Workflow Mapping

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Overview

This document maps every major end-to-end workflow in the platform. For each workflow, it covers the entry point, step-by-step progression, user and system actions, key decision points, and what happens when things go wrong.

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1. Hiring Pipeline

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How Candidates Enter

• Job posting page — Candidate views a public job listing and clicks “Start Application”
• Direct link — Candidate uses a registration link shared by the company
• Custom link — A unique link generated by the admin for targeted outreach
• External API — Application created by an external system
• Bulk import — Applications imported in bulk by an admin

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Step-by-Step

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Key Decision Points

• Compliance rules on each page can redirect the candidate to rejection, waiting list, manual review, or the next stage
• Recollection can be triggered at any point, requiring the candidate to re-submit specific documents or fields before continuing
• Language preference — if the flow requires a preferred language and one hasn’t been set, the candidate is redirected to select one
• Phone number — if phone collection is required and the candidate hasn’t provided one, they are redirected to their profile

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What Happens on Failure

• Network error during submission — The form preserves the candidate’s current input
• Compliance rule failure — The candidate is blocked from advancing until the issue is resolved
• Invalid document — Validation error is displayed and the candidate can retry
• Session expiry — The candidate is redirected to log in and resumes where they left off

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2. Automation Execution

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How Automations Are Triggered

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Step-by-Step

1. Trigger fires — The system detects the triggering event
2. Active check — The automation is verified to be active
3. Concurrency policy applied:
   • Queue — Wait for any running instance to finish
   • Skip — Ignore if already running
   • Continue — Run immediately alongside others
4. Conditions evaluated — Branch and filter nodes are checked
5. Actions executed — Each action runs in sequence (email, status update, webhook, etc.)
6. Results recorded — An execution record captures status, timing, and per-action results

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What Happens on Failure

• Action failure — The error is logged; depending on configuration, subsequent actions may still execute
• Webhook timeout — The backend retries according to its retry policy
• Invalid data reference — The resolution failure is logged in the execution record

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3. AI Caller Screening

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How Calls Are Initiated

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Step-by-Step (Phone Call)

1. Data preparation — Input variables are resolved from the candidate’s profile
2. Call placed — The system dials the candidate’s phone number via the telephony provider
3. Conversation — The AI bot follows its conversation script, asks questions, and listens to responses
4. Data extraction — The bot captures structured answers based on its output variable definitions
5. Call ends — Either the conversation completes naturally or the maximum call duration is reached
6. Post-processing — A transcript is generated; if summarization is enabled, an AI summary is produced
7. Data written — Output values are mapped to form fields (if form mappings are configured)

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Step-by-Step (Audio/Video In-Browser)

The same process, except the session takes place in the candidate’s browser rather than over a phone call. The candidate speaks through their device’s microphone (and camera, for video).

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What Happens on Failure

• No answer — The enrollment is marked as failed
• Network drop — The session may reconnect or be marked as failed
• Data extraction issue — Admins can re-process the transcript to re-extract answers

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4. Event Scheduling

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Step-by-Step

1. Candidate reaches scheduling step in their application form
2. Available dates are shown in a calendar view
3. Candidate selects a date — Available time slots for that date are loaded
4. Candidate selects a time slot and confirms
5. Booking is created and the candidate returns to the form

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Rescheduling

1. System checks whether rescheduling is allowed (a maximum may be configured)
2. Candidate selects a new date and time slot
3. The previous booking time is shown for reference
4. The booking is updated

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Cancellation

1. Candidate provides a cancellation reason
2. The booking is marked as cancelled

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Live Meeting

1. Candidate joins a meeting queue and enters a virtual waiting room
2. The waiting room shows queue position and estimated wait time
3. When admitted, a “Join Meeting” button appears
4. The video meeting opens in a new window
5. The candidate can cancel their enrollment while waiting

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5. Course Completion (LMS)

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Step-by-Step

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What Happens on Failure

• Mid-course exit — Progress is saved; the learner resumes from their last lesson
• Quiz failure — The learner sees their score and can retry
• Enrollment cancelled — The learner sees a blocked status page

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6. AI Agent Execution

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Step-by-Step

1. Trigger — The agent is triggered by an automation, a form element, a manual trigger, or a test
2. Input resolution — Input variables are populated with data from the application context
3. Instruction execution — The agent follows its instruction workflow step by step:
   • Visits URLs, clicks elements, types text, uploads files
   • For conditional branches: evaluates the condition and follows the appropriate path
   • For loops: iterates over the data array, executing child instructions for each item
   • For AI instructions: uses AI to determine the appropriate browser action
4. Output capture — Data extracted during execution is collected as output variables
5. Completion — The execution record is created with status, timing, and all input/output data

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What Happens on Failure

• Element not found — The agent halts at the failed instruction
• CAPTCHA encountered — The agent attempts to solve it automatically
• Timeout — The execution is marked as failed after the timeout period

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7. Worker Onboarding

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Step-by-Step

1. Contract created — Via automation, admin action, or API call
2. Worker receives notification — An invite or email directs them to the platform
3. Worker logs in — They are automatically directed to their onboarding flow
4. Form completion — The worker fills out onboarding pages (forms, documents, signatures, etc.)
5. Completion — The worker transitions to active status and can access the full worker dashboard

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Recollection

If documents need to be re-submitted during or after onboarding, the worker is prompted to re-collect those items when they next log in.

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8. Authentication

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Login Methods

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Registration

New candidates register by providing their name and email, with optional phone number and middle name fields (configurable per company). They can set a password or authenticate via OTP. Google sign-up is also supported if enabled.

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Password Reset

1. User requests a reset by entering their email
2. A reset link is sent to their email
3. They set a new password (minimum 8 characters, must include uppercase, lowercase, number, and special character)

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Session

Users are authenticated via secure tokens. Sessions persist until explicitly logged out or until the token expires. If a session becomes invalid, the user is redirected to the login page.