Recruitment is not a single action but a long chain of steps shared between the recruiter, the line manager, HR and the security team. While the chain lives in email, messengers and spreadsheets, deadlines, candidates and data get lost. Let's look at what the process looks like when it is built into a system. We split the whole journey into two parts: processing the recruitment requisition and bringing the employee into the company. This article covers the first part.
Who can open a vacancy
At first it seems that only the head of a department should create a requisition — they are responsible for the budget. In practice, a wider group of people fill in requisitions: an employee discusses the vacancy with their manager verbally and then launches the process. That is why creating a requisition is open to all employees — but without access to the amounts in the staffing table.
Requisition parameters
- The requisition number is assigned automatically.
- The department is selected from the company's org structure, the position from the staffing table.
- Reason: new position, replacement, transfer, resignation.
- Location from the address directory, business owner from the employee list.
- The expected salary range for the position, candidate requirements and key skills.
- Probation length — three months by default.
- Type of search: internal, external, mixed.
- Interview participants from the employee directory and a comment on the requisition.
Approval route
Once created, the requisition goes straight to HR for review: whether it is filled in correctly, and a check against the staffing table and budget. An approved requisition goes to the recruitment team lead and then to the responsible recruiter, who handles it from start to finish. If positions are assigned to specific recruiters, the assignment happens automatically.
The candidate funnel
The recruiter publishes the vacancy, collects applications and builds a candidate pool for each requisition. The business owner receives an interview invitation once the date has been agreed with all participants. After a successful interview, the recruiter sends the candidate a link to a questionnaire: personal details, education, experience, relatives, social media profiles, military registration, languages. The number of fields is configured per vacancy. The completed questionnaire goes to the security team, which must answer “passed” or “failed” with a reason. In parallel, the recruiter prepares the offer.
Why keep questionnaires forever
If a candidate wants to try again a few years later, they will no longer be new to the company. Generations of recruiters and security specialists change — but a candidate who was previously rejected for an objective reason will not be able to get into the company a second time.
What this gives you
- Economics. You can see what it costs to fill one vacancy and what turnover during onboarding costs.
- Standardization. A single recruitment process across all departments and regions, without depending on the human factor.
- Lower risk. The entire hiring history is in the system, not in the notebooks and spreadsheets of dozens of employees.
- Candidate experience. Clear and predictable behavior from the employer builds loyalty even among those who were turned down.
