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Candidate workflow

This article covers the following areas:

Candidate workflow statuses

Vertical listing mode
The list below indicates all the default statuses and status folder hierarchy for systems configured to list statuses in vertical mode (i.e. similar to Outlook email folders).

  • Failed eligibility Qs
  • Awaiting CV
  • Screening - New candidates
    • Screening - Regret
    • Screening - Pass
  • CV sent to Manager
    • Manager - CV Regret
  • First interview
    • First interview - Scheduled
    • First interview - Regret
    • First interview - Passed
  • Second interview
    • Second interview - Scheduled
    • Second interview - Regret
    • Second interview - Passed
  • Offer
    • Offer - Declined
    • Offer - Withdrawn
    • Offer - Accepted
  • Vetting
    • Vetting - Referees requested
    • Vetting - Referees submitted
    • Vetting - All references received
    • Vetting - Referencing complete
  • Hired/Candidate started
  • Withdrawn

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Horizontal listing mode
Although the list of statuses is the same in horizontal mode (example screenshot shown below), the folder hierarchy is slightly different to allow the large top-level numbers to count only active candidates. All the statuses associated with a withdrawn or unsuccessful candidate will be grouped in one section.

Folders.png

  • Screening - New candidates
    • Awaiting CV
    • Screening - Pass
  • CV sent to Manager
  • First interview
    • First interview - Scheduled
    • First interview - Passed
  • Second interview
    • Second interview - Scheduled
    • Second interview - Passed
  • Offer
    • Offer - Accepted
  • Vetting
    • Vetting - Referees requested
    • Vetting - Referees submitted
    • Vetting - All references received
    • Vetting - Referencing complete
  • Hired/Candidate started
  • Withdrawn/Unsuccessful
    • Failed eligibility Qs
    • Screening - Regret
    • Manager - CV Regret
    • First interview - Regret
    • Second interview - Regret
    • Offer - Declined
    • Offer - Withdrawn

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Candidate processes

The below table indicates all the processes that are configured as standard in the Enterprise template and, where applicable, which candidate statuses each process is applicable at (where relevant).

The table also indicates how the processes may be triggered. This falls broadly into the following categories

  • Automatic - triggered automically when either the candidate or system user does something, e.g. submits a form
  • Candidate bulk action menu - available in the Advorto Backoffice when one or more candidates are selected in the Candidate bulk action menu (coloured bar at the bottom of the Candidate list page).
  • Candidate single action icon - available in the Advorto Backoffice in the candidate action menu pop-up displayed when right clicking a candidate or when clicking the Actions icon for a candidate (Actions.PNG)
  • Buttons on 'Next steps' page - triggered when the relevant button is clicked on one of the pages reached by clicking the 'Next steps' icon (NextSteps.png).

Click the process links to view the full workflow diagram for each process or download a PDF file of the full process from the link at the end of this article.

Ref Title Status folders process available in or valid for (if applicable) Where process available or how triggered Icon
1 Submission process   Automatic - on submission  
2 Pass screening Screening - New candidates Automatic - on submitting screening form  
3 Regret after screening Screening - New candidates Automatic - on submitting screening form  
4 Process screened candidates Screening - New candidates Automatic - on submitting interview outcome form
Candidate bulk action menu (if screening outcomes saved, not submitted)
 
5 Send to Manager Screening - New candidates, Screening - Pass Candidate bulk action menu
Buttons on 'Next steps' page when candidate at the 'Screening - Pass' status
 
6 Process reviewed candidates CV sent to Manager Candidate bulk action menu (if screening outcomes saved, not submitted)  
7 Invite to first interview Screening - Pass, First interview Candidate bulk action menu
Buttons on 'Next steps' page when candidate at this status
 
8 First interview confirmed First interview, First interview - Scheduled Candidate bulk action menu
Buttons on 'Next steps' page when candidate at this status
Automatic - when candidate selects slot (if self-scheduling enabled)
 
9 Send interview confirmed comms   Automatic - triggered by the above process  
10 Pass first interview First interview - Scheduled Automatic - on submitting interview outcome form  
11 Regret after first interview First interview - Scheduled Automatic - on submitting interview outcome form  
12 Process first interviewed candidates First interview - Scheduled Automatic - on submitting interview outcome form  
13 Invite to second interview First interview - Passed, Second interview Candidate bulk action menu
Buttons on 'Next steps' page when candidate at the 'First interview - Passed' status
 
14 Second interview confirmed Second interview, Second interview - Scheduled Candidate bulk action menu  
15 Send second interview confirmed comms   Automatic - triggered by the above process  
16 Pass second interview Second interview - Scheduled Automatic - on submitting interview outcome form  
17 Regret after second interview Second interview - Scheduled Automatic - on submitting interview outcome form  
18 Process second interviewed candidates Second interview - Scheduled Automatic - on submitting interview outcome form  
19 Offer withdrawn Offer, Offer - Accepted, Vetting, Vetting - Referees requested, Vetting - Referees submitted, Vetting - All references received, Vetting - Referencing complete Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
 
20 Make offer First interview - Passed, Second interview - Passed Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
 
21 Offer accepted Offer Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
 
22 Offer declined Offer, Offer - Accepted, Vetting, Vetting - Referees requested, Vetting - Referees submitted, Vetting - All references received, Vetting - Referencing complete Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
 
