Getting Started:

Super Admin

Workflow Best Practices

For Super Admins
 The Basics

Workable is a hiring platform. From job description to offer

letter, Workable provides the tools you need to discover
and delight more candidates and decide who’s best for
your business, fast.

Go to workable.com/signin to login to your account.

 1. Account settings

Contents
2. Create a job

3. Interact with candidates

4. View a candidate profile

5. View the Homepage

6. Sourcing tools

7. Reporting

8. Workable Mobile

9. Extra options
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1. Account Settings

Access account Settings by clicking your user icon in the upper right of Workable.

Pipelines Managing account members

(WORKFLOW) Invite coworkers to Workable and assign them to
Every job in Workable has a ‘recruiting pipeline’ associated specific jobs.
with it. Create pipeline stages based on candidate
milestones in your process, always keeping “Hired” at the Super Administrators can access all account settings
end. Adjust the pipeline as needed or create multiple and candidate details. Other member types cannot
pipelines for different types of job via the Workflow setting.. access settings and must be assigned to jobs to see
candidate details for those jobs.

Compliance Various user levels can be assigned to give users

Enable EEO/OFCCP settings if required for your jobs in the more or less access to Workable features and
US. Enable GDPR settings if you recruit within EU, UK, candidate details.
Norway, Iceland, Switzerland & Liechtenstein. Enable CCPA
settings if your job location is within California, USA.

Templates
Add email, texting, interview and offer letter templates for
easier candidate communication and a more consistent
hiring process.

Email & Calendar integrations

(INTEGRATIONS)
For Gmail or Microsoft 365 Outlook users, enable
special integrations with those tools to unlock extra email
syncing and scheduling features like self-scheduling and
calendar comparison.

Automated Actions
Use automated actions to send email templates based on
specific actions that users take in Workable i.e.
moving/disqualifying a candidate.

Referrals portal
Roll out the referral portal across your company and adjust
basic referrals settings i.e. default email notifications,
referrals rewards, form questions etc.
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2. Create a job
From the Homepage or Jobs page, click Create A New Job

Job Details
In the job editor, navigate through the tabs at the top from left to
right to complete the setup for your job. You can save drafts and
even make changes after publication. Fill in the job details or
import one of hundreds of up-to-date templates.

Application Form
Customize the application form with questions relevant to the
specific job. Click the Publish button when you’re ready to
advertise the job. Jobs can be set to “Internal” if you don’t want
to publish yet. You can unpublish and republish jobs any time.

Find Candidates
Under Find Candidates, choose the job boards you want to post
on, and select paid/promoted post options. Nurture the job over
time through this tab.

Team Members
Add the job’s hiring team. Users who are added to this tab will
be able to see candidates and help hire for this job.

Workflow
The Workflow tab is used to choose a pipeline and add
assessments or video interviews.
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3. Interact with candidates

From the Jobs page, click on any stage in a job to view its candidates. Select a
candidate to view the candidate profile and toolbar.

Mail Evaluate
Send an email to the applicant. When a candidate replies You can evaluate a candidate during each stage
you’ll get a copy to your email as well as your Workable of the pipeline. Multiple people can provide
inbox. You can reply from your regular email inbox. Email evaluations. Leave ratings of: Definitely / Yes / No
threads will be logged in the candidate’s Timeline in
Workable automatically.
Disqualify
If a candidate doesn’t seem like a good fit for the role,
Schedule you can Disqualify them. Disqualifying will help you
When it’s time to talk or meet with a candidate, you can manage your workload more easily. Candidates are
send a calendar invite right from Workable. Add attendees, not automatically notified when you disqualify them.
set the location, date, and time.

Change stages
Comment Move a candidate to the next stage in the hiring
Leave an internal note on a candidate’s profile. Use this pipeline (you can also use the dropdown arrow to
option if something stood out on their resume or to have move them to any stage, backwards or forwards).
another team member check out the profile.

More options
Click the three dots for extra candidate management
options.
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4. View a candidate profile

Under the toolbar, you’ll see a panel with some basic candidate details. Every
candidate in Workable has a candidate profile. The different tabs are where you
can review a candidate's application details and track team interactions.

Profile Communication
The Messages tab includes emails and text messages between
The section includes information provided by the candidate
the hiring team and the candidate, including messages sent
when they applied for the job. If they uploaded a resume it
using automated actions and esignature requests. All
will be here. Any custom fields will also be included.
scheduled event information will be recorded in the Events tab.
Candidate answers to questions you added to the
application will be found here as well. If the candidate was
referred then referrals information will be listed. Review
The Review tab this includes Evaluations, Assessments, Video
Timeline (all items) interviews, External feedback, Background checks, and
Reference check, each with their own respective subtabs, when
The Timeline provides a chronological view of all activities
applicable.
and interactions. This includes emails sent, interviews
scheduled, notes left, and any other significant events. A
descriptive icon that matches the toolbar will be visible next Comments
to each item for easier distinction.
Comments left for the candidate will be listed here. Candidates
will never see these comments. They are only for internal use.

