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Configure my organisation's recruitment workflows

Updated

Available for the following plans: Platinum, Elite, Unlimited
Available for the following user access levels: Admin

The Recruitment Workflows feature lets admins create automated workflows that fire when key events happen during the hiring process — for example, when a candidate applies for a job or is moved to a new stage. Each workflow follows a "When–If–Then" sequence: when an event happens, if a condition is met, then the platform takes an action on your behalf, with no manual follow-up required.

This article explains how to add, publish, edit and delete recruitment workflows. To learn more about how the When–If–Then sequence works and see worked examples, refer to the Further information section at the end of this article.

Helpful Hint

Two starter templates are available to every organisation so you can get up and running quickly:

  • Application confirmation — when a candidate applies, send the candidate welcome email.
  • Stage Change Notification to Internal Users — when a candidate is moved between stages, notify the hiring manager and phase collaborators of the change.

Add a recruitment workflow

Add a recruitment workflow using a template
  1. Click the Workflows option on the left-hand side menu.
  2. Click the Browse Templates button.
  3. Select the required recruitment template and click Open as draft.
  4. Click the When field, then complete the following:
    • When: Candidate Application Submitted
  5. Click the Save button.
  6. Click the If field. Optionally, add conditions to filter which candidates this workflow applies to (see the Further information section below for examples). Click the Save button.
  7. Click the Then field, then choose one or more actions:
    • Send Candidate Welcome Email — automatically sends the Candidate Welcome Email template configured in ATS Settings > Email Templates. This system template ships with ready-to-use default copy.
    • Send Custom Email — select any custom email template from your ATS email template library. Changes to the template are reflected automatically the next time the workflow fires.
    • Send Email Notification — compose a notification email to internal recipients. The following recipient types are available:
      • Hiring Manager
      • Phase Collaborators
      • Specific employees
      • External email addresses
  8. Click the Save button.
  9. Click the Save Flow and Publish button.

Helpful Hint

Send Email Notification includes several additional capabilities:

  • External recipients: send to anyone outside Employment Hero by typing a complete, correctly formatted email address (for example, john.smith@domain.com) into the Recipients field.
  • Clickable hyperlinks: click the link icon in the content editor to insert URLs or email addresses that recipients can click directly.
  • Dynamic subject lines: click the dynamic variable button to personalise subjects with the candidate name, job title, organisation name, or other variables.
  • Multiple recipients: search and select multiple roles and specific employees in one action.
Trigger a workflow when a candidate is moved to a stage

Use this walkthrough to automate an action when a candidate reaches a particular stage in the hiring process — for example, notifying the hiring manager when a candidate reaches the interview stage.

  1. Click the Workflows option on the left-hand side menu.
  2. Click the Browse Templates button, then click Open as draft on Stage Change Notification to Internal Users.
  3. Click the When field, then complete the following:
    • When: Candidate Stage Changed
  4. Click the Save button.
  5. Click the If field, then complete the following:
    • Field — select Hiring Phase
    • Condition — select Is one of
    • Value — select the stage(s) you want to trigger the workflow for (for example, Interview, Offer)
  6. Click the Save button.
  7. Click the Then field, add the required action (Send Email Notification, Send Custom Email, and so on), then click the Save button.
  8. Click the Save Flow and Publish button.

Important

Candidates added manually by a recruiter (including those added via outreach sources such as Campus Recruiting or Cold Outreach) will not trigger the Candidate Application Submitted workflow. Only candidates who genuinely apply through a job board or your organisation's career page will fire this trigger.

Manage your recruitment workflows

All of the actions below start from the same place: click the Workflows option on the left-hand side menu, click the Manage Workflows tab, then click the Recruitment button.

Publish a recruitment workflow
  1. Click the Three Dots button next to the workflow.
  2. Click the Publish button.
Unpublish a recruitment workflow
  1. Click the Three Dots button next to the workflow.
  2. Click the Unpublish button.
Edit a recruitment workflow
  1. Click the Three Dots button next to the workflow.
  2. Click the Edit button.
  3. Edit the workflow as needed.
  4. Click the Save button.
Delete a recruitment workflow

Warning

You cannot delete a published workflow. You must unpublish it first before deleting.

  1. Click the Three Dots button next to the workflow.
  2. Click the Delete button.

Warning

You cannot delete a custom email template that is used by an active, published recruitment workflow. To delete the template, either unpublish or update the workflows using it first. A callout is shown when editing a template in use, listing the affected workflows.

Further information

The When–If–Then sequence and scenarios

The Recruitment Workflows feature lets you create a set of automated steps that the platform will take at key moments in your hiring process. Each step follows the When–If–Then sequence:

When this happens → if this condition is met → then do this.

  • When is the recruitment event that will trigger the workflow.
  • If is the condition that decides whether the action should be taken.
  • Then is the action that the platform will take.

The examples below help visualise this. "X" and "Y" refer to values you can pick and enter on the platform.

  • When a candidate applies for a job, if the job team is "X", then send a welcome email to the candidate.
  • When a candidate applies for a job, if no conditions are set, then send a welcome email to the candidate automatically.
  • When a candidate is moved to a stage, if the hiring phase is "Interview", then send an email notification to the hiring manager.
  • When a candidate is moved to a stage, if the hiring phase is "Offer" AND the team is "X", then send an email notification to the phase collaborators.
"And condition" and "Or condition" in the If field

When you click the If field while creating a workflow, the Add conditions panel slides out. There you fill in the following: Field, Condition and Value.

Below those is the Add condition button, which lets you set up an additional condition alongside the first. When you click this button, you are asked to choose between:

  • And condition — the platform takes the action only if BOTH the original and the additional condition are met.
  • Or condition — the platform takes the action if EITHER the original OR the additional condition is met.

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