HireNix ATS Documentation

Process Flow Guide

HireNix ATS
Process Flow Diagrams

This document contains complete operational process flow diagrams, setup prerequisites, and step-by-step directions for every module within the HireNix ATS platform.

Version 5.0 • Master PDF Print & Web Edition
HireNix ATS Documentation Page 1 of 34

Master Table of Contents

Part 1: Core Admin Operations
  1. Dashboard & Navigation ................ Page 4
  2. Job Requisition Process .............. Page 5
  3. Top Management & Public Approval .... Page 6
  4. Job Openings & Posting ............ Page 7
  5. Candidate Application (Public) ....... Page 8
  6. Separated Employee & Rehire Check .. Page 9
  7. Candidate Sourcing & Screening ... Page 10
  8. Online Assessment Workflow ....... Page 11
  9. Interview Scheduling ............... Page 12
  10. Calendar Integrations 2-Way Sync ... Page 13
  11. Interview Evaluation & Feedback ... Page 14
  12. Candidate Status & Pipeline ........ Page 15
  13. Offer & Onboarding Hub ............. Page 16
  14. Candidate Public Offer Portal ........ Page 17
  15. Candidate Live Chat ............... Page 18
  16. Roles & Permissions RBAC Matrix ... Page 19
  17. Compliance & Auditing .............. Page 20
  18. AI & Automation Rule Engine ........ Page 21
  19. Billing & Subscription Settings .... Page 22
  20. Organization Setup & Configs ........ Page 23
  21. Live Admin Support Assistant ......... Page 24
Part 2: Advanced Workflows
  1. Part 2 Overview & Architecture .... Page 25
  2. End-to-End Recruitment Lifecycle ... Page 26
  3. Multi-Round Shortlist Progression .. Page 27
  4. Interactive Pipeline Stage Modals .... Page 28
  5. Process Flow Timeline & Analytics .. Page 29
  6. Candidate Security Gate & Anti-Cheat . Page 30
  7. Automated Bulk Scheduling ......... Page 31
  8. Offer Letter Builder (50+ Themes) ... Page 32
  9. 5-Tier Organization Setup & Import .. Page 33
  10. Candidate Profile 6-Tab Dashboard .... Page 34
HireNix ATS Documentation Page 2 of 34

Part 1: Core Admin Module Operations

Standard administrative operations covering primary sidebar modules, external portals, candidate screening, online exams, 2-way calendar sync, interview scheduling, RBAC security, and compliance auditing.

Part 1 Overview Page 3 of 34

1. Dashboard & General Navigation

Prerequisites / Setup:
  • Roles & Permissions must be configured. The dashboard automatically respects these settings (e.g., Administrators see company-wide metrics; Hiring Managers see their specific jobs).
Directions (How to execute):
  1. Quick Actions: Click 'Post a Job', 'View Candidates', or 'Schedule Interview' at the top to jump directly into active tasks.
  2. Review Metrics: Check top KPI cards for 'Job Requisitions', 'Total Job Posts', 'New Applicants Today', and 'Upcoming Interviews'.
  3. Help & Manuals: Click 'Help' in header bar or press Ctrl+K to access the User Manual or Process Flow Guide.
  4. Analyze Trends: Scroll down to interact with 'Hiring Funnel' bar chart and 'Time-to-Fill Trend' line chart.
Dashboard Login View Role-Based Metrics Quick Actions: Post Job, View Candidates, Schedule Review Metrics: Requisitions, Job Posts, Applicants Monitor AI Insights & Alerts Track Onboarding & Offers Progress Analyze Hiring Funnel & Trends
1. Dashboard & General Navigation Page 4 of 34

2. Job Requisition Process

Prerequisites / Setup:
  • Organization Setup (Units, Departments, Designations) must be configured in Settings.
  • Requisition Form Templates must be published in Job Requisition Builder.
Directions (How to execute):
  1. Click 'Create New Requisition'.
  2. Select requisition template and fill internal headcount & budget fields.
  3. Click 'Save Draft' or 'Send For Approval'.
  4. Track approver timestamps in progress modal (Pending, Approved, Rejected).
  5. Upon approval, HR finalizes locked fields and marks 'Received by HR'.
Create New Requisition Select Template & Fill Details Save as Draft or Send for Approval Approval Workflow Approver Reviews & Comments Approval Process Completed HR Submits Final Locked Data Requisition Finalized for Job Opening
2. Job Requisition Process Page 5 of 34

