Overview

The Events candidate workflow provides a structured system for managing candidates throughout the entire event lifecycle, from initial sourcing through final hiring decisions. This workflow enables event managers to track candidate progression, coordinate team activities, and maintain data accuracy across high-volume recruitment events.

The system centralizes activities into a unified platform that reduces manual coordination and provides clear visibility into candidate status at every stage.

Key benefits

For event managers:

• Centralized tracking eliminates separate spreadsheets and coordination documents
• Bulk actions enable simultaneous stage advancement and communication for multiple candidates
• Custom stage definitions support both screening events and recruitment interview days

For recruitment teams:

• Structured workflows standardize evaluation processes across events
• Automated notifications eliminate manual follow-up with interviewers and decision makers
• Complete audit trails document interactions for compliance

For your organization:

• Faster time-to-hire through streamlined decision workflows
• Improved candidate experience via consistent communication and clear progression
• Scalable processes support high-volume events recruiting 100+ candidates

Core concepts

Event types

Event types are predefined workflow templates that group multiple stages for specific recruitment scenarios. Default event types include:

• Open Event: Anyone can register and attend (stages: New, In Screening, In Interviews, Shortlisted)
• Invitation Only Event: Selected individuals can join (stages: New, In Attendance, In Screening, In Interviews, Shortlisted)
• Campus Scheduling Event: Campus hiring focused (stages: New, In Screening, In Interviews, In Decision, Shortlisted, Offer)

Administrators can create custom event types with tailored stage configurations.

Candidate stages

Candidate stages represent specific workflow steps where candidates are categorized by status and activity. Key characteristics:

• Customizable workflows for screening events and recruitment interviews
• Trigger automated actions when candidates enter or exit stages
• Independent from position-based pipeline stages

Default stages by event type:

• Common stages: New, In Screening, In Interviews, Shortlisted
• Invitation Only specific: In Attendance
• Campus Scheduling specific: In Decision, Offer

Stage advancement

Stage advancement moves candidates forward individually or in bulk:

• Capture context-specific notes and placement details
• Trigger automated actions through workflow automation
• Restrict movements based on stage maps and user roles

Rejection flow

The rejection flow provides structured candidate removal with compliance documentation:

• Required rejection reasons configured by administrators
• Optional candidate notification emails
• Permanent logging in candidate profiles for audit purposes

Decision maker flow

The decision maker flow enables designated stakeholders to provide final hiring assessments:

• Consolidated feedback access from all prior evaluations
• Structured decision forms capturing hire recommendations
• Automated or manual decision request triggers

Key concept: Candidate workflow in Events operates independently from position-based recruiting. Event actions do not automatically affect position pipeline status. Candidates can be advanced to position stages from events when needed.

How it works

Primary use cases:

• Screening events: Lead generation through career fairs and campus recruiting
• Recruitment events: Interview-driven hiring with on-site decisions

Building your candidate pool

Sourcing methods:

• Direct resume imports: Bulk additions with tagging and activity logging
• On-site registration: Real-time capture through QR code scanning or manual entry
• Talent pool integration: Add existing candidates with historical data intact

All methods automatically log sourcing activity for channel analysis.

Managing candidate progression

Progression methods:

• Manual/bulk: Review and advance candidates individually or in bulk with context notes
• Automated: Configure workflow rules to advance candidates meeting specific criteria
• Stage restrictions: Stage maps control allowed transitions and prevent skipping steps

Collecting feedback and making decisions

Feedback types:

• Assessment forms: Structured evaluations during screening
• Interview feedback: Detailed observations from scheduled interviews
• Quick feedback: Rapid assessments for high-volume screening

Decision maker process:

• Request decisions manually or through automated triggers
• Decision makers receive consolidated feedback and leaderboard view
• Submit structured decisions with placement notes

Maintaining visibility

Visibility tools:

• Configurable views: Display current stage, activity, and pending actions
• Activity logs: Document all interactions and stage changes
• Dashboard metrics: Track progression rates and identify bottlenecks

Note: Candidate data synchronizes with the broader talent platform. Stage progressions remain scoped to the originating event.

When to use Events candidate workflow

Events candidate workflow is not designed for:

Traditional position-based recruiting where candidates apply to requisitions. Use position pipelines for requisition-driven workflows.

Long-term talent community nurturing. Use talent communities for ongoing relationship building with passive candidates.

Complex multi-stage processes spanning weeks or months. Use position-based scheduling and feedback workflows.

Best practices

Define clear stage definitions before your event

• Document what each stage represents and who can advance candidates
• Create stage maps restricting invalid stage transitions
• Align definitions with your organization's recruitment process

Configure actionable rejection reasons

• Use specific reasons like "Insufficient Technical Skills" instead of "Not Qualified"
• Enable post-event analysis to improve future sourcing strategies

Use bulk actions strategically

• Filter candidate lists carefully before applying bulk actions
• Verify assessment completion or feedback before bulk advancement

Establish decision maker assignments early

• Designate decision makers at event or panel level before evaluations begin
• Configure assignments in event teams to enable automatic routing

Pro tip: Configure candidate view columns to display time-in-stage metrics. This enables rapid identification of workflow bottlenecks before they impact candidate experience.

Required permissions

Frequently asked questions

Q: What happens to candidate data when I reject someone from an event?

A: Rejected candidates remain in the talent platform for consideration in other events or positions. Rejection only removes them from the specific event pipeline. All rejection details are logged for compliance.

Q: Can I move candidates back to previous stages?

A: Yes. Candidates can move to any stage regardless of current position. All stage movements are logged in the activity history.

Q: How do decision makers access consolidated feedback?

A: Decision makers receive an email with a direct link to view all feedback for that candidate. They do not need to navigate through the Events interface.