​
Overview

​
ATS vs. Non-ATS Workflows

  • Without ATS Integration:
    You will only see one branch in your workflow. This represents the journey for candidates invited directly via Apriora, beginning when you invite them to complete an interview and ending when a decision is made (shortlist or reject).

  • With ATS Integration:
    You will see two branches:

    • Left branch: Candidates invited via Apriora using the “Invite Candidates” button.
    • Right branch: Candidates invited from your integrated ATS. Each branch has its own workflow, so you can tailor the experience based on the source of the invitation.

​
Workflow Tutorial

To begin customizing your workflow:

​
1. Start

Click on the Start step at the top of the workflow.

  • Blackout Period (Phone Interviews only):
    This feature ensures candidates aren’t contacted during off-hours. When enabled, interviewers will only call or text during the time range you select (displayed in green).
    • The blackout period uses the candidate’s area code to determine their local timezone.
    • For example, if a candidate applies overnight, they won’t receive a call until the blackout period begins the next morning.

​
2. Submission/Default

This step is triggered when a candidate is invited to complete an interview. No customization is required for users without an ATS integration.

For users with an ATS integrated, you’ll see additional customization options under this step to control how and when candidates are invited:

​
ATS-Specific Settings (Under “Submission” step on the right branch):

  • Invitation Rules: Apply filters to control which candidates automatically receive an interview invite. This is helpful for excluding certain roles, locations, or applicant types.
  • Update Candidate Activity: Automatically log a message in the candidate’s ATS activity field when they’re invited. You can define the exact text.
  • Note Action: Write a custom Note Action to appear in the candidate’s activity in your ATS.
  • One Interview per Candidate: Prevents multiple invites if a candidate applies to several roles. They’ll only receive one interview invitation per day.
  • Invitation Delay: Set a delay (in minutes) between the trigger and when the interview invite is sent.
  • You can toggle on “Auto Match Candidates” in the Default node on the left-side branch. This will create a candidate record and job submission in your ATS.
    Note: This feature is currently available for Bullhorn users, but it will be expanded to other ATS integrations soon.

​
3. Outreach

Set up interview invites and reminders for candidates.

  1. Click the “Outreach” step and select Add Invitation. If you have a phone number set up, you’ll have the option to send either a text or an email invite. If not, only the email option will appear. You can customize the message to align with your company’s tone.
  2. To add a reminder, click Add Reminder below the invite. You can choose to send reminders via text, call, or email, and set them to go out X hours or X days after the invite. You can create as many reminders as you need. Once the candidate schedules or completes the interview, they will stop receiving reminders.

Phone and Video Interviews:
Candidates can receive email, text, and call notifications for the invite and reminders. If you need to set up a phone number, contact Zoe ([email protected]) with 2-3 area code options.

All invites and reminders are customizable with details like First Name, Last Name, Position, Company,Email, Interview Link, and Schedule Link.

​
4. Progress

This step tracks when a candidate is actively completing the interview.

  • No customization needed - this is a passive step for visibility.

​
5. Complete

Triggered when a candidate finishes their interview.

  • Configure follow-up emails:
    • To the Candidate: A confirmation message such as “Thanks for taking the interview—we’ll be in touch soon.”
    • To the Recruiter: A notification that the interview is complete.

🔔 The recruiter who receives the email is the recruiter who created the job in Apriora.
We’ll soon be releasing functionality to allow you to select multiple users to receive this notification.

​
ATS-Specific Settings (Under “Complete” step):

  • Update Candidate Activity: Add a custom message to the candidate’s ATS activity log upon completion.
  • Upload Interview Score: Choose a custom ATS field to store the overall score from the interview.
  • Upload Report PDF: Automatically attach the full candidate report as a PDF to their ATS profile under “Files.”
  • Upload Question Summary: Choose a custom field to store a summary of the candidate’s interview responses.
  • Note Action: Write a custom Note Action for tracking interview completion within your ATS.

​
6. Decision (Optional)

This step allows you to automatically notify candidates of your hiring decision when you shortlist or reject them on Apriora. By default, no messages are sent.

You can choose to send notifications via email or SMS. Templates are fully customizable.

Important: If you have an ATS integrated and you shortlist/reject a candidate in the ATS, the status will not automatically update in Apriora. Shortlisting or rejecting candidates in Apriora will trigger notifications, but updates won’t sync with your ATS.

​
📌 Important Note on Workflows

If you manually copy and send an interview or scheduling link outside of Apriora (e.g., via email or chat), the candidate will not go through your workflow.

To ensure candidates receive all communication (reminders, completion notifications, etc.), they must be added either by:

  • Using the “Invite Candidates” button in Apriora, or
  • Being automatically routed through ATS-based automations.

Manual sharing bypasses your workflow setup and will result in missing data and notifications.

Note for Bullhorn customers:
If you’re sharing the interview link during outbound outreach (e.g., cold outreach or sourcing), you can toggle on “Auto Match Candidates” under the Default node on the left branch of your workflow. This allows Apriora to automatically create a candidate record in Bullhorn once the interview is completed — ensuring they’re captured in your system even if not invited directly through Apriora.

​
Stay Tuned…

We are working to build Workflows as quickly as possible! Expect new capabilities and enhancements at light speed. Check back soon for more updates to these docs and Workflow functionality!