Job Application Workflow: Received to Hired

1. Overall Process & Purpose

What This Workflow Does

The ATS360 Job Application Workflow manages a candidate’s full lifecycle from the moment they submit an application through final hire and employee conversion. It provides a structured, auditable path that ensures applicants move consistently through review, interviewing, approval, offer, and hiring stages.

Why This Workflow Exists

This workflow exists to:

• Standardize how candidates are evaluated and progressed
• Ensure visibility for recruiters, hiring managers, and approvers
• Support compliance, documentation, and reporting needs
• Reduce manual tracking and off-system communication

Value Provided

• Recruiters gain a single system to manage applicants, communication, interviews, and offers
• Hiring Managers receive structured feedback, approvals, and shared visibility
• HR maintains complete records, audit trails, and clean conversion into NetSuite employee records

2. Definitions

3. Step-by-Step Directions

Step 1: Application Submission (Applicant-Facing)

1. Applicant visits the Career Portal
2. Selects a job posting

1. Clicks Apply Now

1. Completes the Easy Apply process:

• Upload resume
• Complete Captcha

• Confirms parsed information
• Answers screening questions
• Accept Consent Checkboxes
• Submits application

System Behavior

• Resume data is parsed into the application record
• Applications using the same email address automatically merge
• Confirmation emails are sent to both applicant and recruiter (if configured)

Step 2: Application Enters “Received” Stage

1. Recruiter navigates to Job Applications
2. Opens the Received tile

1. New applications appear:

• Bolded to indicate they have not been reviewed
• Ranked using AI scoring (if enabled)

Outcome

• Application is officially in ATS360
• Recruiter can now take action

Step 3: Move Application to In Progress

1. Open the applicant record by selecting “View” next to the applicant’s record.

1. Select Next Stage: In Progress

Purpose

• Indicates active review has begun
• Unlocks interview-related actions

Step 4: Interview Process (One or More Stages)

Depending on configuration, recruiters may:

• Send Meeting Invites (fixed time)
• Send Interview Availability Requests (candidate selects time)
• Skip interview stages when appropriate
• Collect structured interviewer feedback

Key Notes

• Up to five interview stages are supported
• Interview progress is shown visually on the application

• Feedback forms are automatically linked to interview events

Step 5: Approval Stage (If Enabled)

1. Recruiter selects Next Stage: Approval
2. Approval requests are sent to the assigned approval group
3. Approver selects Application Approved

Configuration Note

• This stage is automated if approval workflows are enabled. Otherwise, the recruiter will manually progress the candidate from Approval to the next stage.

Step 6: Offer Stage

1. Recruiter selects Generate Offer

1. Completes offer details

1. Generates and reviews the offer PDF

1. Send offer to applicant after review

1. Confirm Offer Template and select Send

1. Tracks Offer Accepted or Offer Declined

Step 7: Hired Stage

1. After acceptance, recruiter selects Next Stage: Hired

1. Available actions include:
   • Send Welcome Email
   • Send Welcome Package (or Pre-Hire Package if enabled)
   • Convert to Employee

Step 8: Convert to Employee

1. Select Convert to Employee
2. System creates a NetSuite Employee record
3. Applicant data is carried forward automatically
4. Populate additional information
5. Select Save

4. Summary of Outcome

When the workflow is completed correctly:

• The applicant has progressed through all required stages
• All interviews, approvals, emails, and documents are recorded
• Offer status and acceptance are clearly documented
• A NetSuite Employee record is created with pre-populated data
• Full audit history is retained on the application record

This workflow ensures a controlled, repeatable, and fully traceable hiring process within ATS360.