Let's go trough the steps of automating your recruitment process


Complex people-centric business processes and very sensitive information HR professionals deal with on a daily basis, means that they stand to gain a lot from organization that places emphasis on optimizing and automating workflows. Although onboarding, training and layoff processes and tasks like performance management present unique challanges, one of the most time-consuming tasks a HR person deals with is the recruitment process.

With its many steps, variations between department requirements, as well as discrepencies between the ideal employee profile and the qualities of actual candidates, the recruitment workflow contains many steps that can to be optimized with automation.

The candidate profile

The first task of the process i creating the profile of the candidate that fits the position that is to be filled and providing the information on the position itself. This responsibility falls on the manager of the department that is seeking the new hire, so when the proces is initiated, presumably by someone in the HR department, a process form lets you choose any person wihtin the workspace that will be responsible for creating the profile.

Once that person is selected, they will recieve a form in their Tasks that contains components that represent the minimal qualifications of the candidate, such as education level, years of experience, languages spoken, etc. This information will be visible in the Case Activity of the process and will be forwarded to the person responsible for creating the job ad.

Deciding thether the recruitment process will be carried out externally

This is where the process first branches out into two options: and internal hiring process, or a process that will be carried out by a recruitment agency. Each option is represented as a workflow that converges once the process reaches the decision faze.

Internal recruitment process

The internal recruitment process branch contains two forms that will be populated by the person responsible for the job ad in the event that it is not carried out by an agency. The first task presents the designated user with the information provided in the candidate profile and requires them to document the details of the job ad, namely its duration and place of publication. The second task consists of uploading the recieved resumes that will be later assessed. The process will then pause for the period of the duration of the ad, after which it will proceed to the candidate filtering phase.

Deciding on the agency

If it is decided that an agency will carry out this part of the process, a user will recieve a task that will prompt them to provide the information on the selected agency, like its name, contact person and email. A message containing the candiate profile information will be sent to the provided email autamatically. After that, the process will converge and proceed to the candidate filtering phase.

Filtering and evaluating candidates

After the shortlisted candidates are selected, the process will split into a couple of sub processes, each of which contains several steps of evaluation. The number of the sub processes that will be carried out depends on the number of shortlisted canidates. This means that if there are only two viable candidates, only two sub processes will be carried out. The template process contains a maximum of three candidates, but if you choose to expand your shortlist, you can effortlessly add more sub processes and more options in the form which dictates the number of candidates.

There are three steps to the evaluation, so the designated user will have to asses each shortlisted candidate‘s CV, interview and test. Each of these assesments will show up in the designated user‘s Tasks and each of them will contain a decision on whether the candidate met the criteria or not, which will determine the further course of the process.

Making the final decision

After the evaluation and filtering process, the final decision on the selected candiate will be assigned to the Tasks of the person who requested the recruitment process to be initiated, ie, the person that was selected in the process form when the process was started.

After that, the chosen candiate will be automatically notified using their email that was provided earlier in the process. The same goes for the candiates who were eliminated in the evaluation phase of the process. Preconfigured messages are automatically sent throughout the process, for everythyng from acceptance notifications to sending out tasks that need to be completed as a part of the evaluation process.

How to import the recruitment process

You can check the process out yourself, by creating and account , and clicking on the import button on the Applications page. Every aspect of the process can be edited, meaning that you can customize it so that it fits the needs of your HR department.