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.
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.
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.
HRGP automatically sends reminders to help keep applicants moving through the hiring process and reduce missed steps or interviews.
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.
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.
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.
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.
When video interview invitations are sent using Bulk Actions, the Video Interview step in the applicant’s workflow is automatically updated to Invited.
If a video interview has already been coordinated and is scheduled using Bulk Actions, the Video Interview step is updated to Scheduled.
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.
You can manage Guided Hiring Workflows in two ways.
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.
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.
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.