Recruiting
Manage applicants in recruiting pipelines, hand over offers, create positions, switch on the public career page and embed it into your website.
Recruiting takes applicants from first contact to invitation as an employee. You find it on the page Company → Team in the tabs Recruiting (handover overview) and Positions (positions and career page).
Both tabs need the right "Recruiting" or "Personnel files and contracts". Without one of them they are grey and name the missing right. Certain actions require "Personnel files and contracts"; they are marked below. More under Roles and permissions.
Recruiting tab: handover instead of board
The tab Recruiting is the handover overview between application and onboarding. There is no longer a board with its own columns: until the offer you manage applicants as leads in a recruiting pipeline (see Recruiting pipelines). New applications are still shown by a counter on the tab. You invite offers here as employees; you reach onboarding only via Invite. Rejected applicants are listed under Rejected.
Add an applicant
Click Add applicant and fill in the fields: first name, last name, email, phone, source, position, desired start, type of employment and stage. A name or an email address is enough. Save with Create.
Open an applicant
A click on a card opens the applicant. There you find:
- Note on the application and all fields to change; Save secures them.
- Attachments, for example the CV, with Download.
- History: all steps of the person (created, stage change, questionnaire, invitation). With Add note and Add you add a note.
- Open lead if the application was also created as a lead in the CRM (see below). There you can document, call and plan appointments.
- Reject: you record the rejection (with the question "Record rejection?"). The person moves to the rejected list.
- Invite or Invite again: the system asks "Invite as employee?". With Send invitation the invitation goes out, the person moves into onboarding and the personnel questionnaire is requested. Whoever accepts the invitation automatically becomes an active employee and appears in the tab Team. Inviting and setting the stage onboarding is only possible for people with the right "Personnel files and contracts".
- Delete: permanently deletes the file with its history ("Delete applicant?"). This also requires "Personnel files and contracts".
People with only the right "Recruiting" maintain applicants, but never see questionnaires, contracts or files of active employees. Active employees maintain only people with the right "Personnel files and contracts".
Positions and career page
On the tab Positions you create positions and switch on the public career page.
Career page
In the section Career page stands the sign "Public" or "Off". The settings are saved by people with the right "Personnel files and contracts":
| Setting | Effect |
|---|---|
| Career page active | open positions are visible via the address without sign-in |
| Unsolicited application | allow applications without a specific position |
| Create applicants as leads | each application additionally arises as a lead in a project (see below) |
| Default project for applicants | target project for unsolicited applications and positions without their own project. Without a choice the "Default project" applies |
| Heading, introduction | texts at the top of the career page |
Save via the bar at the bottom edge. As long as the page is public, the list shows the links All positions and, if unsolicited applications are switched on, Unsolicited application, each with Copy and Open.
Positions
With Position you create a new position. In the dialogue you enter title, type of employment, place and description. The switch Open for applications decides whether the position appears on the career page. In the list you see per position the type of employment, the place and the number of applications. The switch Open/Paused pauses a position; Copy link (copy icon) copies its address. If contact creation is switched on, you choose for each position a project for applicants of this position. The address of the position is created from the title and stays the same when renamed. Delete removes the position (right "Personnel files and contracts").
What applicants see
The career page is publicly reachable at /jobs/<Organisation>. It shows the heading and the open positions. A position has its own page with the form Apply now. The form asks for first name, last name, email, phone, message and CV (PDF, Word, OpenDocument or image, up to 5 MB). Afterwards "Thank you, your application has arrived." appears. Paused positions and a switched-off career page are not reachable.
An application lands as a lead in the stage Application received of the recruiting pipeline (and as a personnel file at the stage New), with the source "Application link" or "Unsolicited application" and the position as the position. Duplicate applications from the same address for the same position within 30 days are intercepted without the person seeing an error. The system sends no automatic confirmation email to applicants.
Be a lead
If Create applicants as leads is switched on, each application via the career page additionally creates a lead (origin "Website", lead source "Application: …"). The target project is the project of the position, otherwise the default project of the career page, otherwise the default project. Applicants created manually do not create a lead.
Embed on your website
If the career page is public, the button Embed appears next to the heading. The dialogue "Embed on your website" offers:
- Dark design and accent colour (with Reset),
- Recommended: script (the height adapts to the content) or Alternative: iframe (fixed minimum height),
- Copy for the respective code.
Alternatively you simply link to the address of the career page.
Applications by webhook
You can also receive applications via a webhook address from other systems: for unsolicited applications in the section Unsolicited applications by webhook, for an individual position in the position itself. Structure and limits are described under Webhooks.
Intake with source, message and attachments
The webhook also accepts applications from website forms, application emails and job portals such as Indeed (often via a tool such as Make). In addition to name, email and message, you send:
sourceId: a stable identifier of this intake (form ID, message ID of the email, application ID of the portal). It prevents a second process with each repetition.source:website,mailorindeed. The identifier applies per channel and per position.receivedAt: the original time of receipt.files: up to five attachments (PDF, Word, image, OpenDocument).
