Hiring process flowchart: from open role to signed offer

Step-by-step hiring process for managers, recruiters and HR: requisition, structured interviews, debrief, FCRA background check and offer.

Hiring process flowchart: from open role to signed offerHiring ManagerHRRecruiterOPEN THE ROLESCREEN AND INTERVIEWOFFERBACKGROUND CHECKYesNoNoNoYesNoYesNoYesNoNoYesNoYesNoYesYesNoYesWants changesYesHiring manager asks to fill aroleFor hiring managers, recruiters andHR: the steps from an approvedopening to a signed offer, includingUS background check rules.Common practice for US employers.Your approval levels, pay policy andstate or local law may add steps.Write the business case andbudget for the roleSay whether it is a new role or abackfill. Give the level, the pay rangeand the start date you need.Is the requisitionapproved?Open the requisition and giveit a numberRevise and resubmitthe request?Role is on hold. Hiring stopsWrite the job descriptionList duties, must-have skills andnice-to-have skills separately. Saywhere the work happens and the payrange if your state or city requires it.Federal law bars job ads that show apreference for, or discourage,applicants because of race, color,religion, sex, national origin, age ordisability.Build the interviewscorecard before anyoneappliesPick 4 to 6 competencies from thejob description. Write what a strong,an adequate and a weak answerlooks like for each one.Post the job and sourcecandidatesUse your careers page, job boardsand referrals. Relying only onword-of-mouth referrals can shut outwhole groups of applicants.Screen applications againstthe must-have criteriaApply the same criteria to everyone.Record why each person movesforward or not.Phone screen the shortlistConfirm pay expectations, location,timing and whether they will needvisa sponsorship.Pre-offer questions about disabilityare prohibited. Avoid questions abouthealth, age, religion, family plans ornational origin unless they arejob-related.Enough qualifiedcandidates?Widen sourcing or revisit therequirementsSchedule structuredinterviewsRun structured interviewsAsk every candidate the samequestions, built from thecompetencies on the scorecard. Usethe same follow-up probes.Each interviewer rates answersalone, on the agreed scale, beforetalking to the others.Hold the debriefCollect written scores first. Thendiscuss the evidence against thescorecard, not gut feel. The hiringmanager makes the decision andrecords why.Is there a candidateto move forward?Reject the finalists andre-open the searchCheck referencesGet the candidate's permission first.Ask 2 or 3 references the samejob-related questions.Get offer approvalCheck that pay, level, start date andany bonus or equity fit the approvedrequisition and pay band.Is the offerapproved?Rework the terms with thehiring managerMake a verbal offerSend the written offer letterInclude title, pay, start date, manager,employment terms and anyconditions, such as passing abackground check or showing proofof work authorization.Does the candidateaccept?Is the runner-up stilla fit?Re-open the searchCandidate signs the offerWill you use a report from abackground screeningcompany?A report from a screening companyis a consumer report under thefederal Fair Credit Reporting Act(FCRA). Checks you do yourself arenot, but other laws can still apply.Offer stands without ascreening reportGive the FCRA disclosure asa standalone documentThe disclosure must be clear andconspicuous, in writing, in adocument that consists only of thedisclosure. It cannot sit inside the jobapplication.Get the candidate's writtenauthorizationYou may combine the authorizationwith the disclosure. You then certifyto the screening company that youfollowed the FCRA.Does the reportchange yourdecision?Background check clearedSend the pre-adverse actionnoticeInclude a copy of the report and "ASummary of Your Rights Under theFair Credit Reporting Act."Wait before deciding, so thecandidate can review the report andtell you if it is wrong. The FCRA setsno fixed number of days. Follow yourpolicy or counsel.Did the candidateshow the report iswrong or explain it?Reassess with the newinformationSend the adverse actionnoticeName the screening company withits address and phone number. Say itdid not make the decision andcannot explain it.Tell the candidate they can disputethe report and can ask for a freecopy within 60 days.Withdraw the offer andre-open the searchOffer signed. Hand the newhire to onboardingConfirm the start date and send theonboarding paperwork.

Open the role

  1. Hiring manager asks to fill a roleHiring Manager

    For hiring managers, recruiters and HR: the steps from an approved opening to a signed offer, including US background check rules.

    Common practice for US employers. Your approval levels, pay policy and state or local law may add steps.

  2. Write the business case and budget for the roleHiring Manager

    Say whether it is a new role or a backfill. Give the level, the pay range and the start date you need.

