Design the Primary Workflow

The Primary Opening establishes the foundation for all positions you will create and saves you time as you create additional openings. Please refrain from adding too many Openings right away. This helps maintain a simplified and easy-to-use process. Once created, you may clone the primary opening and make changes as Needed for other locations/positions.

Refining and polishing the primary workflow can be time-consuming and takes strategic planning, but if done well, this process will really pay-off as you scale and add new positions or locations to your operation.

Your goal is to build a primary workflow that has: 

  • A generic workflow that works for different positions and different locations.
  • A workflow that is optimized for automation.
  • A workflow that is cost-effective.

Streamline the Hiring Process

Planning your hiring process is the first step in building a good workflow. Let’s begin with one position in one of your locations. 

  1. List every aspect of the hiring process your applicants need to complete. This includes required information, action items and screening criteria.  
  2. Identify any areas where the process may differ if this position were in a different Location. Common examples are contracts, background checks and job requirements.
  3. Identify the differences in requirements between the Primary Position and other positions you’re hiring for. Repeat step 2 for all positions being created. (Disregard step 3 if you’re only hiring for one Position.)
  4. Refine your hiring process(es) and try to minimize the differences between Positions and/or locations. This is particularly difficult for those who operate in different countries where the requirements differ greatly. If you can get it down to only a few hiring processes this will help you streamline your operations. 

    Tips for Better Conversion Rate

    Keep your hiring process short. A lengthy hiring process deters applicant and can really affect your conversion rates. Eliminate any questions and items that are NOT absolutely necessary.

  5. Now, we can begin designing the workflow for the Primary Opening. 

Develop the Primary Workflow


After the Primary Opening is created, organize the stages in the workflow before adding content and refining stages.

Stages are the building blocks of a workflow for an Opening. Each Stage has its own functionality ranging from general data collection to specific functionality like video recording, background check, and document signing. There are a number of different Stage types that you can choose from to build the workflow by dividing up the hiring process that you have defined above into Stages.

You can design your workflow any way you want, but we highly recommend the following guidelines to help you build a versatile workflow.

Optimize Your Workflow


  • Start with Qualifying Questions

    The Data Collection stage should contain close-ended questions that automatically qualify or disqualify applicants. The goal is to add rules to the next stage that automatically filter out applicants with these absolute disqualifiers. 

  • Confine Different Hiring Requirements to Minimal Stages

    Keep the differences in your hiring process between your positions and locations that you have identified above in Steps 2 and 3 into as few stages as possible. If specialized requirements for certain positions are not 100% needed, do not include them in your workflow. This will enable you to maintain a seamless workflow that can easily be modified for other openings.

  • Minimize the Team's Workload

    On average, about 10-15% of your applicants will finish the hiring process and get approved/hired. Minimize your team's workload by putting any reviewing and scheduling stages at the end of the workflow. 

  • Insert Cost Inquiring Stages at the End of the Workflow

    There are some stage types that incur a cost based on usage. Be familiar with which ones those are and avoid placing them in front of the workflow. 

Build the Primary Workflow

  1. Check out the article on how to create an opening and title it "Primary Template".
  2. Follow your workflow design and add the stages

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