Start with two lanes
Every step has an Applies to setting on its Rules tab: All candidates, Applied only or Sourced only. As soon as one step is set to Applied only or Sourced only, the Process tab splits into two lanes, Applied and Sourced, which merge again at the first step that applies to everyone. A typical shape:Screen applicants without reading every CV first
Applicants often arrive in volume. Two step types do the first sort for you:- A Questionnaire with a qualifying question. Mark a multiple-choice or number question as qualifying and set the correct answer, for example “Do you have the right to work in Norway?”. By default a wrong answer only recommends rejection, and the candidate moves on. Turn on Automatically reject on the Rules tab only if you’re sure, and write the rejection note the candidate will get.
- A Review with the method AI approval and a Passing score. Candidates at or above the passing score move on by themselves. Candidates below it wait for someone on your team to look. The AI never rejects anyone on its own.
Give sourced candidates a person first
A sourced candidate needs a message from a person before anything else. Staffer suggests Send intro outreach as the next action for every newly promoted candidate, so you don’t need a step for it. After they reply, a Review step with the method Human approval and the hiring manager as reviewer is a good checkpoint before you ask them to do anything. Add them as a reviewer on the step and they’re notified when it’s their turn. A hiring manager with the Reviewer or Viewer role can complete a step they’re named on, so they don’t need full access.Decide where people stay in charge
Automatic rejection saves time and costs goodwill when it’s wrong. Use it only where the rule is objective.- Rejection disqualifies on a human review is off by default. When it’s off, a reject completes the step and suggests rejecting, and you still make the call. Turn it on only when every reject should end the application straight away.
- A questionnaire’s Automatically reject is also off by default.
- Apart from these two settings, nothing in the process rejects anyone. Moving someone to Offer, Hired or Rejected is otherwise always done by a person.
Choose what candidates see
Candidates see the process in their application. Questionnaires, file uploads, AI interviews and interviews are always visible, because the candidate takes part in them. Reviews, tasks and message steps are hidden unless you turn on Visible to candidate on their Rules tab. Check the result before you save: use the Viewing as menu at the top right of the Process tab and pick Applicant or Sourced candidate. You see exactly the steps that person would see.Test before candidates arrive
- Click Save after changes. The process doesn’t save on its own.
- For an AI interview, open the step and click Try as candidate to run it yourself. It uses credits, and nothing is saved.
- Once a candidate has started a step, you can’t delete it or change its type. Archive step stops it applying to new candidates and keeps everyone’s history.
A process for a sales role
- Applied lane: Questionnaire (right to work, expected salary, notice period, with one qualifying question on right to work), then an AI interview by voice, 15 minutes, on how they run a discovery call.
- Sourced lane: Review by the sales lead (Human approval).
- Shared: Interview with the sales lead, with Let the candidate pick a time on, then a final Interview with the CEO.
- Final Task for your team: “Check references”, hidden from candidates.