Introduction

The Job Recruitment Workflow in iSmartRecruit allows you to track candidates' progress throughout the recruitment process. Each candidate is associated with a job, client, and invoice, and their statuses can be customized to align with your recruitment process. Additionally, recruitment workflow templates let you manage sets of statuses for different jobs, making the process more organized and efficient.

Access Admin Module: Click Here
Access Recruitment Workflow: Click Here

Accessing the Recruitment Workflow

1. Click on the Admin option from the left-hand menu.
   
   
2. Navigate to the Customization tab.
   
   
3. Select the Recruitment Workflow option.
   

Understanding the Recruitment Workflow Screen

The recruitment workflow screen has two tabs:

• Recruitment Status: Displays the current list of statuses and allows adding, editing, reordering, or removing statuses.
  
  
• Recruitment Templates: Manages templates with pre-defined recruitment statuses. These templates can be applied to streamline workflows for different jobs.
  

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  Customizing Recruitment Statuses

  You can add, edit, reorder, and remove statuses as per your needs.

  Adding a New Workflow Stage

  1. Click the Add Workflow Stage button.
     
     
  2. Enter the following details:

  • Status Stage Name: Choose a relevant category for the new status. iSmartRecruit provides these predefined categories:

    • Applied
    • Candidate Pre-Screens Stage
    • Screening Stage
    • Internal Submission Stage
    • Client Interview Stage
    • Client Submission Stage
    • Hired Stage
    • Placement Stage
    • Reject Stage

  • Candidate Status: Create specific statuses under the selected stage.

  • Allow Client to Update: Toggle this switch ON if you want clients to update candidate statuses through the job tracker link.

  • Candidate Feedback: Enable this feature if you want additional feedback when the status is updated.

  • Status Color: Assign a color to the status for easy identification.

  • Status Owner: Assign user roles with permission to update this status.
    
    

  • Additional Automation:

    • Email Notification: Notify specific roles with a predefined email template when the status is updated.
      
      
    • Growl Notification: Send pop-up notifications to selected roles.
      
      
    • To-Do List Configuration: Automatically create tasks for selected roles when the status changes.
      
      
  3. Click Save to apply the changes.

   

• Note: Default statuses cannot be edited or deleted, as this may cause discrepancies in reports.

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  Managing Recruitment Workflow Templates

  Workflow templates help you apply pre-defined sets of statuses to jobs, simplifying workflow setup.

  1. Go to the Recruitment Workflow Templates tab.

  2. Click + Add Recruitment Workflow Template.
     

  3. Enter a unique Template Name.

  4. Select multiple recruitment stages to include in the template. The following stages are mandatory and cannot be unselected:

     • New (Assigned)
     • Screening (Internal Submission)
     • Submitted (Client Submission)
     • Interviewing (Client Interview)
     • Offered
     • Hired
     • Applied
     • Rejected
       

  5. Click Save to create the template.

  Editing and Deleting Templates:

  • Click the Pencil Icon to edit a template.
    
    
  • Click the Delete Icon to remove a template.
    

   

• Note: If a status is removed from the main workflow, it will no longer appear in templates that previously included it.

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  Applying Recruitment Workflow Templates to Jobs

  You can apply workflow templates when creating or editing a job.

  1. Go to the Add/Edit Job Form.

  2. Select one of the following options:

     • Default Workflow: Uses all active workflow statuses.
     • Select Workflow Statuses: Manually select statuses for this job.
       Select Workflow Template: Apply a pre-defined workflow template to automatically select statuses.
       

  3. The selected statuses will be applied to the job and used throughout the recruitment process.

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  Need Help?

  If you have any questions, feel free to reach out to our support team at [email protected].