The Journey divides your application process into different phases. Your application statuses are assigned to one of these phases. This assignment forms the basis for the correct preparation of your reports and dashboards in the Dashboard tab on the Reports page. It helps to analyze the application process and make optimizations.
A well-maintained Journey is especially important for analyzing and optimizing your recruiting activities.
Configuration
The configuration of the Journey is done via the page Reports – open the tab Dashboard – and click the button Configure Journey. There, you can adjust the assignment of application statuses to phases. For more information, see the article: Configure Journey.
System behavior
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Permission
To adjust the Journey, users need the permission Journeys | view/edit/create/delete. -
Phases of the Journey/Recruiting Process
The Journey is divided into 8 phases. Each phase includes specific tasks and statuses that mark the progress of an application:-
Phase 1 – Entry & Privacy
- What happens here: Application is received, completeness is checked, privacy consent is obtained/confirmed.
- Statuses belonging here: Statuses for the initial receipt of the application, privacy confirmation or request, incomplete applications.
- Examples: "Application received," "Privacy pending," "Entry confirmed."
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Phase 2 – Forwarding & Screening by Department
- What happens here: HR forwards the application to the department, initial review of documents takes place.
- Statuses belonging here: Statuses for forwarding to the hiring manager/department, initial review/pre-selection.
- Examples: "Forwarded to department," "Under review," "Being checked."
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Phase 3 – Screening & Tests
- What happens here: Phone/video pre-interviews, aptitude tests, assessments, technical tests.
- Statuses belonging here: Statuses for phone interviews, tests, and their evaluation.
- Examples: "Phone screening scheduled," "Test sent," "Assessment in progress."
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Phase 4 – Scheduling & Interviews
- What happens here: Personal interviews (on-site or digital), multiple interview rounds with different stakeholders.
- Statuses belonging here: Statuses for scheduling, during the interview phase, and decision-making.
- Examples: "First interview scheduled," "Interview conducted," "Second interview scheduled."
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Phase 5 – Events (Talent Events)
- What happens here: Candidate participates in special events (e.g., meet-and-greet events, assessment centers, trial workdays).
- Statuses belonging here: Statuses for event invitations, participation in events.
- Examples: "Invited to assessment center," "Trial workday scheduled," "Shadowed."
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Phase 6 – Co-determination (Works Council)
- What happens here: Works council is informed/involved, approval is obtained (if required).
- Statuses belonging here: Statuses for works council involvement, waiting phase for approval.
- Examples: "Works council informed," "Works council approval pending," "Works council approval received."
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Phase 7 – Offer & Contract Phase
- What happens here: Contract offer is created and presented, negotiations take place, contract is signed.
- Statuses belonging here: Statuses for offer creation, contract negotiations, contract acceptance.
- Examples: "Offer created," "Contract sent," "Contract negotiation," "Contract signed."
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Phase 8 – Hired
- What happens here: Contract is finalized, candidate is hired, onboarding preparation may begin.
- Statuses belonging here: Statuses after final contract acceptance, final hiring confirmation.
- Examples: "Hired," "Onboarding planned," "Starts on [date]."
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Phase 1 – Entry & Privacy
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Colors of elements with application statuses
- Green: The assignment to the phase was made by AI. This is also indicated by the stars in the element. If the AI is confident that the application status fits the phase, the element is colored green. A percentage indicates how confident the AI is in its assessment.
- Red: The assignment to the phase was made by AI. This is also indicated by the stars in the element. If the AI is NOT confident that the application status fits the phase, the element is colored red and placed in the list of unassigned statuses.
- White: Elements with application statuses are white if they were manually assigned by a user.
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Unassigned Statuses
This area lists application statuses that could not be assigned to any phase by the AI. New statuses also appear here automatically.
How to use this area:- Move statuses to the correct phases so that your reports display accurate data.
- Move statuses here that should not appear in the reporting.
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Open and close application phases
To see which application statuses are assigned to a phase, you need to open it. Simply click on the name of the phase. You can close it the same way. -
Move application statuses to the correct phase
To assign an application status to another phase, click on the application status, drag it to the correct position, and release. It is not necessary to open the phase beforehand; this happens automatically when you drag it over. -
Move application statuses to the "Hired" phase
Only application statuses that are final and include the event End of measurement for the "Time to Hire" report are assigned to this phase. This means: If you want an application status to be included here, you must adjust it as described, and it will automatically be assigned to the phase.
Here you can read how to adjust application statuses: How do I edit application statuses? -
Dropoff Statuses
Final application statuses with the event End of measurement for the "Time to Hire" report automatically appear in Phase 8 – Hired. The statuses from this area are by default not listed in the analytics/reports on the dashboard, but you can manually move them to the phase Hired.
How our customers use this
Customers who want to evaluate their recruiting processes have carefully configured the Journey and review the evaluations/reports provided by us on the Reporting page in the Dashboard tab. This allows them to analyze and optimize recruiting activities.