Journey builder

Build, test, and update the screening steps candidates complete.

A journey is an ordered screening flow. It gives candidates one place to complete the steps your team needs before making an initial decision.

Depending on your organization's available tools, steps can include video responses, assessments, document requests, references, or a culture questionnaire.

Plan the journey

1. Write down the decision the journey should support.
2. List only the evidence needed for that decision.
3. Put instructions first and a clear closing message last.
4. Keep the number and length of steps reasonable for candidates.
5. Decide which steps are required.

Avoid collecting information your team will not use.

Build the journey

1. Open Journeys.
2. Select Create journey, or open a journey to edit.
3. Enter a clear internal name and candidate-facing instructions.
4. Add each step.
5. Arrange the steps in the order candidates should complete them.
6. Configure the questions, assessment, files, or other details for each step.
7. Add any available completion rules carefully.
8. Save the journey.

Some step types, branching choices, and review holds are optional and may be absent.

A Send Email step emails the candidate as they pass that point in the journey. Pick an active template and choose when it sends: immediately, or after 1 hour, 4 hours, 1 day, 2 days, 3 days or 1 week. The candidate carries on to the next step either way; the delayed message is a follow-up, never a hold. Each candidate receives a given step's email once. To see every email a job sends in one place, open Hiring → Emails.

For assessment content, see Create and use assessments. For video evaluation guidance, see Questions and scoring.

Attach the journey to a position

1. Open Positions and select the role.
2. Open Settings.
3. Select the journey.
4. Save the position.

New applicants and direct invitees should receive the attached journey.

Test before inviting candidates

1. Create or use a test position.
2. Invite yourself or an internal tester.
3. Complete the full journey as a candidate.
4. Check the experience on the devices candidates are likely to use.
5. Return as a recruiter and review every response and result.
6. Correct unclear instructions, questions, timing, or scoring guidance.

Overall, AI-assisted, culture, trust, and authenticity scores are decision aids. They should not automatically reject a candidate. Review the evidence behind each score.

Change a journey already in use

Candidates who already started may continue on the earlier version.

For a major change:

1. Duplicate the journey.
2. Make and test the changes.
3. Attach the new journey to the position for future candidates.
4. Let in-progress candidates finish the earlier journey.
5. Archive the earlier journey when it is no longer needed.

Confirm completion reaches Review

Journey completion is intended to move candidates into Review, but this has not been proven to happen consistently.

1. Open Review after a candidate completes the journey.
2. If the candidate is missing, open the position's Pipeline or Board.
3. Confirm completion and move the candidate to the appropriate review stage.