Offer
This tab will appear if you have sent or completed an offer
e-signature request to the candidate. Offer audit trails will also
appear here.

Files
If a file was attached to a comment or email then a Files tab will
be displayed. E-signature completion and offer acceptance files
will also appear here.
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5. View the Homepage

Upon login, you will land on the homepage. Also accessible from the “W” logo.

The Homepage displays all the necessary information needed at a glance including a daily
agenda, to-do items, and job information. You may have additional information on your
homepage depending on your permissions. The common information to see are:

● Calendar: View Events for the current calendar day

● To-dos: Take action to approve jobs or offers
● Jobs: View the jobs you have visibility for and create jobs

Files
Review and download company-related documents in the Files page.
 Workflow Best Practices For Super Admins | help.workable.com | [email protected]

6. Sourcing tools
People Search, Auto-source and resurface candidates (powered by AI Recruiter)

People Search
People Search is a Workable feature that
enables you to search the web for the right
candidates:

Search by name, or any term that can be

matched to a candidate’s profile, including
previous job title, workplace or education.
Boolean search is supported: Use terms like Auto-source (via AI Recruiter)
“AND”, “OR”, “NOT” to narrow down your Preview passive candidates based on your job
results and find the best candidate. title/description and choose which profiles to add
to your pipeline. These candidates count towards
People Search will compile profiles for your People Search quota.
potential candidates which provide detailed
resume info, contact details and candidate
Resurface Candidates (via AI
information.
Recruiter)
Add candidates found in People Search Preview and resurface existing candidates who
directly to your Workable account and are relevant to new jobs based on keywords,
complete bulk actions such send emails or add previous candidate evaluations, comments, and
tags. more. These candidates do not count towards
your People Search quota.
Based on your subscription, there is a certain
number of People Search profile results that Add Auto-source or Resurfaced candidates to
can be viewed. Check the remaining number of your pipeline and reach out to them via email
profile views in the Plan section of your individually or in bulk. Access both features via
account. the Find Candidates tab in the job editor.
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7. Reporting

Your Workable account has a wide range of reporting options. Click Reports to
access the Report Center. Workable offers dozens of reports to view. Reports are
filterable by jobs’ department, location, and date. Start with the reports featured
on this page if you haven’t explored reporting in the past.

Candidate Sources
A complete breakdown of how candidates
arrive in your Workable account: their ‘source’.
See which channels get the most views and
candidates. From job boards to referrals to
uploads, every source is tracked automatically
with the Candidate Sources report.

Hiring Velocity
Learn which stages of your pipeline take the
longest. Pinpoint inefficiencies and make
adjustments to your recruiting process to
ensure that you don’t miss out on the best
candidates with the Hiring Velocity report.

Time to Hire
See a big picture view of how long it takes you
to hire. Time to Hire report is best used
historically. If you hired for “Sales
Representative” 6 months ago and now have
to hire again, you can set expectations for
how long the candidate search will take.
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8. Workable Mobile

Download the Workable mobile app for free on iOS

and Android phones:

● Create, edit, and publish jobs

● Review resumes and profile info
● Fully interact with candidates
● See upcoming events
● Complete evaluations/interview scorecards
● Share candidate profiles
● Use People Search
● Send or approve offer letters
● And more...

The Workable app is especially useful for hiring

managers. They’ll receive notifications when
something requires their attention or they need to
take action with a candidate.
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9. Extra Options

Bulk actions
Perform actions in bulk by selecting the
checkbox next to candidates within a stage.
This is an effective way to send email
templates or disqualify candidates in a
group. Bulk actions can also be completed
in the Candidates page.

Candidate search
Search by name, or any term that can be
matched to a candidate’s profile. Refine
your search results using filters. Use the
search bar in the upper right or click
Offer letters
Candidates in the toolbar.
Add templates to send custom offer letters
to candidates in your Offer stage. You’ll fill
Every candidate in your account is
in the key details of your custom offer
searchable, no matter their status (active,
templates (like salary, start date and other
archived, disqualified, snoozed).
variables you select), then a link is sent to
the candidate where they can view the
letter and provide their e-signature.

As soon as the candidate signs, you’re

notified and the signed document is stored
in Workable.

Interview kits
Add interview kits to stages of your
recruiting pipeline via the Workflow tab of
the job editor. Interview kits are custom sets
of questions that will appear for an
interviewer.

With Interview kits added, candidates will

be judged on a level playing field, creating
a consistent experience for both parties.
Support when
you need it

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[email protected]

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+44 (0) 800 086 8870
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resources by clicking your
user icon and then “Help”