Overview
Hiring Flows are the backbone of recruitment in Firstwork. A Hiring Flow defines the stages candidates go through during the hiring process, the forms they need to complete, the compliance checks they must pass, and the automations that run along the way.Key Concepts
Stages
Each Hiring Flow consists of ordered stages that represent steps in your pipeline. Common stage configurations include:| Stage | Purpose | Typical Actions |
|---|---|---|
| Application | Initial candidate submission | Collect personal info, resume |
| Screening | Preliminary review | Compliance rule evaluation, AI scoring |
| Document Collection | Gather required documents | ID verification, certifications |
| Background Check | Verify candidate history | Sterling integration, E-Verify |
| Interview | Schedule and conduct interviews | Calendar booking, AI caller |
| Offer | Extend employment offer | Contract creation, onboarding flow |
Stage Transitions
Candidates move between stages through transitions. Each transition is recorded with:- Source and destination stage
- Timestamp
- Reason (manual, automation, compliance, etc.)
- The user or system that triggered the transition
Custom Links
Custom Links are public URLs that allow candidates to apply to a hiring flow without an account. They support:- Pre-filled data (e.g., source tracking, referral codes)
- Custom branding per link
- Expiration dates
- Application limits
Creating a Hiring Flow
Define your stages
Map out the stages of your hiring pipeline. Each stage should represent a meaningful step in the candidate journey.
Attach forms to stages
Create or assign forms to each stage. Forms collect the data you need from candidates at that point in the process.
Configure compliance rules
Set up rules that automatically evaluate candidate data. Rules can gate stage transitions or trigger automations.
Set up automations
Configure automated actions that fire when candidates enter a stage, complete a form, or meet certain criteria.
Hiring Flow Details
Each Hiring Flow has associated Hiring Flow Details that configure:- Job opening information — Title, description, location, employment type
- Application settings — Auto-advance rules, duplicate detection
- Notification templates — Stage-specific email/SMS templates
- Integration mappings — Fountain stage mappings, external ATS sync
Stage Groups
Stage Groups allow you to categorize stages across multiple hiring flows for unified analytics and reporting. For example, you might create groups like:- “Screening” — Groups all screening stages across different flows
- “Background Check” — Groups all background check stages
- “Onboarding” — Groups all onboarding-related stages
Advanced Features
AI-Powered Hiring Flows
Firstwork supports creating hiring flows with AI assistance. The AI can:- Suggest optimal stage configurations based on your industry
- Generate appropriate forms for each stage
- Recommend compliance rules based on your requirements
Bulk Operations
Perform bulk actions on applications within a hiring flow:- Bulk status updates — Advance or reject multiple candidates at once
- Bulk transitions — Move groups of candidates to a specific stage
- Bulk automation triggers — Fire automations for selected candidates
Fountain Integration
If you’re migrating from Fountain, Firstwork supports:- Importing Fountain stages and mappings
- Syncing application data bidirectionally
- Mapping Fountain form fields to Firstwork forms