Using Statuses to Effectively Track the Hiring Process

Candidate statuses are a simple and effective tool for tracking the hiring process.  They allow you to see at a glance:

  • which phase in the hiring process a specific candidate is in
  • how many candidates have been moved through each phase of the hiring process
  • how many candidates are still in the pipeline

Follow these simple steps to design your statuses:

1. Make a list of each broad step of the hiring process.  The list might look something like this:    
Submit application
HR Department review of application
Hiring Manager review of application
Schedule interview
Background verification & reference check
Hire

2. Within the broad steps, create sub steps, identifying if the candidate was disqualified at that phase or passed on.
NOTE:  You can use reason codes to identify WHY the candidate was disqualified or passed on. 

Submit application
     – application incomplete
     – completed and passed any pre-qualfiying questions
     – completed, but disqualified by pre-qualifying questions 

HR Department review of application
     – disqualified by HR Department Review
     – qualified by HR Department Review
     – placed on hold  

Hiring Manager review of application
     – disqualified by Hiring Manager review
     – qualified by Hiring Manager review, and eligible for an interview
     – placed on hold  

Schedule interview
     – interview scheduled
     – interview cancelled
     – disqualified by interview
     – qualified by interview
     
   Background verification & reference check
      – verifications in progress
      – verifications passed
      – verifications disqualified

  Hired 

3. Create an abbreviation for each broad step of the hiring process, except for hire, ideally in alphabetical order:    
AP = Submit application
HD = HR Department review of application
HM = Hiring Manager review of application
IN = Schedule interview
VF = Background verification & reference check
Hire 

4. For each step in the hiring process, create a matching status:

AP  Submit application
AP – Incomplete – application incomplete
AP – Qualified  – completed and passed any pre-qualfiying questions
AP – Not Qualified  – completed, but disqualified by pre-qualifying questions

HD   HR Department review of application
HD – Not Qualified – disqualified by HR Department Review
HD – Qualified – qualified by HR Department Review
HD – On Hold – placed on hold

HM   Hiring Manager review of application
HM – Not Qualified – disqualified by Hiring Manager review
HM – Qualified – qualified by Hiring Manager review, and eligible for an interview
HM – On Hold  – placed on hold

IN   Schedule interview
IN – Scheduled  – interview scheduled
IN – Cancelled – interview cancelled
IN – Not Qualified – disqualified by interview
IN – Qualified – qualified by interview

VF   Background verification & reference check
VF – In Progress  – verifications in progress
VF – Qualified  – verifications passed
VF – Disqualified  – verifications disqualified

Hired

5. Now, within myStaffingPro, you can see at a glance, from your requisition dashboard, how many candidates you have at each phase of the hiring process.  Take a look at the screen shot below, of one company’s use of statuses, and how they quickly identify each candidate’s stage.

Count Applicants

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