3. Top Management & Public Token Approval

Prerequisites / Setup:
  • None required for executive. Request generated via Job Requisitions or Offers & Onboarding.
Directions (How to execute):
  1. Executive receives email with tokenized link (`/public/requisition-approval/[token]`).
  2. Opens secure external approval portal on any device (no ATS login needed).
  3. Reviews job requisition budget, headcount, or candidate compensation details.
  4. Clicks 'Approve Candidate / Requisition' or 'Reject' with mandatory feedback to sync decision with ATS.
Receive Approval Request Email Open Secure Token Link (/public/requisition-approval/...) Review Requisition & Budget or Candidate Salary Details Decision Gate 1-Click Approve Reject with Comments
3. Top Management & Public Approval Page 6 of 34

4. Job Openings & Posting Process

Prerequisites / Setup:
  • Approved Job Requisition (recommended) or direct draft.
Directions (How to execute):
  1. Click 'Create Job Post' or convert from approved requisition.
  2. Enter Title, Department, Headcount, and use AI JD Generator.
  3. Configure custom interview rounds and publish job opening.
  4. Click 'Share' to broadcast referral links across social platforms.
Start Job Posting Auto-populate or Enter Job Specifications Configure Interview Rounds & Evaluation Criteria Publish Job Opening to Careers Portal Generate Tracked Social Referral Share Links
4. Job Openings & Posting Process Page 7 of 34

5. Candidate Application (Public Job Page)

Prerequisites / Setup:
  • Active job opening published and public URL shared.
Directions (How to execute):
  1. Candidate opens public job URL.
  2. Reviews responsibilities, qualifications, and benefits.
  3. Fills contact details and uploads resume file (PDF/DOCX).
  4. Submits application; ATS creates candidate profile and triggers parsing.
Candidate Visits Job Link Fills Contact Form & Uploads Resume File Submits Application Online Auto-Syncs to Candidates Database & Pipeline
5. Candidate Application (Public) Page 8 of 34

6. Separated Employee Records & Rehire Screening

Prerequisites / Setup:
  • Separated employee repository maintained under Recruitment & Jobs > Separated Employee data.
Directions (How to execute):
  1. Log Separated Employee: Record departed employee details, exit date, separation reason, and department.
  2. Track Clearance: Check off IT asset returns, finance dues, and exit interview notes.
  3. Set Rehire Status: Mark as 'Eligible', 'Ineligible', or 'Conditional'.
  4. Automated Rehire Alert: When applicant applies, ATS auto-checks past database and alerts recruiters of previous tenure.
1. Staff Departure Log exit & reason 2. Exit Clearance IT, Asset & HR signs 3. Rehire Flag Eligible / Ineligible 4. Reapply Alert Auto-detects past hire
6. Separated Employee Data & Rehire Check Page 9 of 34

7. Candidate Sourcing & Sci-Fi Resume Parsing

Prerequisites / Setup:
  • Job opening with JD skills breakdown and candidates in database.
Directions (How to execute):
  1. Select applicants and click 'Resume Parsing' to trigger animated multi-phase engine.
  2. Review JD Match breakdown (0-100) and weighted skill percentages (React, Node, etc.).
  3. Toggle 'Blind Screening' to anonymize candidate PII and prevent demographic bias.
  4. Click 'Make Shortlist' or advance candidates directly into interview rounds.
1. Sourcing Intake Bulk PDF Resumes 2. Sci-Fi Parser 4-Phase AI Stream 3. Skill Match % Weighted Criteria 4. Shortlist / Exam Advance Candidate
7. Candidate Sourcing & Screening Page 10 of 34

8. Online Assessment & Proctoring Gateway Flow

Prerequisites / Setup:
  • Assessment question bank (MCQ, Coding, Descriptive) configured and assigned to job.
Directions (How to execute):
  1. Candidate launches secure test token under forced fullscreen mode.
  2. System monitors tab-switch strikes and applies dynamic email watermark.
  3. Candidate completes exam or auto-submits upon exceeding strike limits.
  4. Recruiter inspects question-by-question diagnostic review modal in ATS.
1. Send Exam Token Candidate invite email 2. Fullscreen Gate Tab-switch tracking 3. Anti-Cheat Check Watermark & strikes 4. Auto-Score Sync Round matching sync
8. Online Assessment Workflow Page 11 of 34

9. Interview Scheduling & Calendar Booking

Prerequisites / Setup:
  • Calendar integrated (Google/Outlook) and interview panel members defined.
Directions (How to execute):
  1. Select candidate and interview round in Interview Scheduling.
  2. View panel live availability to avoid meeting conflicts.
  3. System generates video meeting link (Teams/Zoom/Meet) and sends calendar invites.
Select Candidate & Round Check Panel 2-Way Calendar Availability Assign Time Slot & Video Link Dispatch Automated Email & Calendar Sync
9. Interview Scheduling Page 12 of 34

