This article is for administrators and staffing users.
You must have administrator or staffing user access to manage hiring processes.
Custom hiring processes let your team build hiring steps that match your organization's hiring workflows. After you create a custom hiring process, you can assign it to individual job records. This allows hiring steps to vary by job when needed.
Custom hiring processes also provide flexibility on when you use the Background Check stage.
Customers who benefit from custom hiring processes
You may benefit from a custom hiring process if:
- The default stages in the system generally work, but they do not match your actual hiring workflow.
- Your team completes background checks during hiring, but the system's default sequence does not match your process.
- Different jobs require different candidate review steps.
Create a custom hiring process
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
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Select Admin, and then select Job Management. The Job Management screen opens on the Hiring Process tab.
- Under Create a New Process, enter a process title.
- Each process must have a unique title.
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Duplicate titles cannot be saved.
- Review the default stages in the process to determine which stages you want to disable.
- To turn off a stage, select the More Options icon, and then select Disable.
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To turn on a stage, select More Options, and then select Enable.
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Add custom stages and statuses as needed. For more information on custom stages, refer to Manage custom stages and statuses in hiring processes.
Select the Add (+) icon between any Default Stages in the Hiring Process to add custom stages.
- Reorder stages in the hiring process.
- Drag and drop the Stage Card to a new location, or
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Select the menu icon on the Stage Card, and then select Move Up or Move Down.
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Select Save to create the custom hiring process. After you save the process, the system creates a custom hiring process that you can assign to jobs.
Manage hiring processes
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
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Select Admin, and then select Job Management. The Job Management screen opens to the Hiring Process tab.
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Review the list of available hiring processes under Enabled Processes.
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Select a process to review or edit its stages and sequence.
Note: You cannot edit a hiring process that is linked to a job. This helps protect candidate data linked to existing job records.
To disable a process:
- Select the More Options icon in the upper right corner.
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Select Disable.
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Confirm you wish to disable the process in the Disable Hiring Process? window that appears when you select DISABLE.
Notes: Disabled processes appear in the Disabled Processes section. Disabled hiring processes are not available to select when you create new job records or when you select the Default Hiring Process for your company. You cannot disable a hiring process if it is set as the Default Hiring Process for your account.
To enable a process:
- Select a disabled process.
- Select the More Options icon in the upper right corner.
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Select Enable. The hiring process returns to the Enabled Processes list.
- Select the Settings tab to set the Default Hiring Process for your company.
- Select Save. The selected default hiring process auto-populates the Hiring Process field when:
- You create a new job.
- You submit a job approval request.
You can change the selected hiring process before the job is activated.
Assign a hiring process when creating a job
Each job record includes a Hiring Process field.
- The Hiring Process field is available on the Create a Job and Request Job Approval tabs.
- The designated Default Hiring Process populates automatically.
- You can change the hiring process before the job is activated.
- After activation, the selected hiring process displays in the Job Info window.
- You can update the Hiring Process selection on a job record at any time.
Steps
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Open the Create a Job or Request Job Approval screen.
- In the Hiring Process field, update the Default Hiring Process as needed.
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Activate the job.
Assign a hiring process to an active job
- Locate the job on your Home Dashboard. Select the job title.
- Select the More Info icon next to the job title.
- In the Job Info window that appears, find the Hiring Process drop-down menu and select the appropriate hiring process.
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Select Save.
After you assign a hiring process, the system applies the selected stages to the job and displays them in candidate records assigned to that job and on the home dashboard.
When you change a hiring process for an existing job:
- Candidates in statuses that do not exist in the new hiring process are moved back to their original status, such as Job Seeker.
- Previous candidate actions remain recorded in the candidate's newsfeed.
Troubleshooting
- Cannot edit a process: You cannot edit a hiring process that is already assigned to a job.
- Cannot disable a process: Verify the process is not assigned as the default hiring process. If it is, change the default process. Then disable the process.
- Candidates moved stages after update: This occurs when the original stage is not included in the new process.
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Updated: August 25th, 2026 9468 views 1 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.