Anatomy of a HERO Workflow

A Hero Workflow is built around three key aspects:

• Whom to Target: This involves identifying a well-defined cohort of individuals who are similar to each other and share a common objective. It also considers when they should qualify and be triggered for the next steps.
• How to Target: This involves sending personalized content to people with similar records under one path and targeting them. It also includes following up if they don't respond, using actions from previous communication to take action.
• When to Target: This means reaching out when they are not taking any specific action and giving time between communications. The process also involves Writeback (updating records) and Analyse and Reiterate.

Use cases

Candidate Outreach targeting Travel Nurses

• Use Case: Outreach to Travel Nurses when their profile changes from passive to active.
• How the workflow is built:
  
  Trigger:
  Initiated when a candidate’s status changes from Passive to Active.
  
  

Conditional Split (by City): Route candidates based on their city:

• San Francisco (SF)
  
  
• Los Angeles (LA)
  
  
• Illinois (IL)

Each path delivers tailored communication relevant to job opportunities in that location.

Response Check: Evaluates whether the candidate has responded:

• If responded: Proceeds accordingly
  
  
• If not responded:
  
  
  • Adds a Wait step of 2 days.
    
    
  • Sends a Follow-Up communication to the Candidate Owner.
    
    

Post-Engagement Actions:

• Writeback: Updates candidate engagement data.
  
  
• Analyse and Reiterate: Reviews workflow performance for continuous improvement.

Follow up on Submission

• Use Case: Following up after a submission, potentially triggered by a third-party app creating a profile or triggers on a field.
• How the workflow is built: The workflow starts with sending an Email with details to complete a profile. It then includes a Wait step (few days) and a check to see if the candidate has completed a profile. If not, it sends a follow-up SMS and checks on activity. If the candidate has completed the profile, it sends a confirmation email to the candidate and an email to the owner. There's also a loop to repeat the check for profile completion after waiting, which can lead to a Writeback indicating "Not Interested" if the profile is not completed after waiting.

Profile completion & Rejection (Submission)

• Use Case: Managing candidates based on whether they are existing or new, prompting profile completion, and handling rejection post-submission.
• How the workflow is built: The workflow is triggered when a new candidate is added, especially if the candidate list web response is less than 6 months old. It uses a Path split based on whether the candidate is an Existing Candidate or a New Candidate. For existing candidates, it sends an email to update the profile and expects a confirmation that the profile is updated with required details. For new candidates, it sends an email to fill out a questionnaire. Both paths can lead to Conditional Splits based on whether the candidate qualifies or is rejected. Rejection paths can include sending a rejection email and updating the stage via Writeback. Qualification paths can lead to sending an interview email and updating the stage via Writeback. If a candidate is rejected and it's been more than 21 days, another split occurs. The workflow also includes Follow Up SMS steps for both paths if the initial actions (profile update confirmation or questionnaire completion) are not completed.

Database Enrichment for New Candidate 

Workflow to update incomplete candidate fields using a data enrichment chatbot and follow-up reminders.

Flow:

• Different chatbots for different conditions
  • Clients (chatbot for different clients)
  • If Zip Code is null, → Send a chatbot that specifically asks about zip code
• Send follow-up chatbot
• Update email field if Email bounced

Post Application Acknowledgement

Ensures candidates receive timely confirmation after submitting an application, even if there’s no formal "submittal" record in the ATS. This immediate communication helps build trust and assures candidates their application has been received. It sets expectations for the next steps and keeps candidates engaged during the initial wait period.

GDPR Acceptance

Ensures compliance with data protection regulations by capturing candidate consent for marketing outreach and job notifications. The flow typically includes chatbot-led consent collection, email/SMS reminders, and handling bounces. This helps maintain a compliant candidate database while enabling continued engagement.

GDPR Acceptance

Details the flow for obtaining GDPR consent, including sending a chatbot, handling bounces, and sending follow-ups.

New Job Opportunity Outreach

Notifies candidates who meet basic job qualifications about new openings. Candidates are guided through an initial pre-screening flow—usually via chatbot—to assess their interest and suitability. This drives faster conversions for new roles while reviving passive candidate engagement.

Candidate: Wake from Dead

Reactivates candidates who were previously engaged but have become inactive over time. The workflow prompts them to update their profile or preferences, express job interest, or opt back into the pipeline. It's useful for replenishing talent pools without sourcing from scratch.

