Design your perfect review process by creating custom workflow stages. This guide shows you how to add, configure, and organise stages.
Accessing Workflow Settings
From your guild dashboard, navigate to Workflows. Click on a workflow to edit it, or click Create Workflow to start fresh.
Screenshot: Workflow editor
Adding a Stage
- Click Add Stage in the workflow editor
- Enter a name for the stage
- Choose a colour for visual identification
- Configure stage settings
- Click Save
Stage Properties
| Property | Description |
|---|---|
| Name | Display name for the stage (e.g., "Under Review") |
| Colour | Badge colour for visual identification |
| Description | Internal notes about this stage's purpose |
| Stage Type | Initial, Intermediate, or Final |
| Outcome | For final stages: Accepted, Rejected, or Neutral |
Stage Types Explained
Initial Stage
The starting point for new applications. Every workflow must have exactly one initial stage.
New applications automatically enter this stage when submitted.
Intermediate Stages
Review stages between submission and final decision. You can have as many as needed.
Applications move through these stages as your team reviews them.
Final Stages
End states where applications complete their journey. Must be marked with an outcome.
| Outcome | Use For | Example Names |
|---|---|---|
| Accepted | Approved applicants | Accepted, Approved, Hired |
| Rejected | Declined applicants | Rejected, Declined, Not Selected |
| Neutral | Other end states | Withdrawn, Expired, On Hold |
Choosing Stage Colours
Use colours strategically to help your team quickly identify application status:
Blue
New/Pending
Amber
In Progress
Purple
Special Steps
Cyan
Awaiting Response
Green
Accepted
Red
Rejected
Grey
Inactive/Closed
Pink
Needs Attention
Reordering Stages
Drag and drop stages to reorder them. The order determines the default progression path, though applications can move to any stage at any time.
Pro Tip
Put your most commonly used "next stage" directly after the current stage. This makes the Quick Actions button more useful.
Editing Existing Stages
Click any stage to edit its properties. Changes take effect immediately for all applications in that stage.
Caution
Changing a stage's outcome type (e.g., from Accepted to Rejected) affects how those applications are counted in your statistics.
Deleting Stages
To delete a stage, it must be empty (no applications currently in that stage). Move any applications to a different stage first.