Recruiting (ATS)
/hcm/recruiting/ats is the recruiting Applicant Tracking System.
The workflow: a requisition is opened + approved through a
multi-step chain; candidates apply through the careers page or
get sourced; interviews produce scorecards with a structured
rating + rationale; rejected candidates receive an EEOC-categorized
reason with an optional AI-drafted note; accepted candidates
receive a signed offer; on accept, an employee lifecycle
record is created automatically. The job feed publishes in
Indeed-compatible XML + a JSON Feed for syndication.
TL;DR — Open HCM → Recruiting → ATS. Create a requisition. Route it through approval. Publish to the careers page + external job feeds. As candidates apply, the recruiting pipeline moves them through stages with scorecards. Offer to one; lifecycle kicks in on accept.
Requisitions
Click "+ New requisition"
Opens the requisition form.
Position details
Title, level (career framework), comp band reference, hiring manager, location, employment type.
Hiring panel
Pick the interviewers + the loop ordering.
Approval chain
Multi-step (typical: hiring manager → skip-level → HR → CFO/ Finance for budget). Each step is configurable per workspace.
Submit for approval
Audit log records
HCM_REQUISITION_CREATED. Routes through the approval chain; each approver gets the requisition in their Action Inbox.Approved
Audit log records
HCM_REQUISITION_APPROVED. The requisition is now publishable.
Publish to the careers page + feeds
| Field | What it does | Accepted values / default |
|---|---|---|
| Careers page | Public workspace careers page. | Workspace-branded; lists every open requisition with apply form. |
| Indeed-compatible XML feed | XML feed for syndication to Indeed (and other XML-consuming aggregators). | Auto-published on requisition open; auto-removed on close. |
| JSON Feed | Machine-readable JSON of open requisitions for custom integrations. | Same shape as careers page; useful for chatbots, custom sites, partner careers pages. |
| Signed-HMAC candidate portal | Candidate-side surface for application status + scheduling. | HMAC-signed candidate links so candidates don't need an AxisSynapse account. |
Candidate pipeline stages
The stage list is workspace-defined; a typical pipeline:
| Field | What it does | Accepted values / default |
|---|---|---|
| Applied | Candidate submitted application. | Visible to recruiter + hiring panel. |
| Recruiter screen | Phone or video screen with recruiter. | Scorecard + advance / reject decision. |
| Hiring manager screen | Conversation with the hiring manager. | Scorecard + decision. |
| Technical / craft interview | Per-discipline depth. | Scorecard with technical signal. |
| On-site loop | Multi-interviewer loop. | Scorecard per panel member. |
| Debrief | Panel discussion + hire / no-hire decision. | Decision recorded; rejected candidates get categorized reason. |
| Offer | Offer extended. | Comp + equity + signing details from the requisition's band. |
| Closed | Offer accepted, declined, or candidate withdrew. | Lifecycle kicks in on accept. |
Interview scorecards
A structured scorecard with rating + rationale per dimension:
| Field | What it does | Accepted values / default |
|---|---|---|
| Rating scale | 1-5 mapped to STRONG_YES / YES / NEUTRAL / NO / STRONG_NO. | Workspace can rename labels but the scale is constant. |
| Per-dimension rating | Rating per evaluation dimension (technical, communication, culture-add, etc.). | Dimensions defined per requisition or per role. |
| Rationale (required) | Free-text explanation per dimension. | Calibration-friendly; helps debrief decisions. |
| Recommendation | Overall hire / no-hire signal. | Captured separately from per-dimension ratings. |
EEOC-categorized rejection
Rejected candidates receive a reason categorized by EEOC-tracked categories. AxisSynapse supports 12 categories + a 50%-dominant- rejection flag that surfaces when a single reason dominates the funnel disproportionately for any demographic group.
| Field | What it does | Accepted values / default |
|---|---|---|
| Reason category | EEOC-tracked rejection reason. | Lack of experience, location mismatch, comp expectations, skills mismatch, etc. |
| Optional AI-drafted note | AI suggests a candidate-facing rejection note based on the category + scorecard. | Recruiter edits before sending; PII anonymized in the AI prompt. |
| Dominant-rejection flag | Flags a category that dominates rejection for a demographic group disproportionately. | Surfaces in DEI dashboards for review. |
AI rejection drafter posture
The AI sees the scorecard categories + the EEOC reason — never the candidate's name, email, or demographic data. The recruiter reviews + edits before sending. The output is a suggestion, never auto-sent.
Offer + acceptance
Click "Extend offer"
Opens the offer form pre-filled from the requisition's comp band reference.
Adjust comp
Within the band by default; out-of-band offers require an HR approval step.
Equity, signing, benefits
From the band's targets + any individual deviation.
Submit
Offer letter generated from the workspace's signing template (see Document signing). Audit log records
HCM_OFFER_EXTENDED.Candidate accepts / declines
HCM_OFFER_ACCEPTED/HCM_OFFER_DECLINEDrecorded. On accept, the lifecycle workflow opens a new-hire record (see Employee lifecycle).
Every field, explained
| Field | What it does | Accepted values / default |
|---|---|---|
| Requisition | The open role. | Multi-step approval; published to careers + feeds. |
| Stage list | Pipeline stages. | Workspace-defined order; common 7-stage pattern shown above. |
| Scorecard | Structured interview evaluation. | 1-5 rating + rationale per dimension; recommendation captured separately. |
| Rejection category | EEOC-tracked reason. | 12 categories + dominant-rejection flag. |
| AI rejection drafter | Suggested candidate note. | Editable; PII-anonymized prompt. |
| Offer | Comp + equity + benefits. | Generated from comp band; out-of-band requires HR approval. |
Audit codes
For EEOC compliance review + SIEM ingestion, this surface emits:
See Reference → Audit codes for the canonical description of each.
Common gotchas
- "Requisition stuck in approval." Check the chain — an approver may be on leave. Workspace policy can specify backups.
- "Indeed feed isn't showing my requisition." External aggregators have their own polling; the feed updates within an hour. Indeed itself can take 24-48 hours.
- "Scorecard submitted but the recommendation didn't move." Recommendation is independent of per-dimension ratings; the panel's debrief consolidates.
- "AI drafter wrote a note in the wrong tone." Edit; the AI is a suggestion engine. Workspace can tune the drafter's baseline guidance.
- "Out-of-band offer auto-rejected." Out-of-band requires HR approval; route via the comp-review pattern if outside workspace policy.
Troubleshooting
| Error code | What it means | Fix |
|---|---|---|
REQ_APPROVAL_CHAIN_STUCK | An approver is non-responsive. | Reassign via the approval chain editor. |
REQ_BAND_MISSING | Requisition references a comp band that doesn't exist. | Create the band or pick a different one. |
OFFER_OUT_OF_BAND_BLOCKED | Offer outside band without HR approval. | Route through HR or reduce. |
CANDIDATE_DUPLICATE | Candidate already in pipeline. | Merge records via the candidate detail. |
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