23 Send offer email Offer, Offer - Withdrawn Single candidate action (icon)
Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
Add.PNG
24 Request references (via Advorto Reference) Offer - Accepted, Vetting Buttons on 'Next steps' page when candidate at these statuses  
25 References submitted by candidate   Automatic - when candidate submits references  
26 References received from Referees   Automatic - when all referees have responded  
27 Referencing complete   Automatic - when all references have been accepted as valid  
28 Hired Offer - Accepted, Vetting - Referencing complete Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
 
29 Candidate withdrawn Awaiting CV, Screening - New candidates, Screening - Pass, CV sent to Manager, First interview, First interview - Scheduled, First interview - Passed, Second interview, Second interview - Scheduled, Second interview - Passed, Offer, Offer - Accepted, Vetting, Vetting - Referees requested, Vetting - Referees submitted, Vetting - All references received, Vetting - Referencing complete Automatic - when candidate withdraws themselves or is withdrawn by a Recruiter  
30 Top-up form submitted   Automatic - when candidate submits a top-up form  
31 Slot selected   Automatic - when candidate selects a slot (self-scheduling)  
32 Slot removed   Automatic - when candidate removes a slot (self-scheduling)  
33 Undo rejection/withdrawal Screening - Regret, Manager - CV Regret, First interview - Regret, Second interview - Regret, Offer - Declined, Offer - Withdrawn, Withdrawn Single candidate action (icon)
Candidate bulk action menu
Buttons on 'Next steps' page when candidate at these statuses
Undo.PNG

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Understanding process actions

The workflow diagrams below reference the following action types. Most are fairly self-explanatory, but see the bullets below for more information if needed.

  • PerformNoAction - doesn't do anything, but will display the message indicated (if there is one) on screen if the process is triggered from the bulk action menu or from a single candidate action icon. This action type is commonly used just to exclude certain candidates from one or more steps of a process.
  • EmailCandidate - sends either the candidate or the submitting agent the email specified
  • MoveToFolder - moves the candidate to a different status folder - i.e. Progresses candidates in the workflow
  • RunAnotherProcess - triggers another process to be run (referenced by the process number)
  • EmailToUserRole - sends the email specified to the user assigned to the specified role on the vacancy
  • SMSCandidate - sends either the candidate or the submitting agent the Text message specified
  • InviteToInterview - adds the candidate to the specified Interview series (self-scheduling only)
  • ConfirmToInterviewByType - confirms the candidate to the specified Interview series (self-scheduling only)
  • UnConfirmToInterviewByType - unconfirms the candidate from the specified Interview series (self-scheduling only)
  • RemoveCandidateFromSlotByType - removes the candidate from their slot in the specified Interview series (self-scheduling only)
  • MoveToPreviousFolder - moves the candidate to the status folder they were in before their current status

Submission process

Process1.png

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Pass screening

Process2.png

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Regret after screening

Process3.png

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Process screened candidates

Process4.png

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Send to Manager

Process5.png

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Process reviewed candidates

Process6.png

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Invite to first interview

Process7.png

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First interview confirmed

Process8.png

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Send interview confirmed comms

Process9.png

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Pass first interview

Process10.png

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Regret after first interview

Process11.png

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Process first interviewed candidates

Process12.png

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Invite to second interview

Process13.png

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Second interview confirmed

Process14.png

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Send second interview confirmed comms

Process15.png

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Pass second interview

Process16.png

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Regret after second interview

Process17.png

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Process second interviewed candidates

Process18.png

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Offer withdrawn

Process19.png

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Make offer

Process20.png

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Offer accepted

Process21.png

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Offer declined

Process22.png

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Send offer email

Process23.png

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Request references (via Advorto Reference)

Process24.png

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References submitted by candidate

Process25.png

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References received from Referees

Process26.png

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Referencing complete

Process27.png

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Hired

Process28.png

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Candidate withdrawn

Process29.png

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Top-up form submitted

Process30.png

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Slot selected

Process31.png

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Slot removed

Process32.png

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Undo rejection/withdrawal

Process33.png

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Configuration options

Managed by Advorto or authorised Advorto partners
The following configuration options are available with regards to the candidate workflow:

  • Add top-level workflow stage, e.g. Online tests, 3rd interview
  • Add additional second level status folders, e.g. Interview 1 complete
  • Add stage specific withdrawal status folders if required (no additional configuration required provided the status is named Top level workflow stage name - Withdrawn, e.g. Screening - Withdrawn)
  • Change/Add/Remove candidate processes, including linking new status changes, emails/SMS, etc. to existing processes, linking processes to new process buttons, enabling processes as bulk/single (assigning icon), etc.
  • Switching system between vertical workflow status mode and horizontal workflow status mode

N.B. If making any changes to folders or adding new top or second level workflow stages, the Next steps and existing process configuration will also likely need to be updated. Click here for more information on Next steps configuration.

Managed by clients (self-service)
The following elements may be configured directly by client Super users:

  • Amend content of all comms templates (emails, SMS)
  • Add additional comms templates (not connected to the built in process)

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PDF of all processes

Click the link below to download a PDF of all the above flowchart diagrams in one document:

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