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5 Steps to Create a Recruitment Process Flowchart

Written by: Daleska Pedriquez

Apr 26, 2022

recruitment process flowchart

In order to hire the best employees, many companies develop a recruitment workflow and selection system. At some point in their lives, almost everyone has gone through a recruitment and selection process, and whether you’re fresh out of college or exploring a career move, the recruitment process can be quite intimidating.

In this article, we’ll explain what a recruitment process is, go over some of the phases involved, and walk you through designing your own recruitment process flowchart template with Venngage’s intuitive Flowchart Maker and easy-to-edit flowchart templates, which can be used by all human resources departments.


Click to jump ahead:

What is a recruitment process flowchart?

A flowchart depicting the steps required in hiring new staff is known as a recruitment process flowchart is designed for hiring tracking

It visualizes the various steps of the recruitment plan so the hiring manager can keep track of candidates’ development. Screening possible candidates, evaluating their qualifications, and making hiring decisions are all part of this process which Talent Acquisition Software does.

The purpose of a hiring process flowchart template is to help a company narrow down the list of potential candidates and choose the best new hire for the role.

What are the 5 stages of a recruitment process?

The recruitment process can be divided into 5 stages: planning and preparing, advertising and attracting applicants, screening and selecting candidates, offering the job and on-boarding the new employee, and evaluating the process.

1. Planning and preparing

The first stage is to determine the requirements for the job position. This phase involves understanding the job descriptions and specifications thoroughly to ensure that you are aware of all required qualifications.

You might want to consider generating an ideal applicant profile, which outlines would be the best fit for this position. This will not only help you make better decisions throughout the recruiting process, but it can also help you find people who are highly qualified for other positions within your company.

You should consider factors such as skills and experience required, of course, but you should also assess whether aspects such as location are important. For example, you may attract a different profile of candidate depending on whether the role is office-based, hybrid, or remote, and whether you’re open to hiring global employees.

2. Advertising and attracting applicants

It’s time to start thinking about where you’ll market the position once you’ve defined the job description. You might post job openings on your company’s website, on online job boards, or in local newspapers, or proactively use LinkedIn to find relevant candidates.

Alternatively, you can search for candidates throughout existing contact lists to fill the vacancies. This can be accomplished by reaching out to people who are well-connected in their fields or who have previously shown an interest in working for the company.

3. Screening and selecting candidates

Once you’ve started receiving applications, it’s time to sort through them and decide which candidate’s resume to pursue. 

Examine their education level, employment experience, and references when assessing resumes. Many employers will undertake background checks on candidates, as well as credit and criminal history checks, if they believe it is essential.

During the interview, make sure to ask behavioral questions to gain a better sense of a candidate’s personality. You might also consider including additional situational questions to see how they would respond to a number of different work-related events.

If you have more than one qualified candidate, check your notes from each interview and compare their qualifications to determine which candidate is the greatest fit. This could entail asking managers or executives for their opinion on who will be a better cultural fit, or simply making a choice based on what was said during the interviews.

4. Offering the job and onboarding new candidates

After you’ve made your pick, make a job offer and contact the selected prospect. However, before committing to full-time employment with your organization, you might want to offer them a probationary term to evaluate if they are a good fit for the role.

This stage also involves getting the new hires the tools and information they need to become productive members of the team, as well as integrating them into the company and its culture.

5. Evaluating the process

It’s a good idea to take a step back and evaluate your recruiting decisions towards the end of the recruitment and selection process. If you make the right hiring choices, they will almost certainly stay with your company for a long time. 

On the other hand, if you made a mistake or hired people that don’t work out, you’ll want to make sure it doesn’t happen again. Take an honest look at what went wrong and why it happened so you can make improvements in the future. This could entail changing your screening procedure or recruiting more staff to deal with the influx of applications. You might also want to increase applicant communication and make the entire hiring process more transparent.

The importance of using a hiring process flowchart

A recruitment process flowchart makes the hiring process easier to follow and guarantees that it is done consistently. When a recruitment system is used, it is possible to determine where there are chances for development and to track progress over time as the company grows and changes. It also gives an overview of who is in charge of each step of the hiring process, which can help with accountability.

Before beginning your hiring process, make a simple flowchart template to ensure that no phases are skipped or repeated. Companies may ensure that they are employing the most qualified workers who will be successful in their roles by following a well-defined recruitment process flowchart.

A recruitment process flowchart can not only guarantee that organizations hire the proper individuals but it can also be used to assess an organization’s effectiveness and provide structure and order among hiring managers and employees. It gives them advice on how to approach specific areas of the hiring process, such as working together during interviews or coming up with different interview questions for each candidate.