10. Calendar Integrations 2-Way Sync

Prerequisites / Setup:
  • OAuth authorization configured under Calendar Integrations.
Directions (How to execute):
  1. Connect Google Calendar or Office 365 Outlook.
  2. Configure work hours, time zones, and mandatory meeting buffers.
  3. System actively queries real-time calendar availability during single or bulk scheduling.
1. OAuth Connect Google / Outlook 2. Buffer Config Work hours & buffers 3. 2-Way Query Real-time busy slot check 4. Event Push Calendar sync & reminder
10. Calendar Integrations 2-Way Sync Page 13 of 34

11. Interview Evaluation & Scorecards

Prerequisites / Setup:
  • Scorecard templates published with 1-4 rating competencies.
Directions (How to execute):
  1. Interviewer submits structured ratings per competency.
  2. Inputs recommendation (Strong Hire, Hire, Hold, Strong No Hire).
  3. System aggregates scorecard evaluations into Candidate Profile.
Open Interview Scorecard Grade 1-4 Competencies & Provide Notes Select Final Recommendation Auto-Aggregates to Profile & Pipeline Stage Gate
11. Interview Evaluation & Feedback Page 14 of 34

12. Candidate Status & 3D Funnel Management

Prerequisites / Setup:
  • Active candidates progressed through recruitment pipeline stages.
Directions (How to execute):
  1. View 3D Interactive Funnel and stage count indicators.
  2. Click any cylinder layer to launch full-screen stage candidate management modal.
  3. Inspect the Process Flow Timeline Chart with SLA duration tracking.
  4. Advance candidate to 'Job Offer' stage.
1. 3D Funnel View Stage volumes & drops 2. Stage Modal Exam scores & actions 3. Process Timeline SLA velocity & bottlenecks 4. Move to Offer Initiate offer generation
12. Candidate Status & Pipeline Page 15 of 34

13. Offer Letter Builder & Onboarding Hub

Prerequisites / Setup:
  • 50+ offer themes configured and executive approval hierarchy set.
Directions (How to execute):
  1. Generate offer with dynamic compensation breakdown (Base, Bonus, Equity).
  2. Route for executive approval; dispatch secure token link to candidate (`/offer/[id]`).
  3. Upon signature, track onboarding tasks and export hired record to HRIS API.
Generate Offer (50+ Themes) Executive Approval & Public Portal Dispatch Candidate Signs Online Triggers Onboarding Checklist & HRIS Data Export
13. Offer & Onboarding Hub Page 16 of 34

14. Candidate Public Offer Portal & Digital Signature Flow

Prerequisites / Setup:
  • Approved job offer generated and secure URL (`/offer/[id]`) dispatched to candidate.
Directions (How to execute):
  1. Candidate opens secure link, reviews company letterhead terms and compensation components.
  2. Draws digital e-signature or types name on the digital signing canvas.
  3. Clicks 'Accept Offer', 'Decline Offer' with feedback, or 'Request Counter-Offer'.
  4. System generates tamper-proof PDF with signature certificate and alerts recruiter.
1. Secure Link Access /offer/[id] portal 2. Review Terms Salary & perks preview 3. Digital E-Sign Touch/mouse canvas 4. Decision Sync Accept/Decline/Counter
14. Candidate Public Offer Portal Page 17 of 34

15. Candidate Live Chat & AI Bot

Prerequisites / Setup:
  • WebSocket chat server active and candidate assigned to recruiter.
Directions (How to execute):
  1. Recruiter sends real-time messages and file attachments to candidate.
  2. AI Auto-Reply Bot answers candidate inquiries regarding perks and schedules.
1. Open Chat Candidate messaging 2. Live WebSocket Two-way delivery 3. AI Auto-Reply Contextual answers 4. Audit Log Conversation history
15. Candidate Live Chat Page 18 of 34

16. Roles & Permissions RBAC Matrix

Prerequisites / Setup:
  • Administrator privileges required to access Roles & Permissions.
Directions (How to execute):
  1. Toggle granular permissions across 14 predefined roles (Admin, Recruiter, Hiring Manager, etc.).
  2. Create custom roles or update permission toggles for job creation, candidate view, and salary data.
1. Select Role 14 Predefined roles 2. Toggle Permissions Matrix checkboxes 3. Assign Staff Multi-role assignment 4. Live UI Enforce Header & sidebar sync
16. Roles & Permissions RBAC Matrix Page 19 of 34

