Hiring workflow requires strategic and pragmatic thinking as there are specific steps in the workflow process that can't be missed.

What is Hiring Workflow


Hiring workflow refers to posting jobs, shortlisting, selecting, interviewing, and hiring candidates for an open position in the company. The process requires strategic and pragmatic thinking. There are specific steps in the workflow process. It starts from identifying the job opportunity to onboard candidates for a job role. Every step is a crucial part of the employee hiring process

A descriptive hiring workflow is critical to the company’s success as it forms the basis of its growth. Having an efficient and strategic hiring workflow helps prevent the hiring process’s mistakes and challenges. This is the most suitable way to find the right talent for the open position. 

Hiring workflow also helps create a talent pipeline, which is helpful for the company when a new job role matches the candidate’s profile. ATS like PyjamaHR is an automated solution to the hiring workflow process. Since it makes the hiring process streamlined, the hiring becomes more strategic and efficient. 

The centralized data system helps maintain a candidate data system, allows posting jobs on multiple job boards, easily schedules interviews and sends invites to the interviewer and interviewee, sends automated emails, and allows the candidate onboarding process. Maintaining a talent pipeline in the centralized system reduces the hiring time for any open position.

Hiring workflow requires strategic and pragmatic thinking as there are specific steps in the workflow process that can't be missed.
Having a better understanding on hiring flow will help you streamline your hiring team and their process easily at your organizations

5 Ways to Accelerate the Hiring Workflow at your Company

HRs are put under administrative tasks and are responsible for building a company’s culture while ensuring that the employees are engaged and satisfied. They are also responsible for creating a candidate pipeline to ensure that only top candidates are hired. 

If you want to create a hiring workforce, the first and the most important step is to automate the process. If you want to accelerate the process of hiring, it is essential to automate and streamline the process. There are five simple ways to do this that are listed below.

  1. Receiving Applications from Candidates
  2. Reviewing the Application by Recruiter
  3. Reviewing the Application by Hiring Manager
  4. Processing the Applicant
  5. Following Up with the Candidate
  6. Why do organizations need a Structured Hiring Workflow
  7. How Does PyjamaHR Help Create Hiring Workflows

Receiving Applications from Candidates

When a candidate is interested in a position in any company, the first thing they do is to submit a job application form for the open position. This form includes basic information about the candidate and salary expectations. They might also include some typical position-related questions or screener questions to help vet applicants. 

The important part of the job application form is that it requires a potential candidate to upload their resume and cover letter, which can be directly uploaded in the form. When a potential candidate submits the job form, the hiring process gets initiated, and the workflow is set into motion.

Reviewing the Application by Recruiter

Once the candidate submits the job application, the recruiter receives an email notification regarding the receipt. The recruiter is now responsible for initiating the process. The recruiter opens the submitted forms and reviews them for various screener questions related to resume, cover letter, salary expectations, etc. 

Once the application is reviewed, HR gives the rating according to the initial impression and position fit. HR also adds relevant notes for the hiring manager. The recruiter completes the step of the hiring workflow by submitting the necessary information. 

Reviewing the Application by Hiring Manager

The recruiter sends an email to the Hiring Manager, who receives the notification about the same. This step is completed by the hiring manager, who reads and checks the recruiter’s notes about the candidate’s profile. 

They also review the rating and the candidate’s information like a resume, cover letter, etc. After assessing the candidate’s details, they give their impression of the applicant and attach their notes to it. The hiring manager completes and submits the necessary information and passes it to the next step of the hiring workflow.

Processing the Applicant

After reviewing, the hiring manager adds his critical comments to the candidate’s job application form, which is then passed to the next step in the workflow. The form is reverted to the recruiter. 

The recruiter review’s the hiring manager’s comments, notes, and ratings to make a decision. Once they review the comments, they decide whether to move forward with the candidate application or not. Once the recruiter decides, they indicate the potential candidate’s approval or denial to complete the hiring workflow.

Following Up with the Candidate

Once the final decision about the candidate’s profile about moving or not moving forward with the candidate profile, the candidate automatically gets an email. The email is customized so that they get either of the two emails. 

One is about rejecting the candidate’s application for the open position. The second is that someone from the team will get in touch soon to schedule the interview for the further recruitment process. In either case, a candidate pipeline can be maintained by the ATS. Once the email is sent, the initial hiring workflow process closes. 

Why do organizations need a Structured Hiring Workflow?

Hiring and recruitment can become chaotic if not well structured and organized. There are several benefits of structuring the hiring process. However, planning and preparation is a time-consuming process. So, to reduce manual labor and time consumption, structuring the hiring workflow can be beneficial.

Structuring and defining a timeline for the hiring process helps set the goals for the recruiter and the team. It thus helps in interviewing and selecting the right candidate for the job. After each interview, hiring managers need not waste their time figuring out the next step. Establishing a process beforehand saves time and sets candidate engagement as they know the timeline and process. When a candidate is aware of the timeline, it refrains the right talent from accepting an offer from the other company because they know the stages of your company’s hiring process.

The next important this is to ensure that everyone involved in the candidate selection and interviewing process is on the same page. This means that everyone interviewing the candidate should look for the same or similar skills and requirements. 

If otherwise, the completely qualified candidates are skipped over rather than recommended further for the open position. Adding a structure to the process makes sure that the team narrows down on common requirements to search for in a candidate.

Adding structure and plan to the hiring process allows the right talent to be hired for the open position. If you have a chaotic hiring process, you might overlook the good candidates. Well-structured well thought hiring process is appealing and professional as it eliminates confusion throughout the process. 

How Does PyjamaHR Help Create Hiring Workflows?

Is your company hiring candidates at a rapid pace? Is your company able to hire top talents? Is the manual task of hiring and recruitment time-consuming? Would you like to streamline your process? Check out the features of PyjamaHR to know how it helps you create a hiring workflow.

PyjamaHR is a free AI-based Applicant Tracking System that uses a resume screening tool to sort the candidates through resume screening. This user-friendly software gives an unforgettable hiring and recruiting experience as it saves both the time and effort of the recruiters. 

PyjamaHR is a next-gen AI that streamlines and automates your hiring and recruitment process through its multiple features that assist throughout the hiring process. The centralized database management system helps maintain a candidate pipeline crucial for the company’s growth. 

Other advanced features like interview scheduling and the dashboard, help in scheduling interviews. The process is hassle-free. The ATS sends automated emails to the interviewer and the interviewee. And the dates and the timings are booked on the calendar. 

The recruiter can schedule no other interview during that hour of that day. It saves you from a lot of chaos. This ATS also sends automated emails to candidates when not selected for the interview, maintaining the rapport between the organization and the candidate. Thus, PyjamaHR is one such ATS that sorts the hiring workflow challenges.

Frequently Asked Questions (FAQs)

What is a hiring workflow?

Hiring workflow refers to posting jobs, shortlisting, selecting, interviewing, and hiring candidates for an open position in the company. The process requires strategic and pragmatic thinking. There are specific steps in the workflow process.

What is the most important step in the hiring process?

The first point of contact between the recruiter and the candidate is the most important process in the hiring process. It is typically the first conversation of the candidate with the company and forms a base of what is called the first impression.

What is a structured hiring process?

A structured hiring process is defining a timeline for the hiring process that helps in setting goals for the recruiter and the team.

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