How to create a recruitment process in 5 steps

Because each company has its own processes, it’s critical to customize your recruitment process flowchart to meet your individual requirements. 

Here are 5 simple steps on how you can create a recruitment process flowchart of your own:

Step 1: Select a flowchart template

From your dashboard or Home, click on Templates from the upper left panel. 

Step 1: Select a flowchart template

This will take you to the templates library. Under the Diagrams category, look for the Flowchart subcategory.

Step 1: Select a flowchart template

After you’ve picked a template from the list, click on Create and you’ll be redirected to the editable canvas.

Venngage Dashboard

Step 2: Add steps 

The recruitment process starts with placing a call for candidates. The candidate fills out the application, which will be followed by an interview or screening process depending on their qualifications. In the next stage, applicants are shortlisted and invited back for the second round of interviews so that acceptable individuals can be hired.

recruitment process flowchart

Step 3: Add details to each step

You’ll need to include details like what types of questions are posed in interviews to make your recruitment process flowchart clear. What happens during the recruiting process? What kind of criteria are used in the selection process? How many rounds are there in the hiring process? Are there any deadlines associated with each stage? This information will aid in the creation of a flowchart template for the recruitment process.

recruitment process flowchart

Step 4: Color code the hiring process flowchart

Finally, color code your template according to the stages and steps. For example, you could use red for the recruitment stage, green for interview, and blue for selection.

Recruitment numbers could be highlighted via recruitment timeline, which could be depicted through a series of color hues for each stage of recruitment, like in the below example.

recruitment process flowchart

Step 5: Personalize with design elements

Make the recruitment flowchart easier to follow by adding design items such as a border between different stages of recruitment. Add text boxes to each stage to make it more clear or readable. 

You can also use illustrations in the recruiting flowchart to highlight crucial components of the process, such as deadlines and types of virtual interview questions.

Now that you’ve finished your hiring process flowchart template, you might want to include other elements. Add quotes or statistics, like in the below example, that are relevant to today’s recruitment procedures or hiring practices. Change the background picture or graphics to your recruitment infographic to make it more engaging.

recruitment process flowchart

Mistakes to avoid when making a recruitment process flowchart

While designing a recruitment flowchart is a simple procedure, there are a few mistakes you should avoid:

  • Omitting specific details. Make sure you include all of the critical steps in your hiring process, as outlined in the flowchart below. If you don’t, your hiring efforts will be incomplete, and you won’t get the greatest outcomes.
  • Taking shortcuts. To avoid this, divide each step into multiple sub-steps so that no one forgets complete important actions. Additionally, any staff members who have been assigned responsibilities during these processes, such as those in charge of shortlisting applications or calling selected individuals to schedule an interview, may require assistance in carrying out their new tasks.
  • Trying to do it alone. Every member of your hiring team should be involved in the hiring process, so make sure everyone knows who is in charge of what task at each stage.

The hiring procedure isn’t simply for new employees. This method, using the same flowchart template, should be followed every time your firm has to fill a position, whether it’s with an existing employee or a contractor. This will ensure that everyone involved in the hiring process is aware of what and when it needs to be done.

FAQs about creating a recruitment process flowchart 

What is a recruitment process?

A recruitment process is a strategy that businesses use to find and hire the best people for company roles. Screening candidates, interviewing them, and making a job offer are all common steps in the process. Typical phases in the recruitment process include writing a job description, publishing the job opportunity, assessing resumes and cover letters, conducting phone or in-person interviews, and doing background checks.

What is an HR recruitment cycle?

An HR recruitment cycle is the sequence of actions that occur from the time a job opening is identified and the time a new employee begins working in that position. This cycles includes:

  • Goal-setting
  • Creating a requisition for the position
  • Posting the position internally and externally
  • Identifying qualified candidates for an interview
  • Assessing candidates’ qualifications
  • Selecting an employee to fill the open role
  • Negotiating terms of employment with the chosen candidate
  • Onboarding the new hires.

Build effective recruitment process flowcharts with Venngage

The flowchart depicting the recruitment process provides thorough information on the hiring process at each level. Furthermore, it aids in the identification of recruitment gaps, which may then be filled to improve the efficiency and productivity of the company’s recruiting process. 

Venngage’s many layouts and resources make it easy to construct a flowchart template that meets your specific needs.

About Daleska Pedriquez

Daleska is Venngage’s Marketing Manager. With a background in marketing communications and a deep interest in journalism, she aims to write about exciting topics and make them understandable for everyone.