  3. Is the requisition approved?HR
  4. Open the requisition and give it a numberHR

    Then go to step 7, Write the job description

  5. Revise and resubmit the request?HR
  6. Role is on hold. Hiring stopsHR
  7. Write the job descriptionHiring Manager

    List duties, must-have skills and nice-to-have skills separately. Say where the work happens and the pay range if your state or city requires it.

    Federal law bars job ads that show a preference for, or discourage, applicants because of race, color, religion, sex, national origin, age or disability.

  8. Build the interview scorecard before anyone appliesHiring Manager

    Pick 4 to 6 competencies from the job description. Write what a strong, an adequate and a weak answer looks like for each one.

  9. Post the job and source candidatesRecruiter

    Use your careers page, job boards and referrals. Relying only on word-of-mouth referrals can shut out whole groups of applicants.

Screen and interview

  1. Screen applications against the must-have criteriaRecruiter

    Apply the same criteria to everyone. Record why each person moves forward or not.

  2. Phone screen the shortlistRecruiter

    Confirm pay expectations, location, timing and whether they will need visa sponsorship.

    Pre-offer questions about disability are prohibited. Avoid questions about health, age, religion, family plans or national origin unless they are job-related.

  3. Enough qualified candidates?Recruiter
  4. Widen sourcing or revisit the requirementsRecruiter

    Then go to step 9, Post the job and source candidates

  5. Schedule structured interviewsRecruiter
  6. Run structured interviewsHiring Manager

    Ask every candidate the same questions, built from the competencies on the scorecard. Use the same follow-up probes.

    Each interviewer rates answers alone, on the agreed scale, before talking to the others.

  7. Hold the debriefHiring Manager

    Collect written scores first. Then discuss the evidence against the scorecard, not gut feel. The hiring manager makes the decision and records why.

  8. Is there a candidate to move forward?Hiring Manager
  9. Check referencesRecruiter

    Get the candidate's permission first. Ask 2 or 3 references the same job-related questions.

Offer

  1. Get offer approvalHR

    Check that pay, level, start date and any bonus or equity fit the approved requisition and pay band.

  2. Is the offer approved?HR
  3. Rework the terms with the hiring managerHR

    Then go to step 20, Get offer approval

  4. Make a verbal offerRecruiter
  5. Send the written offer letterHR

    Include title, pay, start date, manager, employment terms and any conditions, such as passing a background check or showing proof of work authorization.

  6. Does the candidate accept?HR
  7. Is the runner-up still a fit?Hiring Manager
  8. Candidate signs the offerHR

Background check

  1. Will you use a report from a background screening company?HR

    A report from a screening company is a consumer report under the federal Fair Credit Reporting Act (FCRA). Checks you do yourself are not, but other laws can still apply.

  2. Offer stands without a screening reportHR

    Then go to step 40, Offer signed. Hand the new hire to onboarding

  3. Give the FCRA disclosure as a standalone documentHR

    The disclosure must be clear and conspicuous, in writing, in a document that consists only of the disclosure. It cannot sit inside the job application.

  4. Get the candidate's written authorizationHR

    You may combine the authorization with the disclosure. You then certify to the screening company that you followed the FCRA.

  5. Does the report change your decision?HR
  6. Background check clearedHR

    Then go to step 40, Offer signed. Hand the new hire to onboarding

  7. Send the pre-adverse action noticeHR

    Include a copy of the report and "A Summary of Your Rights Under the Fair Credit Reporting Act."

    Wait before deciding, so the candidate can review the report and tell you if it is wrong. The FCRA sets no fixed number of days. Follow your policy or counsel.

  8. Did the candidate show the report is wrong or explain it?HR
  9. Reassess with the new informationHR

    Then go to step 33, Does the report change your decision?

  10. Send the adverse action noticeHR

    Name the screening company with its address and phone number. Say it did not make the decision and cannot explain it.

    Tell the candidate they can dispute the report and can ask for a free copy within 60 days.

  11. Offer signed. Hand the new hire to onboardingHR

    Confirm the start date and send the onboarding paperwork.

Outcomes

Role is on hold. Hiring stops

You get here from step 5, Revise and resubmit the request? (No).

Offer signed. Hand the new hire to onboarding

Confirm the start date and send the onboarding paperwork.

You get here from step 30, Offer stands without a screening report, step 34, Background check cleared.