Workflow Template

Recruitment and Hiring Workflow

End-to-end recruitment workflow: hiring manager submits a requisition, headcount is approved, the role is posted, a recruiter screens and shortlists a candidate, interviewers assess and recommend, the hiring manager selects a candidate, the offer is approved and sent, and on acceptance the new hire is handed off to onboarding. If the role goes unfilled it is closed with a reason.

A hiring manager needs to fill a role, but the request gets stuck waiting for headcount sign-off, candidate feedback ends up scattered across email threads, and nobody's sure who's supposed to approve the offer. This workflow handles the whole journey automatically — requisition creation, headcount approval, job posting, recruiter screening, interview feedback, candidate selection, offer approval, and handoff to onboarding — with every step tracked and routed to the right person. Your team spends less time chasing status updates and more time actually hiring good people.

Business Outcomes

Cut time-to-hire by removing manual chasing between HR, hiring managers and interviewers
100% visibility into where every requisition sits, from headcount request to offer stage
Consistent interview and offer approval process across every role and department
Fewer unfilled or abandoned roles slipping through the cracks, with reasons logged for every closure
Faster, cleaner handoff to onboarding once a candidate accepts

Workflow Steps

Steps

1
Create Requisition Recordcreate record
Registers the submitted requisition as a record.
2
Set Status to Openupdate record
Marks the requisition as open pending headcount approval.
3
Request Headcount Approvalrequest approval
Sends the requisition for headcount approval before posting.
4
Route Headcount Approval Outcome
Branches based on whether headcount was approved.
approval_status: "approved"→Set Status to Approved
approval_status: "rejected"→Close Requisition - Headcount Not Approved
Default→End
5
Close Requisition - Headcount Not Approvedupdate record
Closes the requisition since headcount was not approved.
6
Notify Hiring Manager - Not Approvedsend email
Informs the hiring manager that headcount was not approved.
7
Set Status to Approvedupdate record
Marks the requisition as approved.
8
Post Roleupdate record
Marks the role as posted and assigns a recruiter to begin screening.
9
Assign Recruiterassign user
Assigns a recruiter to screen and shortlist candidates.
10
Screen and Shortlist Candidatecreate task
Recruiter screens applicants and records the shortlisted candidate's details.
11
Set Status to Interviewingupdate record
Updates status now that a candidate has been shortlisted and interviews will proceed.
12
Interview Assessmentcreate task
Interviewers assess the shortlisted candidate and record a recommendation.
13
Persist Interview Resultupdate record
Writes the interview recommendation and notes to the record.
14
Route Interview Recommendation
Branches based on whether interviewers recommend the candidate.
interview_recommendation: "Recommend"→Hiring Manager Candidate Selection
interview_recommendation: "Do Not Recommend"→Return to Screening
Default→End
15
Return to Screeningrestart from step
Candidate not recommended; recruiter must screen and shortlist a new candidate.
16
Hiring Manager Candidate Selectioncreate task
Hiring manager reviews the recommendation and decides whether to select the candidate.
17
Persist Candidate Selectionupdate record
Writes the hiring manager's selection outcome to the record.
18
Route Candidate Selection Outcome
Branches based on whether the hiring manager selected a candidate.
candidate_selected: "Select Candidate"→Request Offer Approval
candidate_selected: "No Suitable Candidate"→Return to Screening - No Suitable Candidate
Default→End
19
Return to Screening - No Suitable Candidaterestart from step
No suitable candidate selected; recruiter must screen and shortlist a new candidate.
20
Request Offer Approvalrequest approval
Sends the proposed offer for approval before extending it to the candidate.
21
Route Offer Approval Outcome
Branches based on whether the offer was approved.
approval_status: "approved"→Set Status to Offer Extended
approval_status: "rejected"→Return to Screening - Offer Not Approved
Default→End
22
Return to Screening - Offer Not Approvedrestart from step
Offer was not approved; recruiter must screen and shortlist a new candidate.
23
Set Status to Offer Extendedupdate record
Marks the requisition as having an active offer extended.
24
Send Offer to Candidaterequest external input
Sends the offer to the candidate and waits for their acceptance or decline.
25
Route Candidate Offer Decision
Branches based on whether the candidate accepted or declined the offer.
quote_decision: "Accept"→Set Status to Filled
quote_decision: "Decline"→Return to Screening - Offer Declined
Default→End
26
Return to Screening - Offer Declinedrestart from step
Candidate declined the offer; recruiter must screen and shortlist a new candidate.
27
Set Status to Filledupdate record
Marks the requisition as filled following offer acceptance.
28
Hand Off to Onboardingcreate task
Creates a task for the onboarding team to begin new hire onboarding.
29
Notify Hiring Manager - Role Filledsend email
Notifies the hiring manager that the candidate accepted and onboarding has begun.
30
Set Status to Screeningupdate record
Marks the requisition as in screening now that a recruiter has been assigned.

Fields

Role Title*
Department*
Employment Type*
Salary Range*
Required Skills*
Hiring Manager Name*
+11 more fields

Forms

Job Requisition Request

7 fields

Data Views

All Requisitions

role_title, department, requisition_status, hiring_manager_name +1 more

Dashboard Widgets

Requisition PipelineRequisitions by StatusRequisition Summary

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

recruitment workflowhiring workflowcandidate hiringjob requisitioninterview processtalent acquisition

Similar Workflows

employee onboarding job requisition approval candidate interview

Similar Categories

governance compliance

FAQs

Do I need to build this workflow from scratch, or is it ready to use?

It's a ready-to-use template, so there's nothing to build. You publish it in assess.one and it's live in seconds — your team can start submitting requisitions straight away.

Can my team customise the approval steps for headcount and offers?

Yes, you can edit who approves headcount and offers, add extra sign-off levels, or change notification rules directly inside assess.one. There's no code involved and no need to wait on IT — changes take effect immediately.

Who needs access to this workflow?

Typically hiring managers, recruiters, interviewers, and whoever approves headcount and offers (often finance or a senior manager) need access. You control exactly who sees each step and what actions they can take within assess.one.

What happens if headcount isn't approved?

The workflow automatically closes the requisition, records the reason, and notifies the hiring manager so nothing sits in limbo. This keeps your requisition list clean and avoids roles being posted without budget sign-off.

Is this suitable for a small business with a lean HR team?

Yes, it works whether you've got a dedicated recruiter or a hiring manager wearing multiple hats. Since it's a self-serve template, small teams get the same structure and accountability as larger HR functions without extra headcount.

What happens if interviewers don't recommend any candidate?

The workflow routes the role back to the screening stage automatically, so the recruiter can shortlist new candidates without anyone needing to manually restart the process. The same logic applies if the hiring manager doesn't find a suitable candidate at the selection stage.

How long does implementation take?

There's no implementation project — you publish the template and it's live in minutes. Your team can start creating requisitions and running interviews through the workflow the same day.

Can we track compliance around approvals and interview decisions?

Yes, every approval, screening decision, interview outcome, and offer sign-off is logged automatically as it happens. This gives you an audit trail for hiring decisions without anyone needing to keep separate records.

What happens once a candidate accepts the offer?

The workflow hands the new hire off to onboarding automatically, so there's no gap between acceptance and getting them set up. This removes the common drop-off point where new hires wait too long to hear next steps.

Can we connect this to email or Slack for notifications?

Yes, notifications like approval requests and status updates can be configured to go out via email or Slack directly inside assess.one. There's no third-party setup required — it's all managed within the platform.

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