A Job Workflow is a structured and predefined set of sequential steps or stages that delineate the process a job or position undergoes, from creation to closure, within an organisation.
Some Benefits of Configuring a New Job Workflow:
- Job workflows help streamline and automate the recruitment process, reducing manual interventions and enhancing overall efficiency.
- Standardised workflows ensure that each job or position follows a consistent set of steps, promoting uniformity and reducing the risk of errors or oversights.
- Job workflows provide transparency by clearly outlining the stages a job goes through, making it easier for team members to understand the status and progress of each position.
- Job workflows can be adapted to fit the specific needs and requirements of different roles or departments, providing flexibility in managing diverse recruitment processes.
- Workflows generate valuable data at each stage, offering insights into the recruitment pipeline, and bottlenecks.
To setup a new Job Workflow hiring process, proceed by following the steps outlined below:
- Click on the Profile picture and select Administrator from the drop-down menu.
- Click on Master Data from the left navigation panel and select Job Workflow.
Administrator – Master Data – Job Workflow
- Click on (+) to add a job workflow.
- Enter the Workflow Name and select the Industry, Job Type and Status from the drop-down.
- Click on Add New Stage to add new stages to the workflow.
Information: In the Xeople Recruit CRM, the default stages include “Applied” and “Hired.” Users have the flexibility to customise the job workflow stage that falls between these two default stages. The Applied stage signifies a candidate’s application submission, involving activities like review and initial screening. The Hired stage indicates successful completion of the recruitment process, involving final job offers, paperwork, and onboarding initiation.
Information: Including in job pipeline refers to the action of incorporating a particular stage, substage, or sub-substage into the overall job pipeline or recruitment workflow.
Map workflow features, including map checklist and map assessment test, can be integrated into various stages of the job workflow, such as candidate screening, interview scheduling, assessment, reference checks, and final selection. They enhance the efficiency, standardisation, visibility, and documentation of the hiring process, ensuring smoother coordination and evaluation of candidates.
- Each Stage should be mapped to a Stage Type. The Stage Type field is now mandatory, and you can define only one stage type per workflow stage. For instance, if the screening stage type is mapped to the screening workflow stage, it cannot be mapped to any other workflow stage.
Information: Stage type refers to the category or classification assigned to each stage within the workflow. It helps organise and categorise the various phases or steps of the recruitment process.
Information: If a desired stage type is not in the list, map the Others stage type to a parent workflow stage, allowing multiple mappings. Other stage types can only be mapped once to a single parent workflow stage. The system validates each stage type's mapping to one parent workflow stage and enables or disables the Save button accordingly.
An alert message will display: Map one stage type to only one workflow stage, while others stage type can be mapped to multiple stages.
Information: When editing a job workflow mapped to a job, a message appears at the top: "This job workflow is in use; only limited changes can be saved." In this case, you can only edit the stage name, while other changes are restricted. The Add (+) and Delete options for each stage on the right are greyed out.
Edit Job Workflow - Stage Type - Define Stage Type
- Specify sub-stages and sub-sub-stages according to your needs.
- Upon defining all the stages, sub-stages and sub-sub-stages, click on Save.
Add Job Workflow – Add New Stage
Add New Stage - Sub-stage
Add New Stage - Sub-stage
Add New Stage
Note: To access all the job workflow(s) you've created, click Jobs in the header of the main navigation bar. The job workflow you create here should be selected when creating a job, as it is a mandatory field and is selected from the drop-down menu. You can create multiple workflows, which will be reflected in the Job Workflow dropdown while creating a job, and you can choose the one that best suits your criteria.
- If you wish to View, Edit, Clone, or Delete the added job workflow, click the three-dot button and select the appropriate option as needed.
Master Data - Job Workflow - View, Edit, Clone or Delete
Information: To get more understanding on the Job Workflow and its stages, click here: Understanding Job Workflow and its stages.