How to edit your candidate workflow

JobScore is designed to help you keep track of candidates throughout the hiring process.  Candidates start out in the new stage and typically move through a few active workflow stages before ending up in the hired or declined workflow stage.  If you aren't familiar with the concept of a hiring workflow you can learn more about candidate workflow stages here >>

As your organization grows it's common to specialize the hiring workflow for different roles -- and JobScore allows you to add as many candidate workflow stages as you need.  Here's how it works:

1. Global Workflow:  All of your workflow stages are stored in your global workflow, which can be accessed on the Admin > Workflow Stages page.  On the self service LITE and Start plans the global workflow is used for all of your jobs.

2. Per-job Workflow: When you upgrade to the scale or enterprise plan you can customize your workflow per job.  This means you could add a "Coding Challenge" stage for a software engineer job or a "Video Interview" stage for sales jobs.  In truth, all per-job workflow stages are in the global workflow.  When you customize your workflow for a job you are really just choosing which global workflow stages to insert or remove for a specific job.

3. Job Templates: As you specialize your workflow job templates make it easy to store and re-use workflows for different locations and departments.  So, for instance, if you have a workflow for your jobs in Albuquerque, New Mexico and another for your jobs in Augusta, Maine you can create two different job templates -- so you don't have to remember how things work every time you create a add a new job.

Global Workflow

Users with the Owner and Admin access level can see the global workflow by clicking on the gear icon and then choosing Workflow > Workflow Stages.  Here's what that page looks like:

From here you can easily add, edit and re-order your global workflow stages. When you add or edit a stage you'll be asked to enter specific details about how this stage will be used, including:

• Stage Name: This is what everyone in the company will see.  Try to keep names very short.  The best stage names describe what needs to happen, like "Schedule Phone Screen" or "Skype Call"

• Owned By:  This is the role of the person who is responsible for the candidate when they are in the stage.  For instance, a recruiting coordinator is likely responsible for candidates in a "Schedule Phone Interview" stage, where a hiring manager might be responsible for a candidate in the "Phone Interview" stage

• Next Step: This is a description of what the stage owner is supposed to do.  The idea is make things clearer by describing what is supposed to happen in the stage for it to be complete.

• SLA Target: JobScore wants to help you stay on top of all of your candidates. The SLA Target is the maximum amount of time a candidate should spend in a workflow stage.

• SLA Warning:  The amount of time before a SLA Target to warn the stage owner that they are about to miss a target.

Reports in JobScore show workflow stages in the sequence shown on the Admin > Workflow stages page, so make sure to put them in the order you typically use them.  Reorder stages by dragging and dropping them into place with your mouse:

Important for scale and enterprise customers: Editing your global candidate workflow will not impact the workflow on specific jobs or job templates.  If you want to make bulk changes to your workflow for all of your jobs, please contact [email protected] and we'll lend a hand.

Per-Job Workflow

To access the workflow for a specific job, click on the job from anywhere in JobScore then click on the "Workflow" tab.  To make changes to a job's workflow, click the edit link in the upper right hand corner.

Click the "insert stage" link at the bottom of the table to insert stages to your workflow.  When you do you'll be asked to select a stage from your global workflow to insert:

If the stage you want doesn't exist, select the "Add Workflow Stage" option at the bottom of the list.  This will allow you to add a global workflow stage as an interrupt action and immediately insert it to your per-job workflow.

Just like the global workflow you can drag and drop to change the order of workflow stages for the specific job.  When you do it will impact the order of the stages shown on the action menu on the candidate manager.

When you insert, remove and re-order stages for a specific job it doesn't impact your global workflow, you are only making changes to a the specific job.

Job Templates

Remembering when to use workflow stages can get tricky as your organization grows.  Job templates are specifically designed to solve this problem.

When you add a new job you'll be asked to select a job template or copy an existing job.  Job Templates pre-populate information into the add job form, including workflow stages.

You can see your job templates by clicking on the gear icon in the primary navigation, selecting templates > job templates.  To add a new job template click the Add Job Template link at the bottom of the table:

When adding and editing job templates there is an area for your workflow.  This area works exactly the same as the workflow editor for a job described above: you can insert and remove workflow stages, re order them and create new global workflow stages as an interrupt action as needed.

Important:  When you add a workflow stage as an interrupt action while adding/editing a job or job template, it is added in the last position of your global workflow.  This may make things seem weird when you look at reports.  If a workflow stage seems out of place on a report, please go to the global workflow and drag it to the correct spot.