Ashby Recruiting Workflows

Ashby Recruiting Workflows

Comprehensive guidance for managing recruiting workflows in Ashby ATS. This skill covers candidate pipeline management, interview scheduling, application tracking, and hiring team coordination.

Core Workflow: Candidate Pipeline

The standard recruiting pipeline flows through these stages:

Sourced → Applied → Phone Screen → Interview → Offer → Hired
                ↓           ↓          ↓
             Archived   Archived   Archived

Moving Candidates Through Stages

To advance a candidate:

1. Get the application ID using application_list or application_info
2. Get available stages using interview_stage_list with the job ID
3. Use application_change_stage with the target stage ID

# Example workflow
# 1. Find candidate's application
applications = application_list(candidateId="...")
app_id = applications[0]["id"]

# 2. Get available stages
stages = interview_stage_list(jobId=job_id)
next_stage = stages["Lead"]  # or "Phone Screen", "Onsite", etc.

# 3. Move to next stage
application_change_stage(applicationId=app_id, interviewStageId=next_stage["id"])

Archiving (Rejecting) Candidates

When archiving an application, always provide an archive reason:

1. Get archive reasons using archive_reason_list
2. Use application_change_stage with an archived stage and archiveReasonId

Common archive reasons include:

• Not qualified
• Position filled
• Candidate withdrew
• No response
• Failed assessment

Interview Scheduling Workflow

Scheduling a New Interview

1. Identify the application using application_list
2. Find available interviewers using user_list or user_search
3. Create the schedule using interview_schedule_create

Required information:

• Application ID
• Interviewer user IDs (array)
• Start and end times (ISO 8601 format)
• Interview stage ID (optional but recommended)

interview_schedule_create(
    applicationId="app-123",
    interviewerUserIds=["user-1", "user-2"],
    startTime="2024-01-15T14:00:00Z",
    endTime="2024-01-15T15:00:00Z",
    interviewStageId="stage-id"
)

Rescheduling Interviews

Use interview_schedule_update with the schedule ID:

interview_schedule_update(
    interviewScheduleId="schedule-123",
    startTime="2024-01-16T10:00:00Z",
    endTime="2024-01-16T11:00:00Z"
)

Canceling Interviews

Always provide a reason when canceling:

interview_schedule_cancel(
    interviewScheduleId="schedule-123",
    reason="Candidate requested reschedule"
)

Candidate Management Best Practices

Adding Candidates

When creating candidates, include as much information as possible:

candidate_create(
    name="Jane Smith",
    email="jane@example.com",
    phoneNumber="+1-555-0123",
    linkedInUrl="https://linkedin.com/in/janesmith",
    location="San Francisco, CA",
    sourceId="referral-source-id"
)

Tracking Candidate Sources

Always attribute candidates properly:

1. Get available sources using source_list
2. Set source when creating candidates or applications
3. Update source using application_change_source if needed

Using Tags for Organization

Tags help filter and organize candidates:

# Get available tags
tags = candidate_tag_list()

# Add tag to candidate
candidate_add_tag(candidateId="...", tagId="senior-engineer-tag")

Common tag strategies:

• Skill-based: "python", "react", "data-science"
• Status-based: "high-priority", "passive", "referral"
• Source-based: "conference-2024", "hackathon"

Adding Notes

Document all candidate interactions:

candidate_add_note(
    candidateId="...",
    note="Initial phone screen completed. Strong technical background, moving to onsite.",
    sendNotifications=False
)

Application Workflow Patterns

Sourcing New Candidates

1. Create candidate with candidate_create
2. Create application with application_create
3. Add to appropriate initial stage

# Create and consider for job
candidate = candidate_create(name="...", email="...")
application_create(
    candidateId=candidate["id"],
    jobId="target-job-id",
    sourceId="linkedin-sourcing"
)

Bulk Pipeline Review

To review current pipeline status:

# Get all active applications for a job
apps = application_list(jobId="...", status="Active")

# Group by stage for reporting
for app in apps:
    stage = app["currentInterviewStage"]["name"]
    candidate = app["candidate"]["name"]
    # Process...

Transferring Applications Between Jobs

Use application_create to consider a candidate for additional jobs without losing existing application history.

Job Management

Job Status Workflow

Draft → Open → Closed/Archived

• Draft: Job visible internally, not on careers page
• Open: Actively recruiting, visible on careers page
• Closed: Position filled
• Archived: No longer relevant

Updating Job Status

# Close job when position is filled
job_set_status(jobId="...", status="Closed")

# Reopen if needed
job_set_status(jobId="...", status="Open")

Offer Workflow

Creating Offers

After interview rounds complete:

offer_create(
    applicationId="app-123",
    startDate="2024-02-01",
    offerDetails="Senior Engineer role, $150k base + equity"
)

Tracking Offers

List and monitor offer status:

offers = offer_list(applicationId="app-123")
# Check offer status, pending approvals, etc.

Common Workflow Scenarios

Scenario: Phone Screen Completed

1. Review notes from screening call
2. Add note with candidate_add_note
3. Move to next stage with application_change_stage
4. Schedule onsite with interview_schedule_create

Scenario: Candidate Withdrawal

1. Get archive reasons with archive_reason_list
2. Find "Candidate Withdrew" reason
3. Archive with application_change_stage including archive reason

Scenario: Internal Referral

1. Create candidate with candidate_create
2. Get referral source with source_list
3. Create application with source attribution
4. Add note crediting referring employee

Pipeline Analytics

Getting Pipeline Metrics

List applications by status to understand funnel:

# Active candidates
active = application_list(jobId="...", status="Active")

# Hired
hired = application_list(jobId="...", status="Hired")

# Archived (rejected)
archived = application_list(jobId="...", status="Archived")

Interview Load Analysis

Review upcoming interviews:

from datetime import datetime, timedelta

schedules = interview_schedule_list(
    startTimeAfter=datetime.now().isoformat(),
    startTimeBefore=(datetime.now() + timedelta(days=7)).isoformat()
)

Additional Resources

Reference Files

For detailed Ashby API patterns, consult:

• references/api-patterns.md - Common API usage patterns and error handling

Tools Reference

Core tools for workflows:

• candidate_* - Candidate management
• application_* - Application lifecycle
• interview_schedule_* - Scheduling
• job_* - Job management
• offer_* - Offers