When you're building the workflow, it is typically linear and the applicant is required to 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 substages in any given order. Only upon completing all substages in the Multi-Stage will the applicant be enabled to move forward to the next stage



If your hiring process requires the candidate to submit specific documents as well as book an orientation time prior to their background checks, you can add a multi-stage before the background checks stage. In the multi-stage you create, substages can be added for each document required in the data collection stage. The scheduler stage can be utilized for booking the orientation times.

This enables applicants to complete their application without being prevented from moving forward, due to not having the proper documentation available at the time of submission.

What's Covered

Add Sub-Stages

Modern Applicant Portal Design

In order to use a multi-stage, you must have Modern Applicant Portal Design enabled.

  1. Add the multi-stage 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 multi-stage. I9 and W4 stages must be enabled on your account in order to select it in the multi-stage.

  3. Select the substage you want to insert, and name it. The substages will then appear on the top row.
  4. You can change the order of the substages by dragging and dropping them into a new sequence.
  5. Click on Edit to edit the substage, and Delete to delete the substage.


Substage Capabilities

  • The substages do not have all of the capabilities the stages have. The multi-stage 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 Title in a substage by clicking the pen next to the title of the stage. Select Save if you edit or update the stage Title.
  • You can select the Customize Stage button to further customize the multi-stage. It leads you to the Customize Applicant View window.



Custom Sub-stage
In the Customize Applicant View window, you can perform advanced stage text styling, include stage instructions or add javascript in the 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
The document signing substage allows you to send applicants documents to complete, as well as add co-signers to the document.

You can determine which documents applicants receive based on preset criteria or the
Add Rule feature under Conditional Signing. You can also send a notification when the applicant lands on the stage, along with a follow-up message if the applicant has not signed the document in a specified amount of time. For more in-depth information about document signing, view this this article.
Scheduler Sub-stage

The applicant can also schedule a session with you on a multi-stage via the scheduler substage. To set your availability, select the blue Set more availability button. If you haven’t set any availability, you may be prompted to add time slots.

More information about setting availability and the scheduler stage


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 multi-stage and proceed with the workflow even if the session hasn't happened yet.




Applicant View

When entering a multi-stage, 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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