Guided Hiring Workflows

Guided Hiring Workflows are made up of steps that structure and organize the hiring process. As you move an applicant through each step, HRGP keeps track of the actions, reminders, and communication history tied to that part of the workflow.

HRGP helps hiring teams maintain the speed, consistency, and timely follow-up needed to compete for talent in today's hiring market.

You can use Guided Hiring Workflows to:

organize your hiring process into structured steps
manage hiring steps and reminders to ensure timely and meaningful follow-ups with applicants
track applicant progress and accountability
automate repetitive follow-ups and communication
coordinate interviews, onboarding, and hiring activities across your team

You can also create reminders outside of Guided Hiring Workflows whenever you need a one-off follow-up or task that is not tied to a workflow step.

Workflow Overview

A Guided Hiring Workflow is a structured set of hiring steps (not "stages"). Each step represents a specific part of the hiring process, such as outreach, interviews, assessments, background checks, or onboarding.

Examples of workflow steps include:

New ApplicationInitial OutreachAI InterviewVideo InterviewIn-Person InterviewJob PreviewScreening FormSkills TestPersonality ProfileOther AssessmentBackground CheckOffer LetterReferencesOnboarding FormCustom Steps

When you assign an applicant to a workflow step, HRGP can:

display the applicant's current hiring step
trigger reminders and follow-up actions
track communication history and activity
automate notifications and outreach
help ensure hiring tasks are completed on time
maintain accountability throughout the hiring process

Reminders in Guided Hiring Workflows

Each workflow step can include reminders to help your team stay organized and responsive throughout the hiring process.

Reminders can help with:

applicant follow-ups
interview confirmations
scheduling coordination
assessment completion
background check follow-ups
onboarding tasks
internal team reminders

Some reminders can be automated based on workflow activity, while others can be created manually by your team.

Examples include:

automatically reminding a candidate about an upcoming interview

reminding a recruiter to follow up after a video interview

sending onboarding reminders after an offer is accepted

manually creating reminders for references or external assessments

Ad Hoc Reminders

In addition to workflow-based reminders, HRGP also supports ad hoc reminders.

Ad hoc reminders allow you to create personal or team reminders outside of Guided Hiring Workflows whenever you need a one-time follow-up, task, or notification.

Examples include:

•reminding yourself to call a candidate tomorrow morning
•following up with a hiring manager later in the week
•checking on a delayed background check
•sending a custom document request
•creating a personal recruiting reminder unrelated to a workflow step

This flexibility allows HRGP to support both structured hiring processes and real-world recruiting situations that require manual follow-up and quick action.

Reminder Actions

HRGP reminders support a variety of common recruiting and hiring actions, including:

Waiting

Waiting on CandidateWaiting on TeamWaiting on Checks

Contact

CallTextEmailFollow Up

Schedule & Confirm

ScheduleConfirm

Send

SendResend

Evaluate

ReviewEvaluateDiscuss

Prepare

PrepareWrite

Advance

AdvanceReject

These actions help teams quickly identify what needs attention and maintain hiring momentum throughout the process.