Motions and Steps

Here is what the system is going to do in general:

When an applicant applies, it will screen them and either move them onto the video interview round or send them to HR for a manual review

Next, those who make it to the video round will get an email with prompts that match the role they applied for and a form to submit their responses. Anyone who fails to submit in your given timeframe will be moved to “not hired” and receive an automated email letting them know that they are no longer in the hiring process.

When applicants do respond within your timeframe, your team will be notified of those responses and tasked to review them with follow ups.

If your team wants to do a live interview, they will manually drag and drop the hiring “ticket” to the 1st Interview Approved round

This is going to send an email to your applicant to book a time for an appointment using a meeting link.

The applicant will get reminders and if they fail to book within a specified timeframe, they will go onto your Not Hired stage and get the not hired email.

The same thing will happen with your second round of interviews

In the Digital Reach interview process, we have a step for a "test task." When someone passes the second interview they get moved on to the Test Task round. This happens via a template email we send out manually.

When that email is sent, the applicant automatically moves to the Test Task Requested stage.

The email the applicant gets that contains the test task also includes a form to submit the task when they are finished. When that form is completed, the appropriate hiring manager receives a task to review the test task that was submitted by the applicant.

The hiring manager then decides to move the person to Hired or Not Hired. Now, in our process, there is an intermediate step: we do not move people onto "not hired" until an offer letter has been received.

Those who make it this far but who don't pass the test task assignment get a more personalized "not hired" email that lets them know that we want to keep them in mind for future roles. After all, they've spoken to members of our team at this point and may have built a relationship with us by this point. So we use a workflow to add them to our "Hireable" list.

The above is a summary of the ATS system we have built out and which we'll walk through step-by-step. The system is configured with a number of tasks and reminders that trigger at various points to make sure your hiring managers know what is going on with your applicants and that your applicants do, too. The goal is to provide a hiring experience you are proud of without a bunch or manual work or an expensive ATS system.

Here is what we need to build this out:

➡️ Lists for each job role and for the hirable candidates who don’t get the job this time

➡️ Custom properties for contacts and tickets to provide important information to our hiring teams and to condition workflows

➡️ Forms for people to fill out when applying

➡️ Meeting links for your hiring managers per role to put into the interview emails

➡️ The ticket pipeline you will use for hiring (remember, you can also build this with Sales Hub Pro)

➡️ Emails for all of your different stages

➡️ A plan for your workflows so that you know which ones you need based on the type of trigger. We will use ticket and contact-based workflows to accommodate our workflow trigger and conditioning needs

Loom: https://www.loom.com/share/56d57b1351d24b2489c5607cd28093e3