Guided Hiring Workflows

Overview

A Guided Hiring Workflow is a structured sequence of steps that maps out your hiring process from start to finish. Each step represents a stage in your recruiting pipeline, from application to hire, and helps your team stay organized while tracking candidates consistently.

Workflows help ensure no candidate slips through the cracks and that your team follows a consistent process for every hire.

Benefits

Use Guided Hiring Workflows to streamline your hiring process

Define hiring stages tailored to your roles
Track where each applicant is in your pipeline
Prompt your team with next steps and reminders
Ensure consistency across recruiters, hiring managers, and locations

Workflow Overview

Example steps you can include in your workflow

New ApplicationInitial OutreachAI InterviewPhone ScreenIn-Person InterviewReference CheckBackground CheckOffer ExtendedHire

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

Create automatic reminders to follow up
Send templated messages or forms to the candidate
Track time-in-step to help avoid delays

Reminders in Guided Hiring Workflows

Reminders are an important feature within Guided Hiring Workflows.

When a workflow step is configured with a reminder, the system automatically creates a follow-up task tied to that applicant and step. This ensures that nothing falls through the cracks and that recruiters know exactly what needs attention next.

Reminders keep your hiring process moving by ensuring timely follow-ups at every stage.

Ad Hoc Reminders

Standalone reminders outside of workflows

In addition to workflow-based reminders, HRGP also supports ad hoc reminders. These are standalone reminders that can be created outside of a Guided Hiring Workflow whenever a one-off follow-up, task, or personal reminder is needed.

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

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.