitable.

    selection_outcome: "Candidate selected"→HR Offer Approval
    selection_outcome: "No suitable candidate"→Set Status: Closed - Not Filled
    Default→End
  20. 20
    Set Status: Closed - Not Filledupdate record

    Sets the hiring request status to Closed - Not Filled.

  21. 21
    Email Closed Not Filledsend email

    Emails the hiring manager that no suitable candidate was found and the role is closed.

  22. 22
    HR Offer Approvalrequest approvalrequires approval

    HR reviews and approves or rejects the proposed offer to the selected candidate.

  23. 23
    Route Offer Approval Outcome

    Routes based on whether HR approved or rejected the proposed offer.

    approval_status: "approved"→Set Status: Offer Made
    approval_status: "rejected"→Loop Back: Offer Rejected
    Default→End
  24. 24
    Loop Back: Offer Rejectedrestart from step

    Restarts from the hiring manager selection task because HR rejected the proposed offer.

  25. 25
    Set Status: Offer Madeupdate record

    Sets the hiring request status to Offer Made.

  26. 26
    Send Offer to Candidaterequest external input

    Emails the candidate the offer details and a form to accept or decline.

  27. 27
    Save Offer Responseupdate record

    Saves the candidate's offer decision and comments to the record.

  28. 28
    Route Offer Response

    Routes based on whether the candidate accepted or declined the offer.

    offer_decision: "Accept"→Set Status: Filled
    offer_decision: "Decline"→Loop Back: Offer Declined
    Default→End
  29. 29
    Loop Back: Offer Declinedrestart from step

    Restarts from the hiring manager selection task because the candidate declined the offer.

  30. 30
    Set Status: Filledupdate record

    Sets the hiring request status to Filled.

  31. 31
    Create HR Onboarding Taskcreate task

    Creates a fire-and-forget HR onboarding task due in 3 days.

  32. 32
    Email Offer Acceptedsend email

    Emails the hiring manager that the candidate accepted the offer.

Fields

Show all 19 fields

FormNew Hiring Request

  • Hiring Manager Name*· Text
  • Hiring Manager Email*· Email
  • Role Title*· Text
  • Department*· Text
  • Employment Type*· Choice
  • Salary Range*· Text
  • Required Skills*· Long text
  • Number of Positions*· Number

TaskRecruiter: Post Role

  • Posting Date*· Date
  • Where Advertised*· Text

TaskRecruiter: Screen Candidates

  • Shortlisted Candidates*· Long text

TaskInterview Panel: Score Candidates

  • Candidate Scores and Recommendations*· Long text

TaskHiring Manager: Record Outcome

  • Selection Outcome*· Choice
  • Selected Candidate Name· Text
  • Selected Candidate Email· Email
  • Proposed Salary· Text

Other fields

  • Hiring Status· Choice
  • Offer Decision*· Choice
  • Offer Comments· Long text
  • Hiring Manager Name*
  • Hiring Manager Email*
  • Role Title*
  • Department*
  • Employment Type*
  • Salary Range*

Forms

New Hiring Request

8 fields

Data Views

Hiring Requests

role_title, department, number_of_positions, hiring_status

Dashboard Widgets

Roles by Hiring Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
recruitment workflowhiring workflowcandidate hiringjob requisitioninterview processtalent acquisition

Similar Workflows

Employee Onboarding WorkflowJob Requisition Approval WorkflowCandidate Interview Workflow

Similar Categories

Governance & Compliance

FAQs

Do I need HR and recruiting on the same platform for this to work?

No separate accounts are needed for anyone involved. HR reviews headcount and offer approvals as tasks assigned to them, recruiters and the interview panel complete their tasks in the same workspace, and the hiring manager and candidates interact through emailed forms without ever logging in.

Can my team customise the approval steps or add extra stages?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept so nothing is lost. For example, you could adjust who the headcount approval task is assigned to, or add a step before advertising if your business needs one.

What happens if HR rejects the headcount request?

The request's status is set to Not Approved and the hiring manager is emailed to let them know their request was not approved. The record's timeline keeps a history of this outcome for reference.

What if HR rejects the proposed offer to a candidate?

The workflow loops back to the hiring manager's selection task, so a new outcome and proposed salary can be recorded and resubmitted for HR approval. This keeps the process moving without needing to restart the whole hiring request.

How does the candidate respond to a job offer?

Once the offer is approved, the candidate is emailed the offer details along with a form asking if they accept and for any comments. Their response and comments are saved to the record, and the workflow then routes automatically depending on whether they accepted or declined.

What happens if the candidate declines the offer?

The workflow loops back to the hiring manager's selection task so a new candidate outcome can be recorded. This means the hiring request doesn't need to be recreated from scratch.

Is this suitable for hiring multiple positions for the same role?

The request form captures the number of positions needed, so that detail is captured and saved on the record from the start. Each hiring request tracked through the workflow carries its own reference number, status, and timeline of what happened.

Who handles onboarding once a candidate accepts?

When the offer is accepted, the status is set to Filled and an onboarding task is created for HR with a 3-day due date. This task isn't one the workflow waits on, so onboarding notes entered on it stay with that task in the record's task list rather than on the record itself.

Can recruiters see the full history of a hiring request?

Yes, each hiring request is a record with its own status, reference number, and timeline showing what's happened at each stage, from headcount approval through to onboarding. Table views and dashboards let the team see requests grouped by status, such as Screening, Interviewing, or Offer Made.

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Recruitment and Hiring Workflow | assess.one