Each step below maps to one stage of this flow. Every step writes an audit event, and rejections always require a named person and a reason.
18.1 Fill an open role
- Create the requisition with openings, salary band, and stage SLA.
- Submit it for approval and wait for an approver to sign it off.
- Move the requisition to Open.
- Add candidates as applications, drawing on the talent pool where consent allows.
- Work the pipeline board, moving candidates from New through Screen.
- Schedule interviews for the shortlist and collect scorecards.
- Build the offer, route it for approval, and send it.
- Record acceptance, which moves the candidate to Hired and updates the openings count.
- Raise the onboarding tasks for the new joiner.
- Close the requisition as Filled once all openings are taken.
18.2 Run an interview loop
- From the pipeline card, choose Schedule interview.
- Set the time, duration, and panel, and create the calendar event with a Teams link.
- Send the invitation to the candidate.
- If plans change, use Reschedule on the scheduled row rather than cancelling.
- Mark the interview Complete after it happens.
- Each panel member submits a scorecard — peer ratings stay hidden until they do.
- Debrief on the full set of scorecards and decide together.
18.3 Close a candidate out
- Open the reject dialog from the pipeline card.
- Choose the disposition code that genuinely applies.
- Write a reason that would make sense to a colleague reading it in a year.
- Send the regret message if you have permission to send candidate communications.
- If the candidate is strong but the timing was wrong, confirm consent and add them to the talent pool.
18.4 Prepare the site for go-live
| Step | Where |
|---|---|
| Clear the sample data | Settings → General |
| Populate the real lookup lists | Lookups section |
| Set the numbering formats | Settings → Numbering |
| Trim the forms to the fields you use | Settings → Forms |
| Define the pipeline stages and SLAs | Settings → Pipeline Stages |
| Build the scorecard rubrics | Settings → Scorecard Templates |
| Turn on approval routing | Settings → Recruitment Compliance |
| Set the retention period | Settings → Recruitment Compliance |
| Choose how email is sent | Settings → Email Integration |
| Assign roles to every user | Settings → Roles & Permissions |
| Publish the hiring playbooks | Settings → Recruitment Guides |
| Confirm the subscription | Settings → Subscription |
18.5 A weekly recruiter routine
- Start on the dashboard and clear the Actions required panel of SLA breaches.
- Review candidates sitting in New and move them on or close them out.
- Confirm this week's interviews and chase any missing scorecards.
- Check offers in Sent that are approaching their expiry date.
- Update requisition statuses so the reporting reflects reality.