Guided Hiring Workflows

Guided Hiring Workflows ensure every candidate moves through a structured hiring process—from application to hire—so nothing gets missed and your team stays aligned.

A workflow defines the steps applicants move through—such as resumes, interviews, forms, and assessments—allowing you to evaluate candidates consistently and track progress at a glance.

Each job in HRGP can have its own workflow, making the hiring process organized, repeatable, and easier to manage.

What Is a Guided Hiring Workflow?

A Guided Hiring Workflow shows:

• The steps your team and applicants must complete

• Where each applicant is in the hiring process

• What needs to happen next

Workflows help ensure every candidate is reviewed using the same structured process.

Workflow Step Types

You can build workflows using these step types:

• Resume Submission

• Personality Profile (MBTI, Big Five)

• Interviews (AI, Video, or In-Person)

• Forms (screening questions, quizzes)

• Custom steps (any additional requirement)

All workflow step types are included in HRGP at no additional cost.

Automated Reminders & Applicant Follow-Up

HRGP automatically sends reminders to help keep applicants moving through the hiring process and reduce missed steps or interviews.

Form Completion Reminders

When applicants are asked to complete forms or assessments, HRGP sends reminder emails if the forms have not been completed.

• Up to three reminder emails are sent over a seven-day period

• If the forms are still not completed after the reminder period, the applicant is automatically rejected

This helps prevent incomplete applications from slowing down your hiring workflow.

Interview Reminders

For interview steps, HRGP sends automatic reminders to help reduce no-shows.

Applicants receive reminder notifications:

• 48 hours before the interview

• 24 hours before the interview

• 2 hours before the interview

If the applicant does not confirm the interview, it remains scheduled on the calendar.

These reminders help ensure candidates show up prepared while keeping your team’s calendar accurate.

Track Applicant Progress Automatically

Guided Hiring Workflows connect directly to the Applicants Dashboard.

As applicants complete steps:

• Workflow steps are marked complete automatically

• A progress bar updates in real time

• You can instantly compare candidate progress

• Bottlenecks become easy to spot

This gives you full visibility across your hiring pipeline and candidate progress.

Automatic Workflow Updates from Bulk Actions

Guided Hiring Workflows automatically update when Bulk Actions are used on the Applicants dashboard. This ensures each applicant’s workflow reflects the current hiring status without requiring manual updates.

Video Interview Invites

When video interview invitations are sent using Bulk Actions, the Video Interview step in the applicant’s workflow is automatically updated to Invited.

Scheduling Video Interviews

If a video interview has already been coordinated and is scheduled using Bulk Actions, the Video Interview step is updated to Scheduled.

Scheduling In-Person Interviews

When in-person interviews are scheduled using Bulk Actions:

• If an In-Person Interview step already exists in the workflow, its status is updated to Scheduled.

• If the step does not exist, HRGP automatically adds the In-Person Interview step and marks it Scheduled using the interview date selected during the bulk action.

These automatic updates ensure workflows always reflect the real status of each candidate while keeping hiring teams aligned.

👉 Learn more about Bulk Actions for managing applicants.

How to Manage Guided Hiring Workflow Steps

You can manage Guided Hiring Workflows in two ways.

From the Guided Hiring Workflows page

You can create, edit, and manage workflows directly from the Guided Hiring Workflows feature in the ATS menu. This is where you define the structure of your hiring process, including the steps applicants must complete.

From the Applicants dashboard

Workflows can also be adjusted while reviewing applicants.

When viewing applicants in the dashboard, click the plus (+) icon next to an applicant to open the workflow flyout panel. From this panel, you can manage workflow steps in real time.

From the workflow flyout, you can:

• Add new steps

• Edit existing steps

• Delete steps

• Mark steps as complete or update their status

• Reorder steps

This allows hiring teams to quickly adjust the hiring process without leaving the Applicants page.

When to Use Guided Hiring

Guided Hiring is ideal when you want more structure, visibility, and consistency in your hiring process.

Use it when:

• You want a repeatable hiring process

• You’re managing multiple applicants at once

• You want your team aligned on next steps

Not ready to use workflows yet?
You can skip Guided Hiring when creating a job and enable it later at any time.

👉 See how to assign a workflow when creating a job posting.