The Split Desk workflow is a feature within the shared lists thought to be used by Recruiters to indicate that a candidate is ready for Account Managers to review. This workflow revolves around three main steps: Adding the candidate to a list, marking the candidate as ready, and either setting it active or rejecting it after the final review.
This feature allows for more flexibility in managing candidate statuses and better communication between recruiters and account managers. By adding the "Ready" and "AE rejected" statuses and notifications, staffing agencies can streamline their candidate presentation process, making it easier to submit candidates to their clients.
Below you can find a step-by-step explanation of how it all works!
Step-by-step Guide
Step 1
Turn on the Split Desk workflow: Go to your Candidately settings -> General settings -> Enable split-desk workflow -> Yes. Next, you can choose the frequency at which you would like to send notifications about candidates set to "Ready" or "AE rejected". You can choose between notifying instantly or grouping all candidates set to "Ready" or "AE rejected" within a certain period of time and sending a single notification, as shown below:
Step 2
When creating the list, select the colleagues you need to collaborate with from the list creation form (Recruiters & Account managers).
Tip 💡 : when creating the list, make sure the list owner is the person in your team who should be the client-facing contact on the list.
If you need to add additional assignees after the list has been created, simply navigate to the Assignees section on the list and adjust as needed.
Step 3
Adding a candidate to a list: First, candidates get added as Draft to the desired list by following the process described in this article here (or here if the list is not created yet).
Step 4
Mark the candidate as "Ready". Once the candidate is on the list the recruiter can:
Click on the Review & Update button.
In the side menu that comes up, verify everything is properly filled in, and then click the Mark as ready button to change the candidate status to Ready ("Ready" candidates are not visible to your clients until they are set to Active).
Setting candidates to Ready will trigger an email notification that is sent to all your colleagues assigned to the list. Depending on your settings, you'll be able to see the scheduled email notifications on the Activity tab as shown below:
Step 5
Option 1. The Account Manager sets the candidate to "Active": After the candidate is set to Ready, the Account Manager can click the Review and Activate button to finalize the process and click Set active in the side menu that comes up.
Option 2. The Account Manager sets the candidate to "AE rejected": After the candidate is set to Ready, the Account Manager can click on the candidate to view all their information along with the "Set to AE rejected" option. Remember you can also always change the current candidate status by clicking on it and selecting the desired option from the dropdown menu.
Important: You can control whether the "AE rejected" reason is mandatory or optional by going to: Settings → General Settings → Candidate Settings
Pro Tip 💡: Learn how to map these statuses to a Bullhorn status to automatically sync status changes in our Job Submission Status Mapping Help Center article.
Colleague notifications
As part of the Split Desk workflow, email notifications will go out to your assigned colleagues when candidate statuses change.
To enhance the relevance and effectiveness of internal communication, use our Candidate Assignees feature, designed to provide you precise assignment control of internal users directly to candidates, ensuring notifications reach only those who need them. In collaborative workflows, such as Split Desk, where multiple colleagues are involved in the same list, the inflow of unnecessary email notifications can be overwhelming. Simply assign the relevant team members to specific candidates to ensure candidate-related notifications are only directed to those who need them.
Example 📚: each recruiter may want notifications only for their own assigned candidates and notify the account executive selectively when they mark the candidate as Ready, instead of notifying every colleague assigned to the list. Similarly, if the AE rejects a candidate, he may only want to notify the candidate's recruiter, instead of every colleague working on the list. With Candidate Assignees, you can customize notifications to meet each user's needs. To learn more about how our Candidate Assignees feature works, visit our Help Center article.
Please note 📔 : Admin and Owner type users can set company-wide Split-desk notification frequency and grouping settings here and choose the frequency at which they will send notifications about candidates set to "Ready" or "AE Rejected". This setting groups notifications together to help manage the number of emails you trigger.
You'll also be able to see what changes were made, to which candidates, and when notifications went out, via the Activity feed.
"Ready" and "AE rejected" filters
We added Ready and AE rejected options to the list's filter. This makes it easy to check which candidates have these statuses and go through them smoothly.
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