Design the Master Workflow


You're probably really excited to add some Openings, but please refrain from adding many Openings right away as it'll be more work for you later. Instead, start by building a single Master Opening that will serve as the template which you can clone from later, preventing you from needing to manage and organize a bunch of Openings separately. 

Refining and polishing the master 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 master 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.


Plan the Hiring Process

Planning your hiring process is the first step in building a good workflow. 

  1. Let's start with only one position in one of your locations. List out every aspect of the hiring process your applicants need to complete. This includes all the information they need to submit, action items they need to complete, and screening criteria.  
  2. Now, identify any areas where the process may differ if this Position were in another Location. Common examples are contracts, background checks, or job requirements.
  3. Then, identify the differences for any other Positions you're hiring for. Skip if you're only hiring for one Position. Repeat Step 2 for the 2nd Position and so on.
  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, but if you can get it down to only a few hiring processes this can really help you streamline your operation. 

    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. Finally, we can start designing the workflow for the Master Opening.


Design the Master Workflow

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 8 different types of Stages 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.


  • Start with qualifying questions.

    Add a Data Collection stage at the beginning of the workflow where you ask closed-ended qualifying questions, e.g. "Are you over the age of 18?", and "Do you have a Driver's License?". The goal is to add rules in the next stage that can automatically filter out applicants with these absolute disqualifiers.

    This can come after a Custom stage if you want to add a welcome page telling the applicant more about the company, job, or your hiring process. 

  • Confine hiring process differences to a few stages.

    Keep the differences in your hiring process between your positions and locations that you have identified above (Step 2/3) into as few stages as possible. This will make it easier to modify the workflow for other Openings. 

  • Minimize the team's work in reviewing.

    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. 

  • Leverage no-cost stages, put cost inquiring stages at the end.

    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 Master Workflow

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


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