Referral Blasts

Sends targeted emails and SMS messages to candidates added via referrals. If messages bounce, follow-ups are triggered automatically to ensure maximum reach. This improves response rates and keeps referred candidates engaged in the hiring process.

Birthday Greetings

Automatically sends personalized birthday wishes to candidates through email and SMS. This light-touch engagement helps build rapport and keeps your brand top-of-mind. It humanizes the candidate experience and encourages ongoing interaction.

Monthly/Bi-Weekly Newsletters

Distributes curated newsletters with job updates, industry insights, or company news to keep candidates informed and engaged. Regular touchpoints help maintain candidate interest and increase the likelihood of future applications.

Candidate Follow-up (After Interview)

Creates a follow-up loop for recruiters to reconnect with candidates who were interviewed but not selected. Candidates are nudged to re-engage, express interest in future roles, or update their information. This ensures warm leads aren’t lost post-interview.

Pre-Placement

Initiates communication after a candidate is selected but before they begin their assignment. This includes preparation details for the candidate and alignment with the hiring manager. It ensures everyone is ready before the placement begins.

Pre-Placement: Different Stages

Tailors messaging and action items depending on the candidate’s pre-placement status (e.g., background check pending, document collection). Each segment receives targeted communication to avoid delays and improve conversion to placement.

Candidate Onboarding – 1

Covers the onboarding phase right after offer acceptance, leading up to Day 1. Candidates receive placement confirmation, key reminders, and instructions to ensure a smooth start. This builds early confidence and reduces no-shows.

Candidate Onboarding – 2

Focuses on candidate touchpoints between offer acceptance and the first day. Communications include orientation details, required documentation, and checklists—delivered via email and SMS—to reinforce commitment.

On Placement

Engages candidates after they’ve started their assignment with personalized messages. This can include welcome notes, check-ins, or performance reminders. It helps build loyalty and increases the chances of successful completion.

Post Placement

Triggers communication at the end of a candidate’s assignment to confirm completion and explore future opportunities. It includes reminders to update availability and express interest in similar roles, ensuring talent retention.

DB Cleanup

Automates owner assignments and record updates based on the placement’s branch. It eliminates manual cleanup in the ATS, ensuring data consistency and recruiter accountability. This improves downstream reporting and pipeline hygiene.

Rejection Post Submission

Sends tailored rejection messages to candidates after application review. It captures their consent preferences and ensures the ATS is updated. This promotes transparency while keeping rejected candidates in the loop for future roles.

Acknowledgement Post Submission

Triggers confirmation emails or SMS after application submission. Candidates are reassured that their application is under review. This helps reduce drop-offs and keeps candidates warm in the early stages.

Post Submission – Different Stages

Sends updates as candidates move through the hiring funnel—interview scheduled, under evaluation, or awaiting feedback. Keeps communication continuous and relevant throughout the process to boost engagement.

Hybrid-Onsite Opportunities

Qualifies candidates for hybrid or onsite roles using AI-powered voice or SMS screening. Candidates answer logistical or preference-based questions to ensure alignment with the role’s work environment.

Profile Completion & Rejection

Contacts candidates who submitted incomplete profiles, prompting them to complete missing information before rejection or advancement. This prevents early drop-off due to incomplete data.

Post Submission – Evaluation (Uses Chatbot)

Engages candidates for screening via a targeted chatbot flow. Includes reminders for those who don’t complete it immediately. This improves screening completion rates and pipeline quality.

Post Submission – Evaluation (Uses Voice Flow)

Uses automated voice calls to pre-screen candidates shortly after they apply. Candidates are assessed based on predefined criteria, and responses are logged for recruiter review. Ideal for quick volume screening.

Auto Submission via Email (Hot Job Alert)

Automatically identifies and submits top-matched candidates for urgent job orders via email. Recruiters are alerted when matches are found, and submission happens without manual intervention.

Auto Submission using Voice Flow

Leverages voice AI to pre-screen candidates and submit qualifying profiles for open roles. Recruiters receive evaluation summaries, reducing turnaround time for submissions.

Marketing Follow-up (Client Contact)

Engages client contacts post-outreach with structured follow-up messaging. It reinforces value propositions, addresses objections, and encourages them to move forward in the sales funnel.

Marketing Outreach (Client Contact)

Sends campaign-based marketing communications to clients—new, existing, or inactive. The goal is to highlight your value and convert them into active partners or generate new leads.