17. Compliance, GDPR & DEI Audit Flow

Prerequisites / Setup:
  • Compliance policies and retention timelines configured.
Directions (How to execute):
  1. Execute GDPR Right-to-be-Forgotten data purge on candidate requests.
  2. Audit system access logs and run EEO 4/5ths Rule adverse impact reports.
1. Audit Request GDPR / EEO Audit 2. PII Scrub Permanent data wipe 3. 4/5ths Rule Run Adverse impact checks 4. Export PDF Official audit report
17. Compliance & Auditing Page 20 of 34

18. AI & Automation Rule Engine Flow

Prerequisites / Setup:
  • Configured in AI & Automation.
Directions (How to execute):
  1. Set thresholds for automated shortlisting (>85%) and rejection (<40%).
  2. Enable AI job description generator and automated candidate messaging bot.
1. Set Thresholds Match score triggers 2. Auto-Trigger Auto-shortlist / reject 3. AI JD Creator Grounded role generator 4. Neutrality Guard Bias prevention filters
18. AI & Automation Rule Engine Page 21 of 34

19. Billing & Subscription Settings

Prerequisites / Setup:
  • Superadmin or Billing Admin credentials.
Directions (How to execute):
  1. Select subscription tier (Starter, Growth, Enterprise).
  2. Manage active seat allocation and download tax invoice receipts.
1. Plan Selection Starter / Growth / Ent 2. Payment Gate Card / Wire transfer 3. Seat Metrics Track active licenses 4. Invoice Download Tax receipt export
19. Billing & Subscription Settings Page 22 of 34

20. Organization Setup & Configs

Prerequisites / Setup:
  • Foundational admin setup for company branding and 5-tier structure.
Directions (How to execute):
  1. Upload company logo and configure brand colors and email templates.
  2. Build 5-tier organizational tree (Company, Department, Section, Sub-section, Designation).
1. Brand Assets Logo & themes 2. 5-Tier Structure Org hierarchy 3. Excel Bulk Map 1-Click import 4. Requisition ID Token format builder
20. Organization Setup & Configs Page 23 of 34

21. Live Admin Support Assistant & Diagnostics Workflow

Prerequisites / Setup:
  • Accessible from any Admin workspace screen via floating widget or header bar.
Directions (How to execute):
  1. Click the floating 'Get Support' badge or header 'Help' menu.
  2. System auto-attaches safe client diagnostics (Route, OS, Browser, error logs).
  3. Upload screenshots or `.webm` video recordings; 1-click escalate to Superadmin agents.
1. Trigger Widget Header or floating badge 2. Telemetry Sync Safe browser & route logs 3. Upload Media Images & screen video 4. Human Escalation Live WebSocket agent
21. Live Admin Support Assistant Page 24 of 34

Part 2: Advanced Workflows & Lifecycle Schematics

In-depth operational schematics for end-to-end recruitment lifecycle, multi-round shortlisting, anti-cheat proctoring gates, bulk scheduling conflict resolution, 50+ theme offer builders, and real-time pipeline timeline analytics.

Part 2 Overview Page 25 of 34

22. End-to-End Recruitment Lifecycle Master Flow

Prerequisites / Setup:
  • Standard hiring pipeline initialized from Requisition to Onboarding.
Phase 1 • Requisition
Requisition & Headcount
Create requisition, route through 1-click token approval, and publish job ad.
Phase 2 • Sourcing
Sourcing & AI Parsing
Bulk parse resumes, match against weighted JD criteria, and screen rehires.
Phase 3 • Evaluation
Assessments & Interviews
Proctored online exams, automated bulk calendar scheduling, and scorecard reviews.
Phase 4 • Onboard
Offer Letter & Onboarding
Generate 50+ theme offer letter, candidate digital signature, and HRIS sync.
22. End-to-End Recruitment Lifecycle Page 26 of 34

23. Multi-Round Shortlisting Progression Flow

Prerequisites / Setup:
  • Multiple interview rounds configured in Job Openings.
Step 01 • Filter
Applicant Screening
Filter applicants by AI match score, skills, and department.
Step 02 • Create
Create Round 1 Shortlist
Bulk add candidates and save shortlist folder for Round 1.
Step 03 • Evaluation
Interviews & Evaluation
Interview panel marks candidate 'Sent to Next Round' on scorecard.
Step 04 • Gate
Round 2+ Progression Gate
Round 2 shortlist builder automatically restricts selection to Round 1 approved candidates.
23. Multi-Round Shortlist Progression Page 27 of 34

