Recruiting

A job requisition identifies the position, department, location, hiring manager, recruiter and requested headcount. Its status separates a draft request from approval and an open search. Recruiters then connect candidate applications to that requisition. Each application has a stage, application date and recruiter, so the team can follow one candidate through screening, interviews and an offer.

A candidate record keeps contact information and a do-not-contact flag. The recruiter must respect that flag during outreach. Interview records capture the type, date, interviewer, status, rating, recommendation and feedback. An offer carries the candidate, application, position, salary, start date, approval record and signing dates.

• Requisition authority. HR Manager reviews the request before the recruiter treats a position as open.
• Candidate progression. Recruiter updates each application stage as screening and interviews occur.
• Offer decision. The approver reviews the salary and start date before the offer is sent.

A requisition and an offer have separate approval points. An approved requisition authorizes a search; it does not approve an individual offer. A candidate may be attached to an application without being hired, and the employee record starts only when the hire is recorded.

Set the job titles, pay grades, positions, departments and locations used in requisitions. Agree who may open headcount and who may approve an offer. Decide how interview feedback is visible to the hiring manager and who can enter or change the offer’s salary. Establish the relationship between an accepted offer, an employee record and an onboarding checklist.

The recruiting team should also agree how it handles withdrawn applications and the rejection reason. A rejection or withdrawal is a final pipeline outcome for that application; it should not be disguised as an interview still in progress.

A department requests a clinical support position. HR reviews the headcount and approves the requisition; the recruiter opens it. A candidate applies, completes a phone interview and receives a recommendation. The recruiter records a draft offer with a start date and sends it for approval. Once approved, the offer is sent and later marked accepted. HR creates the employee and onboarding records for the actual hire.

Try a second candidate whose application is withdrawn before an interview. Confirm that the recruiting pipeline reflects the withdrawn stage and that no offer or employee record is created by mistake. Compare the requisition’s status with the applications attached to it before calling the search filled.

• Recruiting pipeline — Current application stages with candidate, requisition, recruiter and application date.
• Requisitions for approval — Headcount requests awaiting HR review.
• Offer approval queue — Drafted offers waiting for a decision before sending.

See recruiting to hire and employee transition.