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