This guide will cover how to create and manage your progression stages on your Talos system.
Progression Stages are used in a workflow to progress candidates through various stages, such as asking the candidate for further information when being shortlisted, scheduling interviews in for candidates, and even onboarding candidates to be hired for a role.
Note: you will need access to the ‘System Configuration' permission in order to manage the progression stages on your system.
Adding a Progression Stage
To add a new progression stage on your system, click here to navigate to the Progression Stage admin screen when signed into the ATS.
In the Progression Stage Admin screen, click on the Profile dropdown and select the relevant profile you would like to add the new stage to:
Once a profile has been selected, this will load the milestones that are available in the system. Select the milestone you would like to add the new stage to and then click on 'Add Stage' on the dropdown:
This will load some fields that you can add to the new stage. The only mandatory field is 'Progression Stage' which will be the name of the new stage:
There are two types of actions that can be added to a progression stage -
Manual actions
Manual actions usually need user intervention before the action is triggered. Such as a manual email, which can be edited in Talos before sending to a candidate.
Manual actions have three options to choose from: Manual Email, Interview Booking and Interview Scheduler:
Note: 'Interview Booking' is used in tandem with the interview booking feature in Talos, and this will need a minimum of 6 emails set up to use.
This is our legacy interview booking module. If you are set up to use the Teams/Meets integrated interviewing, please select Interview Scheduler.
Auto actions
Auto actions do not need any user intervention. When a candidate is moved to a stage, any auto actions that are assigned to the stage are automatically triggered within the system.
Example: If an auto email has been assigned to the progression stage and a candidate is moved to that stage, the email will be sent automatically to the candidate.
If an auto action needs to be assigned to a progression stage, click on the 'Add Auto Action' button in the bottom right-hand corner of the page, and this will add a new 'Auto Action' section.
The auto actions below are currently available for assigning behind a progression stage:
Auto Email – Automatically sends an email to the candidate when they reach a specific stage.
Auto SMS – Sends a text message based on the candidate’s movement into a stage.
Invite to Video Screening – Triggers an automatic invite for the candidate to complete a video screening once they reach the chosen stage.
Invite to Onboarding Site – Automatically sends the candidate an invite to access the onboarding site when they reach the specified stage (for bespoke onboarding pages).
Add to Talent Pool - Automatically add the candidate to your Talent Pool when they reach this stage.
Create Right To Work Check - Automatically creates a RTW check through TrustID.
Send Onboarding Microsite Invite - Sends the candidate the link to access the onboarding site (Careers Page Builder/user-managed onboarding sites)
Send to Talos Connect - Automatically sends the user through your integrated Talos Connect provider (provided the relevant information has been completed prior)
Depending on the action that has been selected, some additional information will need to be completed.
For example, if Auto Email was selected, this will need a communication template to be assigned, who the email is to be sent to, and if any delay is needed, the delay settings assigned as part of the action:
Info: On the right-hand side of the ‘Email To’ section, there is a ribbon button with a dropdown section. This includes any available placeholders within Talos, which will gather the information automatically depending on which placeholder is used:
Example: if 'Applicant Email' is selected, this will automatically fill in the candidate's email address in the ‘To’ field when the email is sent.
Note: Multiple Auto Actions can be assigned to one stage.
Assigning Data Capture Forms
Data capture forms can be assigned to a progression stage.
Assigning a data capture form to a progression stage will ensure that, when a candidate is moved to that stage, the data capture forms are sent to the candidate via email to complete (if the data capture form is set as an external form) or become available in the ATS to be completed internally.
To add a data capture form to the progression stage, click on 'Assign one now' under the 'Data Capture Forms' section:
This will load the data capture forms section where you can choose which data capture forms to add. Click on the ‘Choose data capture form’ dropdown section and select the data capture form. Once selected, click on ‘Add Selected’:
Note: To send a data capture form out of the system via email, you will need to create your email in Manage Communication Templates, and ensure it has the placeholder to attach the data capture form ##datacaptureformlinks##.
Once created, this will need to be assigned at the same stage as the data capture form, either as a manual or auto action.
Emails can also be assigned against data capture forms, so once they have been completed, an email can be sent to the recruitment team, or a specific email address to notify them that the data capture form has been completed.
Note: an email template will need to be created in Talos for the data capture form 'email on completion' feature.
Data capture forms can also be removed from a progression stage. To remove a data capture form on the right-hand side, click on ‘Remove’ against the data capture form and this will remove the form from this stage.
Once you are happy with the setup of the new progression stage, click on 'Save' in the lower right-hand corner of the page and this will be available against new jobs that are posted on your system.