A-Suite comes pre-loaded with workflows that encompass hiring best practices. This article will show how to manage workflows to maximize A-Suite's potential.
Managing Workflows Video Overview:
Table of Contents:
Color Coding
Adding Task Groups, Forms, Actions or Copy Workflows
Workflow Stages
Converting Stages To Form Packet
Autosave
What is a Workflow?
A workflow is a set of stages and tasks designed to streamline recruiting and onboarding. It outlines the order of tasks, assigns responsibilities, and includes conditional steps based on position or location. In recruiting, workflows guide candidates and recruiters from initial qualification to final onboarding, ensuring consistency and compliance. A well-structured workflow helps teams follow best practices. In A-Suite, workflows are customizable, allowing you to tailor tasks, forms, and actions to meet your hiring needs.
Accessing Workflows
Workflows can be found by navigating to:
Configuration > Recruit > Positions and Openings
This will take you to a page that looks like the image below:
If you are creating a new position, you can find instructions here. If you want to work on an existing position, click on the position to open up the properties editor. From here, scroll down and click to expand the Workflow Stages tab.
How to Edit a Workflow
The core components of managing a workflow are numbered in the below image. Use the corresponding numbers to learn about each below.
1. Color Coding
Color coding makes identifying task groups and who is responsible for each task simple.
Responsible Party
Responsible parties include Admins or Candidates as well as system actions.
Task Groups
Groups can be "normal" or "conditional." Normal groups apply to everyone. Conditional groups would only apply to candidates that meet conditional criteria (e.g. locations).
2. Adding Task Groups, Forms, Actions or Copy Workflows
This is where you can take action to add/remove things from the workflow.
Add Task Group
Task Groups allow you to bundle actions and forms into one workflow step. For example, tax forms can be bundled together, or consent forms can be grouped.
Add Forms
This is used to add forms to any stage in the workflow.
Add Actions
This is used to add actions to any stage in the workflow. Actions can include background screenings, options to automatically send emails and SMS messages, options to upload files, etc.
Copy Workflow
You can use this feature to copy the workflow you are managing to another position or opening. See the article on copying a workflow.
3. Workflow Stages
The workflow stages outline the key steps in the hiring process, from evaluating initial candidate qualifications to completing onboarding. Each stage is designed to assess the suitability of candidates and ensure a smooth transition into their new roles. Each stage can contain widgets, forms, and/or actions. You can drag and drop widgets, forms, or actions to different stages, or you can delete them.
Below is a breakdown of the individual stages:
Qualification Stage
This initial stage involves assessing whether the candidate meets the basic criteria required for the position, and to ensure they align with the job requirements.
Application Stage
In this stage, candidates officially apply for the role, completing required forms such as the DOT Application, Employment Verification consent, and any other consents required for the screening stage.
Screening Stage
In this stage, you can conduct a more thorough evaluation, which may include a preliminary interview, drug screenings, running MVRs or background checks. The goal is to identify the most suitable candidates to move forward.
Interview Stage
In this stage, qualified candidates are invited to participate in interviews, where you can assess their fit for the role.
Onboarding Stage
This stage includes paperwork required for hire such as tax forms, direct deposit forms, and signing off on company policies.
Please note that any changes you make will be reflected in any Workflow already assigned to a user.
4. Converting Stages To Form Packet
You will see this option under every stage. Clicking on this will allow you to convert all steps in that stage into form packets.
5. Autosave
There is a save button at the bottom-right of the Workflow editing screen, but any changes to the Workflow will automatically save as they are made.