When you're building the workflow, it is typically linear where the applicant must complete one stage at a time in sequential order. However, a Multi Stage can be added to create a non-linear experience where applicants can complete the sub-stages in any given order. Only upon completing all the sub-stages in the Multi Stage will the applicant be able to move forward to the next sequential stage. 



For example, if your hiring process requires a set of documents and book an orientation time before their background checks. You can add a Multi Stage before Background Check Stage, then add in sub-stages for data collection for each document and scheduler stage for booking the orientation. This way, applicants can complete more of the sign-up without being blocked due to not having a document at hand.

What's Covered


Add Sub-stages

Modern Applicant Portal Design

In order to use a multistage, you must have Modern Applicant Portal Design enabled.

  1. Add the Multistage into your workflow.   
  2. Click the + square on the top left to add a substage.

    Substages Offered

    We offer Custom, Scheduler, Data Collection, Document Signing, I9, and W4 stages as substages in a multistage. I9 and W4 stages must be enabled on your account in order to select it in the multistage.

  3. Select the substage you want to insert, and name it. The substages will then appear on the top row.
  4. Click on Edit to edit the substage, and Delete to delete the substage.


Sub-stage Capabilities

  • The substages do not have some of the capabilities the stages have. The Multistage has the majority of the stage settings, such as the Hide this stage from applicant portal checkbox, as well as the automatic move rule:


  • You can edit the Applicant Portal Title and Applicant Portal Instruction in a substage by clicking the pen next to the title of the stage.


  • It leads you to this page.


    Here, you can freely edit the text shown to the applicant. If you would want to have more advanced stage text styling, include stage instructions, or add javascript in the stage, click Customize Stage on the bottom right. Click Save on the top right before entering the Customize Stage if you've edited the stage text.

    Custom Sub-stage


    You must include [Advance_URL] in the instructions body of your custom sub-stage so that customers can exit the substage when they're done.

    Document Signing Sub-stage
    The document signing sub-stage allows you to send applicants documents to complete, as well as add co-signers to the document. You can send different documents based on whether or not the applicants meet certain conditions using Add Rule under Conditional Signing. You can also send a notification when the applicant lands on the stage and a follow-up message if the applicant has not signed the document in a given amount of time. For more in-depth information about document signing, view this article.
    Scheduler Sub-stage

    The applicant can also schedule a session with you on a multistage via the scheduler sub-stage. To set your availability, click the blue Set more availability button. More information about that and the scheduler stage here.

    In the Advanced Settings, you can customize the restrictions applicants have when scheduling sessions and add an on-site address.


    There's a checkbox to Allow applicants to move forward as soon as they have picked a time slot. If this is checked, the applicant can leave the multistage and proceed with the workflow even if the session hasn't happened yet.

    There's also the confirmation message and the cancellation message settings available.

    I9/W4 Form Sub-stage

    Enable Feature

    Contact your Customer Success Manager or to enable this feature if you are interested in using it.

    You can add I9, W4 State, and W4 Federal forms to your multistage as well. Note that you can only add one of each type of form.


Applicant View

When entering a multistage, the applicant will see the various sub-stages on the home page, as well as on the left column.


The applicant will be able to click on any sub-stage on the left column to navigate to it, or they can click Start via the home page.

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