Workflows define how applications move through your review process. Learn how they work and why they're essential for organised recruitment.
What is a Workflow?
A workflow is a series of stages that applications pass through from submission to final decision. Think of it as a pipeline that guides your team through reviewing applicants consistently.
Screenshot: Workflow stages overview
Why Use Workflows?
Consistency
Every application follows the same process, ensuring fair evaluation
Visibility
See at a glance where every application stands
Automation
Trigger actions automatically when applications move stages
Team Coordination
Multiple reviewers can work together without confusion
Workflow Structure
Every workflow has three types of stages:
| Stage Type | Description | Example |
|---|---|---|
| Initial | Where new applications land | Submitted, Pending Review |
| Intermediate | Review and evaluation stages | Under Review, Interview, Voting |
| Final | End states (no further movement) | Accepted, Rejected, Withdrawn |
Example Workflow
Here's a typical staff application workflow:
Submitted
New applications arrive here
Under Review
Team reviews application details
Interview
Voice interview with the applicant
Team Vote
Leadership votes on final decision
Accepted
Final stage - applicant approved
Pro Tip
Start simple. You can always add more stages later as your process evolves. Many successful guilds use just 3-4 stages.
Default Workflow
Every new guild comes with a default workflow containing basic stages. You can customise this or create additional workflows for different application types.
Multiple Workflows
You might want different workflows for different purposes:
- Staff Applications — More stages including interviews
- Member Applications — Simpler, faster process
- Content Creator Applications — Portfolio review stage
Note
Each template is linked to one workflow. Applications from that template will follow that workflow's stages.