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