Recruitment
Pipelines, interviews, evaluation and offers from a collaborative hub.
Recruitment runs the whole hiring process in one place — from raising a manpower requisition and posting the opening through screening, shortlisting, interviews, evaluation and offer. Each step is its own screen on the module's rail, and each writes to the same candidate record, so the pipeline is always one truthful list rather than a spread of spreadsheets and inboxes.
The process is deliberately gated. A job post can be required to reference an approved requisition, so hiring only begins once the headcount is signed off; a candidate can only be added against an open job post, so no applicant floats free of a role; and an extended offer can be required to clear approval before anyone is marked Hired. Each gate is a toggle in Recruitment Settings — switch it off and the step becomes optional, switch it on and the server enforces it on every request.
Candidates move through a clear pipeline — Applied, Screening, Interview, Offer, Hired — with Rejected reachable from any earlier stage. The data captured along the way travels with the candidate: screening result and score, shortlisting remarks, interview schedule, evaluation scores and the offer terms all live on one record, visible from whichever screen you open next.
Access is controlled form by form. Every rail item — Job Request, Job Post, Job Candidate, Screening, Short List, Schedule Interview, Evaluation, Hiring Approvals, Questionnaire Category, Skill Set and Recruitment Settings — is an individual form in the role and permission matrix, and an unchecked form simply disappears from the rail for that user.
How Recruitment works
Raise a requisition, get it approved
Hiring starts on Job Request. A requisition names the hiring manager — picked from the employee directory — with the position title, department, designation, number of positions, employment type (full time, part time, contract or internship) and a written justification. Submitted requisitions appear in a list with their status: pending, approved or rejected.
Each requisition lands on Hiring Approvals, where an approver sees the position, department, positions requested, employment type and justification alongside who raised it and when, and approves or rejects it with one click. Raising a requisition is governed by the Job Request permission; deciding one is governed by the Hiring Approvals permission — the server checks both.
Post the job — against an approved requisition
A job post carries the title, department, location, employment type, number of openings, experience required, salary range, closing date, a free-text description and a status of Open, On hold or Closed. When Require requisition approval is on, a new post must be linked to a requisition that has cleared Hiring Approvals — the form lists only approved requisitions, and the server rejects any post that references a missing or unapproved one. Existing posts can be edited freely, and only the create is gated, so older records are never blocked.
Build the candidate database
Job Candidate is the applicant database across every post. A candidate record holds full name, email, phone, the position applied for, a source — Career Portal, Referral, LinkedIn, Agency, Walk-in or Other — expected salary and a free-text skill set. New candidates must be added against an open job post; the form offers only open posts and the server enforces the same rule, telling you exactly which post is on hold or closed if you try.
The list is filterable by pipeline stage and searchable by name or email, with each row showing the candidate's contact details, the role they applied for, their source and a colour-coded stage badge.
Screen, shortlist, interview
Screening lists everyone at the Applied and Screening stages. Record a result — Pending, Passed or Failed — with a score out of 100 and notes; a pass sends the candidate towards the short list and a fail moves them straight to Rejected. Short List then shows only candidates who passed screening: add remarks and shortlist them, which advances the candidate to the Interview stage.
Schedule Interview arranges the conversation itself: date, time, mode (onsite, online or phone), the interview panel, a location or meeting link, remarks and a status of Scheduled, Completed or Cancelled. The panel field pre-fills from the Default Interview Panel configured in settings, and the same dialog reschedules an interview that already has a date.
Evaluate, extend the offer, hire
Evaluation scores interviewed candidates on three criteria — technical, communication and culture fit, each out of ten — with a live total out of thirty, a written remark and a recommendation: Hire moves the candidate to the Offer stage, Reject closes them out, Hold leaves them in place.
Finalize Offer records the offered salary (pre-filled from the candidate's expected salary), joining date, remarks and an offer status of Extended, Accepted or Declined. With Require offer approval on, saving the offer raises an approval request that appears on Hiring Approvals with the salary and joining date attached, and the candidate cannot be marked Hired until it is approved — the dialog shows the request's live status, and the offer data itself is always saved first, so a blocked hire never loses the form input. An accepted offer marks the candidate Hired; a declined one moves them to Rejected.
A dashboard over the whole pipeline
The Recruitment Dashboard opens the module with six figures computed on the server for your organisation: open job posts, total candidates, pending requisitions, interviews scheduled, offers extended and hired. Below them, a stage-distribution chart shows how the candidate pool splits across Applied, Screening, Interview, Offer, Hired and Rejected, and every card links straight to the screen where that work happens.
Features
Requisition-gated job posts
Turn on Require requisition approval and no job can be posted without referencing a requisition that cleared Hiring Approvals. The rule is enforced on the server at create time, with clear messages when a requisition is missing, invalid or still pending.
