How to Boost Your Recruitment Workflows Using Automation

Don’t Implement a New Recruitment Workflow Before You Read This


April 15th, 2019 HR Process  

recruitment workflows

It’s fair to say that, in many modern organizations, activities relating to recruiting and hiring new employees take up a sizeable chunk of the average HR team’s workload. While much of this work is vital to successfully sourcing, interviewing, and hiring new team members, there are certainly opportunities to be found by streamlining and simplifying your company’s existing recruitment processes and workflows. Read on to find out how.

What Is a Recruitment Workflow?

Recruitment workflow refers to various discrete, yet intrinsically linked, tasks that need to be performed in a particular order to achieve the desired outcome (successfully hiring a new candidate to fill a job vacancy).  It spans from identifying a recruitment need within a department of an organization, right through to hiring the successful candidate – and everything in between.

Key Steps in the Recruitment Workflow

Let’s take a closer look at the main parts of a common recruitment workflow in some more detail.

1. Sourcing of candidates

After the line manager and HR team have worked together to create an accurate job description for the role, the first thing to do is to attract suitable candidates to apply. How candidates are sourced differs greatly between company types and industries, depending on job role, seniority, skills required, etc. For example, headhunting may be an effective way to source candidates for a specialist, senior management role, whereas a job advertisement or use of a recruitment agency may be better suited to another type of position or industry.

2. Applicant tracking

Once suitable candidates have been sourced, the line manager needs an effective way of keeping track of the number of applicants, their details, and where they are in the recruitment process. They need to compare candidates’ qualities and experience in a straightforward way, and subsequently, make informed decisions about who to shortlist to the next stage of the recruitment process.

3. Interview schedules

Setting up interviews can be a logistical nightmare. After all, it relies on the availability of the line manager, the applicant, and even HR or another interviewer—all across a short timescale. It’s best to agree on an interview schedule upfront with the line manager so they have plenty of availability during a given week to arrange candidate appointments.

4. Offer management

You’ve interviewed your candidates and found the person ideally suited to your vacancy – great news! Now, there are various things to consider as part of the process, including making a verbal offer, generating a contract and other employment paperwork, agreeing on a start date, and even negotiating terms and conditions. This step usually involves quite a lot of administration and information exchange between employer and new employee.


The final step of a recruitment workflow involves arranging the entry of the new employee to the business, otherwise known as their onboarding. This stage usually involves organizing their induction, that consists of training courses, meeting colleagues, on-the-job coaching, setting up of IT equipment, providing building access cards, etc.

Benefits of Automating Recruitment Workflows

With so many parts to the process, many of which are carried out manually, it’s easy to see how time-consuming and labor-intensive recruitment activities can be for line managers and HR teams. Using HR software to automate all or part of the workflow means that many tasks can be carried out online and even automatically, reducing unnecessary paperwork and emails and saving time along the way. Automation ensures that the recruitment process is carried out quickly and efficiently, with fewer errors than if it were done manually. You can even integrate your existing template contracts and documents into your systems to create a fully personalized approach.  

Automate Your Recruitment Workflows Using Kissflow

Kissflow offers users a flexible app with the functionality to fully automate their recruitment process, from creating job specifications to successfully hiring a candidate. With template process flows and documents that can be easily customized to suit the unique needs of your own organization, it’s simple to create streamlined and efficient workflows that work in tandem with your business. For example, the automatic applicant tracking systems help line managers to assess and compare candidates and make shortlisting simpler and more objective. Organizing your new employee’s induction can be a breeze with Kissflow’s onboarding feature, allowing you to schedule training sessions and arrange IT equipment at the click of a button.

Give Kissflow a try today to test how it can streamline, simplify, and improve your recruitment workflows.