Administrator User Guide

There are a few topics that we recommend getting set up as a Crelate administrator shortly after creating your Crelate account. We also host and Administrative webinar series every Wednesday: Register for Crelate's Admin Webinar

A few areas that are important to the organization of your database are both the Workflows and Activities:

Video: Customizing your Workflows

Video: Creating and Managing Custom Activities

In Crelate, you can customize your recruiting and Sales workflows.  In helps to remember that this is intended to be a “high level snapshot” of where opportunities and candidates are in their respective processes.  Within any particular stage, multiple events or activities may occur, and those can be customized in Crelate as well.  Knowing that, it has always helped my users to not get overly granular when thinking about the workflows.  I always ask myself – “If I need a report of where my candidates are, what are the major categories I believe they would fall into on a job search”.

A typical recruiting workflow we see would be something like: 

New Candidates (Variants: Sourced, Potential Candidates) New Candidates added from anywhere will funnel in to this stage

Reached Out (Variants are typically granular communication methods like “Call” or “Linkedin Inmail”, but I think these serve better as Activities)

Interested Candidates

Screening (Variants: Phone Screen, Recruiter Interview)
Submitted to Client

Interviewing with Client


Positive Outcome:

Placed (Variants: Hired)

Negative Outcomes:

Not a Fit (Variants: Pass)

Rejected by Client

Candidate Not Interested


The Sales Workflow is similar, but can communicate with the Jobs in Crelate.  Opportunities in Crelate are most often going to turn into Jobs, and can be tracked through their preliminary sales stages, before moving into stages that will be active jobs that recruiters are working on, then finally on to outcome stages.  So, a typical Sales Workflow might look something like:

Leads (A sales only stage, where you will be putting the opportunities)

Reached Out


In Progress Stages: These Stages are typically associated with Open Opportunities the Recruiters are working on, and the workflow can be setup to automatically convert opportunities in the salkes stages, into open Jobs for the recruiters

In Progress (Variants: Open, Currently Working)

Offer Out (Variants: Closing)

Positive Outcome:

Placed (Variants: Won)

Negative Outcomes:

Could Not Contact

Lost to Competitor

Client Discontinued


You also have the ability to create substages, which can add some granularity and allow for some advanced reporting.  For example, organizations whose clients may have multiple interviews with candidates may track “Client Interview 2”, and even “Client Interview 3” as sub stages of Client Interview in the example above.

In each workflow, we also have the ability to create rules for records as they change stages in the workflow.  For example, you may have Crelate prompt for a required note when changing some stages, or send a template email on others. 

Feel free to use terminology that speaks directly to how you recruit, and what you picture your candidates going through on the way to making a placement.


Also of note, before adding large quantities of candidates to your system, you'll want to configure your duplicate detection settings. 

How to: Use Duplicate Detection

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request


Please sign in to leave a comment.
Powered by Zendesk