Job applicant tracking approval workflow

Job application workflow in a few steps 🍃

Hiring made simple. This ready-to-use job application workflow helps HR teams manage the entire process — from first submission to final offer — with automation, personalized emails, and task tracking.

Perfect for HR teams, startups, and marketing departments looking to streamline hiring.

Steps of the workflow:

• Step 1: Candidate submits the application form.
  • 📩 HR gets an email notification right after the submission is made.
     
• Step 2: HR checks the application, updating the application status:
  • ✅ Candidate receives interview invitation link with the CMO.
  • 🚫 A kind rejection email.
     
• Step 3: CMO makes notes on the meeting, decides if task assignment should be sent:
  • ✅ Applicant receives a custom email with a task assignment form.
  • 🚫Applicant gets a rejection email, thanking them for the interview. 
     
• Step 4: CMO checks the task, updating the status:
  • ✅ Candidate gets an email with the invitation of an interview with the CEO.
  • 🚫 Applicant gets a rejection email, thanking them for the task submission.
     
• Step 5: The CEO makes notes during the meeting, deciding on the final status:
  • ✅ Candidate gets an email with a proposal.
  • 🚫 Candidate gets a personalized email thanking them for taking the time to apply.

NB: The workflow can be adjusted - adding or removing steps. Feel free to make adjustments that fit your specific use case.

Dashboard pages and what you can do with them

• Applicants - Track applicants and update their status.
• Assignments - The CMO can see, review, and update the status of applicants based on task assignments & use AI to analyse submissions.
• 2nd interview: Final stage where the CEO makes notes during the interview, deciding on the status of the application.
• Marketing team → Marketing Executive: CMO can make notes during the interview, deciding on the status of the application.

⚙️ Stages would go as follow: Applicants → Marketing Executive →  Assignments → 2nd interview 

 

🧩 Features included in the template

• 3 Forms - 1 Job application form;
• AI analyze block - Giving an unbiased analysis of tasks;
• Custom email templates for every step of the workflow;
• Conditional logic - "On update" logic ensures the flow runs as expected.
   

What you can do with the template

Now that you have the template on your workspace, it's time to make it your own truly. Here are some recommendations:

📨 1. Update email templates

Even though the template includes email templates, they don't have your personal information. For example, Calendly meeting links, deadlines, emails, and so on. 

Make sure to edit those templates so they're relevant to your case. You can add logos, photos, links, and other media, matching your brand image and requirements.

→ Click here to learn how to edit email templates

You can also configure your own SMTP to send personalized emails from your address, enhancing brand consistency and deliverability.

✨ 2. Give an AI prompt to analyze tasks

On the assignments page, you'll find the AI analyze block, which will help you get an unbiased analysis of the task submissions. 

The prompt can look something like this:

💬 "Review the following task submission for a Marketing Executive role. Evaluate the candidate’s work in terms of strategic thinking, creativity, understanding of marketing channels, clarity, and practicality. Identify: Key strengths, Potential red flags or weak areas, Questions the CMO should ask during the interview based on this submission, An overall fit score (1–10) with a brief explanation."

→ Click here to learn how to write effective AI prompts

🖌️ 3. Personalize with your brand 

With Formaloo, you can customize everything - starting from logos, to font, to colors and custom domains. Not to mention 100% white label option - You can remove our branding and add your own. 

So you can:

• Set up unlimited custom domains
• Customize emails to remove Formaloo's branding
• Add your logo and cover image
• Choose your brand’s color palette
• Select a custom font from Google Fonts
• Change button style, background, and more

If you’re on an Enterprise plan, you can request complete customization of the Formaloo dashboard, including:

• Replacing the Formaloo brand with yours
• Adjusting the interface styling
• Adding team-wide custom domains, SSO, and more

🧩 On-Premise / Self-Hosted option

Need full control over your data and infrastructure? Formaloo also offers a self-hosted solution.

🔗 Learn more about our advanced white-labeling options:

• 👉 Enterprise solution
• 👉 Self-hosted (On-Premise) solution

🔐 5. Turn it into a portal

You can have a portal with secure login and sign-up options, where you decide who has access to what data. 

→ Learn how to create a portal and manage users' access

🚀 Start using the template today! 

It's this simple! Just click on Use template to start using the workflow. If you don't have a Formaloo account, sign up for free and get started with this template today to collect structured and detailed applications effortlessly!