1. What Are Recruitment Workflows?

Recruitment Workflows let you create dynamic, rule-based logic that controls what happens when a user clicks "Apply" or "Register" on your opportunity.

Instead of every user going through the same process, you can route different users to different experiences based on their profile, history, and qualifications.

Without workflows, every user sees the same Apply/Register button and follows the same path.

With workflows, you can set up rules like:

• If the user is already approved for another opportunity in your organization, auto-approve them
• If the user has completed your onboarding sequence, send them a short form
• If the user is under 18, redirect them to a parental consent page
• If none of the above apply, require them to request approval

Each opportunity can have its own independent set of rules, giving you full control over who gets in and how.

2. How Do I Enable Recruitment Workflows?

Recruitment Workflows are available on every opportunity. To enable them:

1. Navigate to your opportunity's Recruitment tab
2. Click "Enable dynamic workflow"
3. The system opens the rule builder where you can begin adding rules and configuring your fallback action

Once enabled, users will be evaluated against your rules the moment they click Apply or Register.

3. What Is a Rule?

A rule is an IF-THEN statement:

• IF a set of conditions are met (or no conditions at all)...
• THEN perform a specific action

Each rule includes:

• Name — A label to identify the rule (e.g. "Returning Users", "Minors", "New Applicants")
• Description (optional) — A note explaining when the rule applies
• Conditions (optional) — Filters that determine which users the rule applies to
• Action — What happens when the rule is matched

Rules are evaluated in order, from top to bottom. The first rule whose conditions match the user determines the action taken. If no rule matches, your fallback action is used.

4. What Conditions Can I Set?

Conditions are completely optional. A rule with no conditions is a catch-all that matches every user who reaches it.

When you do add conditions, all conditions on a rule must be met for the rule to match. The available conditions are:

Active in Database Checks whether the user has an active profile in your organization's database. Ideal for fast-tracking known, vetted users.

Completed a Sequence Checks whether the user has finished a specific onboarding or training sequence. You can select one or more specific sequences, or leave it empty to match users who have completed any sequence.

Approved for an Opportunity Checks whether the user is already approved for at least one opportunity in your organization. You can specify particular opportunities or leave it open to match approval in any opportunity.

Approved in the Same Category Checks whether the user is already approved for another opportunity within the same category. Useful when you have multiple roles under one program and want to streamline repeat approvals.

Age Restriction Checks the user's age based on their date of birth. You can set conditions like "Age >= 18" or "Age < 18" and control what happens if the user's age is unknown (block them or bypass the check).

Site Association Checks whether the user is associated with a specific branch or location. You can select specific sites or match users from any site.

Profile Tags Checks whether the user's profile has specific tags. You can match users who have:

• Any of the selected tags
• All of the selected tags
• None of the selected tags

5. What Actions Can I Assign to a Rule?

When a rule matches a user, the configured action determines their experience. There are seven action types:

Submit a Vome Form The user fills out the form(s) you select. No application is created, this is purely a form submission. Responses appear in your Forms module. You can then take action as an admin to assign any opportunities or actions from there. 

Form + Request Approval The user fills out a Vome form, and afterwards becomes pending approval automatically for the opportunity. An admin can see their application from the opportunities dashboard and can approve or decline it. Similarly, the user will be able to see their pending approval from their homepage as well.

Form + Auto-Approve The user fills out a form and is automatically approved immediately for the opportunity after submission. No admin review required.

Request Approval The user becomes pending approval automatically for the opportunity. An admin can see their application from the opportunity  dashboard and can approve or decline it. Similarly, the user will be able to see their pending approval from their homepage as well.

Auto-Approve The user clicks Register and is immediately approved for the opportunity. No form or admin review required.

Redirect to External URL The user is shown a message and directed to an external link, useful for third-party portals, background check providers, or external onboarding tools. Vome does not track activity on the external page.

Not Eligible The user sees a message indicating they are not eligible to apply. No button to apply is shown and no application is created.

6. What Is the Fallback Action?

The fallback action is what happens when a user clicks Apply but none of your rules match their profile. Think of it as the "else" in an IF-THEN-ELSE chain.

The fallback supports all seven action types. Common configurations include:

• Request Approval, for when nothing applies and you want to review them manually
• Not Eligible, for when no criteria are met and you want to communicate that clearly
• Submit a Vome Form, for when users who don't qualify for fast-track should complete a longer intake form

You configure the fallback by clicking "Edit fallback" in the workflow builder.

7. How Are Rules Evaluated?

When a user clicks Apply or Register, the system checks rules in order from top to bottom. The first rule whose conditions all match determines the action. No further rules are checked after a match.

Key points to keep in mind:

• Rules are evaluated top to bottom, so order matters
• A rule with no conditions is a catch-all and will always match, so place it last in your list
• If no rules match, the fallback action is used

Tip: Place your most specific rules first and your broadest rules last. A catch-all rule placed at the top will prevent any other rules below it from ever being reached.

8. What Does the User Experience Look Like?

1. The user visits your opportunity's landing page and clicks "Apply" or "Register"
2. The system evaluates the workflow in the background, and the button briefly shows "Checking eligibility..."
3. Depending on the matched rule, the user is taken to their corresponding experience:
   

If a rule has multiple forms assigned, the user is shown a list to choose from. If only one form is assigned, they are taken directly to it.

9. How do I bulk update recruitment workflows for many opportunities at once?