If you're looking for a way to have automated emails or text messages to be sent out to applicants and for automatic status changes to be made, you can now have the Workflows feature set up in your account! Please note that only Super Admins in Apploi have access to the Workflows feature.

Workflows can either be set up at the Parent Team or Child Team level. When workflows are set up at the Parent Team, they will automatically be set up across all Child Teams. Each Child Team will have the ability to disable workflows created under the Parent Team, and can also create new ones.

Before setting up workflows, it is recommended to go to the Email and Text Templates section of Apploi to make sure all of the email and text templates you would like to utilize with workflows have been added.

The Workflows feature can be accessed by clicking on the Admin menu under your name and selecting "Workflows":

Workflows can be added at any stage of the hiring process in Apploi. Click the "Expand All / Collapse All" link at the top right corner of the page to set up or view existing workflows:

Click the plus sign toward the right of the page to add a new workflow:

You'll be prompted to select whether the workflow will be set up as an automatic email or text or a status update. If selecting an automated message, you will have the ability to choose between text, email, or both based on how the templates have been created under the Email and Text Templates section of Apploi. The workflows will all look a bit different for each stage of the hiring process:

Please note that if you set up an automatic email or text to be sent out, the message will be shown as being sent from the Job Owner in Apploi. The Job Owner will also be notified when the applicant responds to a message.

You may also notice that for some of the stages, you'll have the option to "Add another action":

This allows you to set up both an automatic email or text along with an automatic status update:

If you're setting up reminders or follow up workflows, you also have the option to select "No response from applicant". If the applicant responds to the initial message prior to the workflow being triggered, they will not receive the automatic workflow:

Please note - you can now set up Document Signing workflows to remind applicants to complete their onboarding paperwork. Create a new email and text template as a reminder for the candidate to complete their documents. Don't forget to include the *|SIGNING_URLS_BLOCK|* merge field and choose "manually send documents for "When to Send":

When creating the workflow using the new email and text template that's been created, you'll be able to select the document that you'd like to resend from the dropdown menu:

When setting up workflows at the Parent Team, there is an option to make a workflow required across each child team by selecting the "Make workflow mandatory for child teams" checkbox:

If a Child Team chooses not to use an optional workflow that has been created at the Parent Team, it can be disabled by clicking the toggle so that it switches from green to gray unless the workflow was made mandatory at the Parent Team:

The Child Team will also have the ability to edit a workflow that was created at the Parent Team. Click the "Detach Parent Workflow" icon:

After the icon has been clicked, you will then be prompted to make the necessary edits:

Please note that if a workflow that was created at the Parent Team is edited at the Child Team level and is made mandatory afterward, then that mandatory workflow can be restored by clicking on the circular arrow icon:

Once you are finished editing or creating a workflow at a specific interview stage, click "Done":

When the workflows have been completed across all interview stages, click "Save" to update any changes:

Please Note - You can now add your timezone to your Company Profile in Apploi! Adding your correct timezone will ensure that no automated messages are sent out between the hours of 12:00 am and 8:00 am.

If you do not currently have the Workflows feature set up in your account and would like to have it enabled, please reach out to your Customer Success Manager!