AIWorkDex
People Practice

Keep candidate stages and next actions reviewable

Give each candidate a timely human-owned process state without automated judgement.

Preparation
Until every active candidate has a current status and next action
Difficulty
Moderate
Task
Run a candidate pipeline
Back to the Task: Run a candidate pipeline

Before you start

Get what you need before you start

  • Get local HR approval for stages, status timing, candidate communications, permissions, and retention.
  • Identify the person who may move, pause, close, or correct each candidate record.

Steps

Work through the method

Use the listed inputs and tools. Check the evidence when you need to verify a step.

  1. Configure approved stages

    Create only the named stages, authorised transitions, owners, next-action fields, and evidence links approved for this role.

    Why it matters: A visible pipeline can expose missing action without becoming a merit model.

    Input
    The approved selection process and access policy.
    Output
    A restricted pipeline with documented stage rules.
    Tools in this stepGreenhouse

    Evidence for this step

  2. Review every active candidate

    Check stage, time in stage, owner, evidence, promised response, and next action; ask a human to resolve every gap.

    Why it matters: The process needs timely action while explanations and employment decisions remain human work.

    Input
    Current candidate records and authorised communications.
    Output
    A checked queue with one human-owned action for every active candidate.
    Tools in this stepGreenhouse

    Evidence for this step

  3. Close or correct records

    Send the approved status communication, record the authorised outcome, apply retention, and preserve the correction route.

    Why it matters: Candidates need an accurate process state and controlled handling of their information.

    Input
    A human-approved status and communication.
    Output
    A dated status record with the communication, retention rule, and correction route.
    Tools in this stepGreenhouse

    Evidence for this step

Success checks

Check the result before you finish

  • No active candidate lacks a stage, owner, next action, or promised status date.
  • Humans own every stage move and employment decision.

Failure modes

Watch for these problems

  • Pause the process when permissions, retention, or comparable stage rules are missing.
  • Remove any automated ranking, rejection, inference, or fit prediction.

Tools

Choose the tools you need

Sources

Read the sources behind this practice

Check what each source supports and where the advice has limits.