A five-stage pipeline with full history
Applied, Screening, Interview, Offer and Hired, with Rejected reachable from any earlier stage. Every stage writes its own slice of data to the candidate record — scores, remarks, schedules and offer terms stay attached to the person, not the screen.
Structured screening and shortlisting
Screening captures a pass/fail result with a score out of 100 and notes, and routes failures to Rejected automatically. The short list shows only screening passes with their scores, so the decision to interview is made from evidence.
Interview scheduling with a default panel
Set date, time, mode — onsite, online or phone — panel, location or meeting link, and track each interview as Scheduled, Completed or Cancelled. A default panel configured once in settings pre-fills every new schedule.
Scored evaluations
Three criteria out of ten — technical, communication and culture fit — totalled out of thirty, with remarks and a hire/hold/reject recommendation that moves the candidate on. Scores stay visible on the evaluation list for side-by-side comparison.
Offer approval before hire
With the toggle on, saving an offer raises an approval request carrying the candidate, salary and joining date, and the server refuses to mark anyone Hired until it is approved. A rejected offer can be revised and re-submitted without losing the record.
Configurable approval routing
Route requisitions and offer approvals through one to five approval levels, to a specific named employee or to the requester's line manager — the default. A requester can never approve their own request.
Skill and questionnaire libraries
Keep a reference list of skills in the module's settings — a simple add-and-remove list that gives your team a shared vocabulary to consult — alongside a set of questionnaire categories for screening and assessment forms. Candidate skills themselves are recorded as free text on each candidate's record.
Form-level permissions
Every screen on the recruitment rail is an individual form in the permission matrix. Raising a requisition needs the Job Request permission, deciding one needs Hiring Approvals, and screens a role cannot use disappear from the rail entirely.
Used by: HR administrators manage the entire pipeline.
Works with the rest of Nexa People
Recruitment's approvals run on the same request engine as the rest of Nexa People. Job requisitions and offer approvals are request kinds alongside leave, payroll and employee requests, so they carry the same statuses, appear in the same approval queues and follow routing configured in the same way — the hiring routing itself is stored beside the Employee module's approval settings and shares its one-to-five-level shape.
The module reads live organisational data rather than keeping its own copies. Department dropdowns on Job Request and Job Post come from the departments defined in the Organization module; the hiring manager on a requisition and the approver in settings are both picked from the Employee Management directory; and the role templates that gate every recruitment form are the same templates that govern access across the whole system.
The Recruitment Dashboard's figures are aggregated on the server per organisation, drawing on the same job, candidate and request records the other screens edit — so the numbers on the cards always match the lists behind them.
Frequently asked questions
What stages does a candidate move through?
Applied, Screening, Interview, Offer and Hired, in order, with Rejected reachable from any earlier stage. Screening results, shortlisting, evaluation recommendations and offer outcomes each advance the candidate automatically — a failed screening or declined offer moves them to Rejected without a separate step.
Can we stop jobs being posted before headcount is approved?
Yes. With Require requisition approval switched on, every new job post must reference a job requisition that has been approved on Hiring Approvals. The job post form lists only approved requisitions, and the server rejects a post whose requisition is missing or still pending. Switch the toggle off and the requisition becomes optional.
Can a candidate exist without a job post?
No. New candidates must be added against an open job post — the form only offers open posts, and the server refuses candidates attached to a post that is on hold or closed, naming the post in the error. Every applicant is therefore tied to a real role from the moment they enter the system.
How does offer approval work?
When Require offer approval is on, saving a candidate's offer raises an approval request carrying their name, offered salary and joining date, which lands on Hiring Approvals. The candidate cannot be marked Hired until that request is approved — the offer dialog shows its live status, and the offer details are saved regardless, so nothing typed is lost while approval is pending. If the request is rejected, saving the offer again re-submits it.
Who approves requisitions and offers?
That is configured in Recruitment Settings. Approvals can run through one to five levels, routed either to a specific employee you pick from the directory or to the requester's line manager — the default. Requisitions and offer approvals share the same routing, and a requester can never approve their own request. Acting on the queue also requires the Hiring Approvals permission.
How are interviews and evaluations recorded?
An interview holds its date, time, mode — onsite, online or phone — panel, location or link, remarks and a Scheduled, Completed or Cancelled status, with the panel pre-filled from a configurable default. Evaluation scores technical ability, communication and culture fit out of ten each for a total out of thirty, plus remarks and a hire, hold or reject recommendation.
Who can see and use the recruitment screens?
Access is per form. Each item on the recruitment rail — from Job Request through Recruitment Settings — is an individual form in the role and permission matrix, and forms a role does not include are hidden from the rail. Raising a requisition is gated by the Job Request permission and deciding requests by Hiring Approvals, enforced on the server as well as in the interface.
Related modules
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