24. Interactive Pipeline Stage Modals Workflow

Prerequisites / Setup:
  • Active candidates assigned to pipeline stages under Candidate Status.
Step 01 • Click
Click Funnel Layer
Click any 3D funnel layer (Applied, Screened, Interview, Offered).
Step 02 • Modal
Stage Modal Opens
Full-screen modal displays candidate table with live exam scores.
Step 03 • Action
Stage Action Buttons
Click 'Call for Interview', 'Offer', 'Parse Resume', or 'Shortlist'.
Step 04 • Transition
Pipeline Update
Candidate advances; 3D funnel counters update in real time.
24. Interactive Pipeline Stage Modals Page 28 of 34

25. Real-Time Job Process Flow Timeline & Bottleneck Diagnostics

Prerequisites / Setup:
  • Integrated into Candidate Status and Offers & Onboarding views.
Step 01 • Timeline View
Sequential Stage Milestones
Inspect stage-by-stage progression from Requisition to Hire with candidate volume pills.
Step 02 • Gantt / Chart
SLA Duration Comparison
Compare stage turnaround times against target SLAs to pinpoint hiring bottlenecks.
Step 03 • Table View
Criteria & Metric Switcher
Inspect Start/End criteria, completion rates, and toggle metrics between Days and Hours.
Step 04 • Live API Sync
Real-Time Backend Sync
Live calculation via /api/admin/jobs/:id/pipeline-process-flow updates continuously.
25. Process Flow Timeline & Analytics Page 29 of 34

26. Candidate Security Gate & Anti-Cheat Exam Flow

Prerequisites / Setup:
  • Online assessment created and dispatched to candidate email.
Step 01 • Portal
Candidate Exam Launch
Candidate opens secure test token; full-screen mode enforced.
Step 02 • Monitor
Live Proctoring
Focus tracking, tab-switch detection & dynamic watermarking.
Step 03 • Strike
Violation Strike Gate
System logs strikes; 3 strikes triggers immediate auto-submit.
Step 04 • Score
Results Auto-Mapped
Score & strike logs sync to Candidate Profile Exam Tab.
26. Candidate Security Gate & Anti-Cheat Page 30 of 34

27. Automated Bulk Interview Scheduling Flow

Prerequisites / Setup:
  • Calendar integration (Google/Outlook) connected; Interview panel defined.
Step 01 • Filter
Select Candidates
Filter pool by AI match % threshold or shortlist folder.
Step 02 • Panel
Select Panel & Range
Pick interviewers, date range, duration & buffer minutes.
Step 03 • AI Slot
Live Conflict Resolution
2-way calendar sync checks busy slots and assigns times.
Step 04 • Dispatch
Calendar & Video Dispatch
Meeting invites & calendar events pushed to all participants.
27. Automated Bulk Interview Scheduling Page 31 of 34

28. Offer Letter Builder (50+ Letterhead Themes)

Prerequisites / Setup:
  • Corporate branding assets and letterhead templates configured.
Step 01 • Theme
Select 50+ Themes
Browse modern, executive, and minimal letterhead layouts.
Step 02 • Terms
Configure Package
Input compensation breakdown, joining date & perks.
Step 03 • Approval
Management Token Flow
Route for executive approval without login required.
Step 04 • Sign
Digital Acceptance
Candidate reviews & signs online; triggers onboarding flow.
28. Offer Letter Builder (50+ Themes) Page 32 of 34

29. 5-Tier Organization Setup & Excel Import

Prerequisites / Setup:
  • Foundational organizational tree setup.
Step 01 • Structure
5-Tier Hierarchy
Define Units, Departments, Sections, Sub-sections & Designations.
Step 02 • Template
Download Excel Template
Download official .xlsx template & populate structure offline.
Step 03 • Upload
Bulk Import
Upload .xlsx file; system auto-maps all hierarchy levels.
Step 04 • Sync
System Auto-Sync
Hierarchy elements immediately populate across Requisitions & User Roles.
29. 5-Tier Organization Setup & Excel Import Page 33 of 34

30. Candidate Profile 6-Tab Dashboard & Audit

Prerequisites / Setup:
  • Candidate application submitted or resume parsed into database.
Step 01 • Open
Click 'View Profile'
Open candidate profile from database, shortlist, or funnel popup.
Step 02 • Navigate
6-Tab Navigation
Switch between Overview, Resume, Interview Review, Schedule, Exam & Stage Tabs.
Step 03 • Audit
Round Matching Audit
Inspect round-matched exam scores, scorecard ratings & PII redaction.
Step 04 • Transition
Stage Transition
Execute stage transition; system logs timestamp & alerts hiring team.
30. Candidate Profile 6-Tab Dashboard & Audit Page 34 of 34