How it works
From client brief to guarantee, in ten steps
Follow a placement end to end. See who does what, and what the system takes off your plate.
The default flow
Ten steps, fully tracked
Select a step to see what happens. Your workflow engine can reshape any of it.
Step 1 of 10
Client onboarding
Who: BD, Manager
What happens
Add the client, record fee terms and contract, invite client users.
What the system automates
Terms flow into submissions and invoices; non-solicit rules are enforced.
Step 2 of 10
Requirement
Who: Client, Manager
What happens
The client posts a job, or your team creates it from a call or email. The manager reviews and assigns it.
What the system automates
Approval routing, assignment notifications and go-live.
Step 3 of 10
Sourcing
Who: Recruiter, Sourcer, Vendor
What happens
Search the database, receive career-site applications and vendor submissions.
What the system automates
Duplicate check and ownership lock on every candidate.
Step 4 of 10
Screening
Who: Recruiter
What happens
Call the candidate, verify CTC, notice period and interest, score and note it.
What the system automates
Question sets, screening records and reminders for follow-ups.
Step 5 of 10
Submission
Who: Recruiter, Manager, Client
What happens
Format a masked CV, get manager approval, send to the client, who shortlists or rejects with a reason.
What the system automates
Branded CV, approval chain and client notification.
Step 6 of 10
Interviews
Who: Recruiter, Client interviewer, Candidate
What happens
Schedule R1, R2 and HR rounds, run them, collect feedback.
What the system automates
ICS invites, reminders and feedback requests.
Step 7 of 10
Offer
Who: Recruiter, Manager, Client
What happens
Negotiate, approve the offer, issue it, follow up on acceptance.
What the system automates
Approval conditions by CTC and dropout follow-up reminders.
Step 8 of 10
Joining
Who: Recruiter, Client, Candidate
What happens
Track documents and the joining date until the candidate joins.
What the system automates
Joining reminders and a status trail for the client.
Step 9 of 10
Billing
Who: Finance, Manager
What happens
Raise the GST invoice, track client payment, then pay the vendor commission.
What the system automates
Fee calculation, GST split, TDS handling and payout rules.
Step 10 of 10
Guarantee
Who: Recruiter, Manager
What happens
Track the guarantee period. If the candidate leaves, replace or issue a credit note.
What the system automates
30, 60 and 90 day check-ins and replacement tracking.
By role
What each role does every day
Pick a role, then open the live demo signed in as that role.
A day as Admin
- Set up teams, roles and workflows
- Review approvals above manager level
- Watch plan usage and audit logs
Responsibility by stage
This role supports the whole flow rather than owning a single stage.
Other journeys
Vendor, candidate and platform flows
- Invited
- KYC and agreement
- Gets shared jobs
- Uploads candidates
- Duplicate and ownership check
- Recruiter screens
- Placement
- Client pays
- Commission and TDS
- Payout
- Finds a job or gets a link
- Applies with consent
- Screening
- Interview slots
- Status updates
- Offer
- Joined
- 30/60/90-day check-in
- Tenant created
- Plan selected
- Workspace provisioned
- Usage monitored
- Renewal or upgrade
See Hana Hire with your own hiring flow
Book a 30-minute walkthrough, or open the live demo and explore every role yourself.