What Are Hiring Flows?
A Hiring Flow is a multi-stage recruitment pipeline. It defines the entire process a candidate goes through — from first application to final offer. Each flow contains a form with pages, questions, stages, and compliance rules that determine how candidates progress. Admins create and configure hiring flows. Candidates interact with them by filling out forms, uploading documents, completing screenings, and scheduling interviews.Structure of a Hiring Flow
Every hiring flow contains:- Pages — Groups of questions presented to the candidate one at a time
- Questions — Individual form elements within each page (text fields, file uploads, signatures, etc.)
- Stages — Status checkpoints that candidates transition between as they progress
- Compliance Rules — Logic attached to pages that evaluate candidate data and determine what happens next
Hiring Flow Types
| Type | Description |
|---|---|
| Standard | A complete hiring pipeline from application to offer |
| Module | A reusable sub-flow that can be embedded within other flows |
The Form Builder
The Form Builder is the visual designer used to create the form within a hiring flow. It supports drag-and-drop ordering, page management, and a wide range of question types.Question Types
| Type | Description |
|---|---|
| Text | Single-line or paragraph text input, with optional formatting (uppercase, lowercase, title case) and regex validation |
| Email address field with format validation | |
| Number | Numeric input with optional type (currency, percentage, days, months, years) and min/max constraints |
| Phone Number | Phone input with country code selection and optional format validation |
| Selection | Dropdown, radio, or checkbox options — from presets (countries, currencies, yes/no, US states) or custom lists. Supports multi-select and quiz-mode answers |
| Date Picker | Date selector with optional range mode and restrictions (block past or future dates) |
| Shift | Shift scheduling grid with configurable weekdays and time slots |
| Location | GPS-based location pin |
| Address | Structured address input with street, city, state, postal code, country |
| Document Upload | File upload with optional OCR processing, camera capture, and document type configuration |
| Review & Sign | E-signature element with configurable signers and PDF template support |
| Description | Read-only content block for instructions, images, or videos — not a question, just information displayed to the candidate |
| AI Agent | Triggers an AI Agent (browser automation) during form submission |
| Integration | Embeds an external integration — AI Caller screening, scheduling, E-Verify, or a hiring flow sub-module |
Page Settings
Each page can be configured with:| Setting | Description |
|---|---|
| Single element per page | Restrict the page to display only one question |
| Hide page title | Hide the title from the candidate’s view |
| Minimum time before submit | Require candidates to spend a minimum number of seconds on the page before submitting |
AI-Powered Form Creation
Admins can generate forms using AI by describing the desired form structure in natural language. The system creates pages and questions automatically, which can then be refined manually.Templates
Forms and individual questions can be saved as reusable templates:- Flow Templates — Complete form structures reusable across hiring flows
- Question Templates — Individual questions reusable across any form
Compliance Rules
Compliance rules are the decision logic attached to form pages. When a candidate submits a page, the platform evaluates rules and determines what happens next.Rule Categories
| Category | What It Does |
|---|---|
| Recollection | Flags specific documents or fields for re-submission if they don’t meet requirements |
| Assignment | Assigns tags, enrolls in courses, sends to manual review, fills form fields, or resets custom links |
| Navigation | Controls which page the candidate sees next — including approval, rejection, waiting list, or advancing to a specific stage |
Navigation Outcomes
| Outcome | Description |
|---|---|
| Next Page | Candidate proceeds normally to the next page |
| Manual Approval | Application is held for admin review |
| Waiting List | Candidate is placed on a waiting list |
| Rejection | Application is rejected |
| Create Offer | An offer or contract is generated |
| Move to Stage | Candidate is moved to a specific stage in the pipeline |
Rule Conditions
Rules use a visual condition builder with AND/OR logic, field comparisons using dynamic data paths, and optional AI-powered evaluation where the system can use an AI model to assess candidate data against the rule criteria.Hiring Flow Settings
Each hiring flow has a dedicated settings panel with:Recollection Settings
| Setting | Description |
|---|---|
| Reminder schedule | Configure reminders (by idle days) for candidates who haven’t completed recollection |
| Landing page after recollection | Choose whether candidates return to a success page or their current application page |
| Re-evaluate rules on recollection | Optionally re-run compliance rules after documents are re-submitted |
| Block form until recollection complete | Prevent candidates from continuing their application until recollection is finished |
Recollection Templates
Define which form elements trigger recollection, with associated reasons, email templates, and optional SMS templates. Templates can be scoped to the entire platform, a single company, or a specific legal entity.Stage Groups
Group multiple stages together for analytics and funnel reporting. Each group has a name, description, and selected stages.Multi-Application Settings
When enabled, allows candidates to submit multiple applications. Admins configure which form fields determine application uniqueness.Custom Variables
Custom variables are computed fields that extend the data available within a hiring flow:| Type | Description |
|---|---|
| Aggregated | Compute values across all applications or contracts — count, sum, average, minimum, or maximum |
| Annotated (Functional) | Compute values for a single application using functions like sum, min, max, mean, mode, or median across selected fields |
| Annotated (Rule-Based) | Compute values based on compliance rule evaluation results |
Data Connectors
Data connectors pre-fill form fields from existing data. Admins map source fields to target fields, with the option to use static values or dynamic data from the candidate’s profile, company, or other connected modules.Candidate Experience
Applying
Candidates can start an application through:- A public job posting page
- A direct registration link
- A custom link generated by the admin
- An external API call
- A bulk import