In the file, under Intake, you see where the application came from, when, with which message and which attachments. CVs lie only in the protected applicant file, never with sales leads, and only people with the recruiting right see them.
- Follow-up submission: if the same person later sends something (reply, new CV) for the same position, the existing file is supplemented. The same person for another position is a separate process.
- Faulty attachments: the application is received regardless. What could not be saved (too large, wrong type, empty) appears at the intake as a note and as the marker "Attachment missing" on the card. Send the attachment again with the same
sourceId; then it supplements the file and the note is resolved. Otherwise you mark it as done by hand. The webhook's response lists saved and failed attachments underattachments. - Nothing is invited or rejected automatically.
Via the AI interface there are hr_receive_application and hr_get_application_intake for this.
Recruiting pipelines
Applicants can also be managed like leads: call them, document, plan appointments, record and transcribe conversations, use the Power Dialer and work lists. Recruiting pipelines exist for this. A recruiting pipeline is a project with the purpose "Recruiting". It has no client and counts in no sales metric. The purpose is chosen when you create it and cannot be changed afterwards. A recruiting pipeline accepts only recruiting templates, a sales project only sales templates.
Create a pipeline and choose a flow
Under Settings → Recruiting flows you create a pipeline with New recruiting pipeline: choose a name and a template, then Create pipeline. Whoever creates it becomes project lead. The page needs the right "Organisation and defaults". If there is no pipeline yet, the first one is created by itself with the first application.
There are two Leadmode templates to choose from:
- Recruiting with trial work: application, outreach, intro call, trial work, then offer or rejection.
- Recruiting compact: application, outreach, intro call, then offer or rejection. For quick decisions without trial work.
With Customise you edit the pipeline's flow in the same editor as in sales. More flows are available in the marketplace in the area "Recruiting flows".
Fixed stages
Three stages are fixed in every recruiting flow. You can rename them but not remove them:
| Stage | Meaning |
|---|---|
| Application received | Entry: applications from the career page, from the webhook or entered by hand land here |
| Offer | Handover to onboarding in the team |
| Rejection | Ends the process. The personnel file moves into the deletion period |
Everything in between you define freely, with documentation and waiting times as in sales.
Applications arrive as leads
Applications via the career page, the webhook and applicants you create by hand arise as a lead in the recruiting pipeline of the position. If it has none, Leadmode takes the career page's pipeline, otherwise the first active recruiting pipeline. A sales project is never the target. When you create an applicant by hand, you choose the pipeline or Personnel file only, no lead.
Handover to the personnel file
Until the offer you manage the applicant in the lead. If you set it to Offer, their personnel file is set to offer; with Rejection, to rejected. If you move the lead from Offer or Rejection back into an open stage, the file goes back to interview. People in onboarding, active and departed people stay untouched. This applies to every way in which you change the stage.
Team → Recruiting as handover overview
Under Team → Recruiting (page Company → Team) you see:
- the recruiting pipelines with numbers (open, offers) and Open,
- Offers: ready to invite with Invite and Open lead,
- offers without a personnel file with Create personnel file,
- In onboarding and Still in the pipeline.
The overview updates live.
The "Applicant" box on the lead card
For leads of a recruiting pipeline the lead card shows the box Applicant with the status of the personnel file. With To the team you jump to the handover overview. If there is no file yet, you create it straight away with Create personnel file. It arises at the latest with the offer anyway. Order values and customer fields do not appear for applicants; the reason is called "Reason for the offer" or "Reason for the rejection".
Moving existing applicant files into a pipeline
If applicant files existed before the pipeline, the notice Move existing applicant files appears at the top of Team → Recruiting (only with the right to manage recruiting). With Move into pipeline you choose the pipeline and see a preview: for each file it says whether a new lead is created, the file is linked to an existing lead, or why it is not moved. Only Move saves.
- The phase follows the stage of the file: New → application received, Interview → first meeting (selectable), Offer → offer, Declined → declined.
- The application date is kept, as are stage, history, attachments and source of the file. Moved applicants do not count as new applications and appear in no metric.
- No invitations, messages, tasks or appointments are triggered.
- Repeatable: files already linked to a lead stay untouched. The same person (email, phone) is never created twice.
- After the run, a check across the IDs of all files shows that no stage was changed.
Via the AI interface: hr_transfer_preview shows the preview, hr_transfer_apply moves the files.
Via the AI interface
With project_create and the purpose recruiting you create a recruiting pipeline. Without a template specified, "Recruiting with trial work" applies. hr_recruiting_handover shows the handover overview, hr_person_by_contact the personnel file for an applicant lead and hr_person_from_contact creates it. These tools need the right "Recruiting".