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Candidate assignment to the right recruiter by skill and availability, with a first-contact SLA

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Contact24 stepsUpdated for HubSpot seat pricing
OutcomeEvery new candidate lands with a recruiter who works that discipline, the immediately available ones jump the queue, and a manager hears about it when the first call has not happened inside the SLA window.
Workflow maprecruiting-001
Candidate status new or available, skills known, no owner leads to In redeployment pool?. In redeployment pool? leads to Yes: Copy previous recruiter into contact owner; No: Skills. Copy previous recruiter into contact owner leads to Stamp candidate routed date. Skills leads to Engineering: Rotate across engineering pool; Finance: Rotate across finance pool; Healthcare: Rotate across healthcare pool; No match: Rotate across general pool, status screening. Rotate across engineering pool leads to Stamp candidate routed date. Rotate across finance pool leads to Stamp candidate routed date. Rotate across healthcare pool leads to Stamp candidate routed date. Rotate across general pool, status screening leads to Stamp candidate routed date. Stamp candidate routed date leads to Available within 14 days?. Available within 14 days? leads to Yes: Call task due in 2 business hours, notify owner; No: Call task due in 1 business day. Call task due in 2 business hours, notify owner leads to Delay 4 business hours. Call task due in 1 business day leads to Delay 4 business hours. Delay 4 business hours leads to Contacted since routing?. Contacted since routing? leads to Yes: SLA met = true; No: Warn owner, delay 2 business hours. Warn owner, delay 2 business hours leads to Contacted since routing?. Contacted since routing? leads to Yes: SLA met = true; No: SLA met = false, notify manager, create task. Yes No Engineering Finance Healthcare No match Yes No Yes No Yes No Candidate status new or available, skills known, no owner In redeployment pool? Copy previous recruiter into contact owner Skills Rotate across engineering pool Rotate across finance pool Rotate across healthcare pool Rotate across general pool, status screening Stamp candidate routed date Available within 14 days? Call task due in 2 business hours, notify owner Call task due in 1 business day Delay 4 business hours Contacted since routing? Warn owner, delay 2 business hours Contacted since routing? SLA met = false, notify manager, create task SLA met = true
Candidate status new or available, skills known, no owner leads to In redeployment pool?. In redeployment pool? leads to Yes: Copy previous recruiter into contact owner; No: Skills. Copy previous recruiter into contact owner leads to Stamp candidate routed date. Skills leads to Engineering: Rotate across engineering pool; Finance: Rotate across finance pool; Healthcare: Rotate across healthcare pool; No match: Rotate across general pool, status screening. Rotate across engineering pool leads to Stamp candidate routed date. Rotate across finance pool leads to Stamp candidate routed date. Rotate across healthcare pool leads to Stamp candidate routed date. Rotate across general pool, status screening leads to Stamp candidate routed date. Stamp candidate routed date leads to Available within 14 days?. Available within 14 days? leads to Yes: Call task due in 2 business hours, notify owner; No: Call task due in 1 business day. Call task due in 2 business hours, notify owner leads to Delay 4 business hours. Call task due in 1 business day leads to Delay 4 business hours. Delay 4 business hours leads to Contacted since routing?. Contacted since routing? leads to Yes: SLA met = true; No: Warn owner, delay 2 business hours. Warn owner, delay 2 business hours leads to Contacted since routing?. Contacted since routing? leads to Yes: SLA met = true; No: SLA met = false, notify manager, create task. Yes No Yes No Yes No Yes No Candidate status new or available, skills known, no owner In redeployment pool? Copy previous recruiter into contact owner Skills Engineering Rotate across engineering pool Finance Rotate across finance pool Healthcare Rotate across healthcare pool No match Rotate across general pool, status screening Stamp candidate routed date Available within 14 days? Call task due in 2 business hours, notify owner Call task due in 1 business day Delay 4 business hours Contacted since routing? Warn owner, delay 2 business hours Contacted since routing? SLA met = false, notify manager, create task SLA met = true

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when the agency is split into desks by discipline or sector and each desk has two or more recruiters.
  • Use it when applications arrive through a form, a job board integration or an import, so a skill value exists on the record before assignment.
Read more on when to use itShow less

Skip it

  • Do not use it for client side contacts. Hiring managers belong in the business development routing built from lead-routing-010, and mixing the two puts candidates into a sales sequence.
  • Do not use it when skills arrive as free text from a parser. Branching on free text fails silently on every spelling variant, so map the text to the fixed option list first with the lookup pattern in data-quality-014.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 10 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 24 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 32 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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