Collect applications for a new role, progress them through the hiring stages, and onboard the right candidate straight into your Workforce account.

To ensure you can complete the entire Workforce Hire process, ensure you have the following permissions enabled through Settings > All Settings > Permissions > Show Advanced Settings > Customise access & roles here.

To view and progress applications, ensure these permissions are enabled:

To hire and onboard an applicant, ensure these permissions are also enabled:

Applications for all job ads can be viewed on the Overview page under the Hire tab.

Applications for specific job ads can be viewed by clicking on the job ad on the Overview page.

By default, org admins will be notified via email of new applications. If you do not wish to receive email notifications for new applications, you can opt-out by going to My Notifications in your account and configuring:

To view application details, navigate to Hire > Job Ads > View Applications. You will be directed to the following page:

On the left of the page, you will see a filterable list of candidates. When you select a candidate, their details will appear on the right.

Each application will include the applicant's details, whether they've answered the screening questions and their resume and cover letter. If uploaded as a PDF, the applicant's resume and cover letter will be embedded on the page. If uploaded as a .docx file, these will need to be downloaded.

Click on the applicant's name to view the full application details, including answers to screening questions, working rights, and any additional message the applicant may have left.

On each application, you can leave an internal note visible to other staff with the permissions to view applicants. Applicants will not be able to access these notes.

To leave a note, open the applicant's full details and click the Add a note button.

You can adjust the application status to help internally track a candidate's progress. Candidates will not be notified of these internal changes to their status (unless their application is rejected) until you Hire and Onboard them.

To change an applicant's status, either use the dropdown menu or simply click the Shortlist or Reject buttons.

A candidate's application can be progressed to the following stages:

You can move applications between stages freely, and can move them back to a previous stage when required. Applications will be grouped together based on their status.

To reject an application, simply click the Reject button on the right of the page.

This will send an Application Rejected email to the candidate, notifying them of the outcome.

All rejected applications are still kept on the left-side menu. If necessary, you can move the application back to the applicant pool. However, the candidate will not be notified of this change.

You can configure Workforce to send automated emails when an application's status changes. Each stage has its own customizable email template, allowing you to tailor the message to your organization's tone and communication style.

If you'd like replies to automated emails to go to a specific email address, you can configure the "Reply To Email" field. Any candidate who replies to an automated email will have their response sent to this designated address.

Automated emails can be sent at different stages of the application process. You can enable or disable emails for each stage and customize the message as needed.

Once you have configured the email templates, click Update to ensure all changes are applied.

Workforce Hire is designed to seamlessly link to Workforce's onboarding feature. If you do not use Workforce's onboarding feature, you can keep track of hired candidates by updating an application's status.

If you use Workforce onboarding, invite successful applicants straight through to your Workforce account by clicking the Hire & Onboard button.

To begin the Hire & Onboard process, start by filling in the Employee Details. Some items on this page will update based on the details the candidate has already provided, such as name, email, and date of birth.

If you selected a Position when creating the job ad, any teams, contracts, documents, and qualifications associated to it will also be automatically populated.

If you've selected to attach any contracts when onboarding the candidate, you'll have the opportunity to review them on the Finalise Contracts page. If no contracts are being sent, you'll continue to the final step.

On this page, you can:

If you're onboarding using a Position, some of these fields will be pre-populated. Any fields that aren't pre-populated by a position can be edited on this page.

Some details are used as Dynamic Fields in a contract. Once you've finalised the employee's address and pay conditions, click the corresponding Apply to Contracts button to insert these details into the contract. Once complete continue with the Review button.

Finalise the onboarding process on the Confirm & Onboard tab. Here, you'll be prompted to review details you've entered. Once all details have been confirmed, click the Invite to Onboarding button.

The new employee will receive an invitation to onboard in Workforce. Learn more about this process in the Completing Employee Onboarding guide.