Part of the Fortemap platform · Workflow automation
The admin between conversations, handled by rules
Most recruitment admin is predictable: update a status, chase feedback, remind an interviewer, reformat a CV. Fortemap does these from rules you set once, and records each step so nothing happens out of sight.
What runs on its own
Six workflows recruiters no longer do by hand
01 · Candidate lifecycle
Statuses that follow the work
Every candidate has one global status that changes as things happen, so the whole team knows who is free, who is committed and who has gone quiet.
- New when a profile is created
- Under active assignment while they are in a live pipeline
- Available when they are free for new roles
- Recently hired after a placement, so no one approaches them too soon
- Idle after a period without activity, set by time-based rules
02 · Pipelines and SLAs
Stages that tell you when something is late
Use the default pipeline or define stages for an assignment. Each stage can carry a time limit, and candidates are flagged as on track, at risk or overdue.
- Default and custom pipelines, with each stage classified by type
- SLA flags visible to recruiters, leads and the client view
- Bulk moves across stages with every change logged
03 · Assignment close-out
Filling a role tidies up the rest
When an assignment is closed, candidates who were not hired return to Available with their notes and scorecards intact. The next search starts with them already in the pool.
04 · Alerts and digests
Reminders before relationships go cold
A set of alerts runs in the background for every workspace. There is nothing to configure.
- Idle candidate alert after 7 days without activity
- Inactive client alert after 30 days without activity
- Interview reminder about 24 hours before each interview
- Weekly pipeline digest by email
- Daily refresh of candidate profile statuses
05 · Business development
A won lead becomes a client in one step
Move a lead through Lead, Prospect and Proposal. When it is won, convert it and the client account is created with contacts, notes and activity carried over.
06 · Document workflows
Templates that assemble themselves
Set up document types such as dossiers, submission reports and branded resumes, with the sections and branding you want. Fortemap fills each section from the record, and a person reviews the draft.
- Configurable section list per document type
- Firm branding applied automatically
- Drafts built from current profile and role data
Ground rules
What automation will and will not do
Automation does
- Keep statuses, stages and timestamps current
- Flag late work and remind the right person
- Assemble documents for review
- Log every automatic change in the audit trail
Automation does not
- Reject or advance a candidate
- Send messages to candidates or clients on its own
- Share anything outside the permissions you set
- Delete records
Questions
About workflow automation
Do I need to set up the alerts?
No. Idle candidate, inactive client and interview reminder alerts, the weekly digest and the daily status refresh run for every workspace by default.
Can I create custom pipeline stages?
Yes. Each assignment can use the default five-stage pipeline or its own stages, and SLA flags apply to both.
What happens to candidates when a role closes?
Candidates who were not hired return to Available automatically. Their notes, scorecards and history stay on the profile.
Can automation be connected to other systems?
Yes, through the REST API today and event webhooks when they launch. See integrations.
Give your recruiters their afternoons back
See which parts of your current process Fortemap can take over.