A-Suite Workflow Triggers: 5 Benefits & Best Practices

Think of your perfect candidate. Maybe it’s an experienced CDL driver with all the endorsements, a clean MVR and who lives 5 minutes down the road. Imagine this person visited your Careers Site moments ago and completed the qualification questions. Wouldn’t it be nice to receive a text message from your applicant tracking system, so you can call the driver ASAP, answer any questions and let them know you’re processing their application?

Well, you can get an alert like that. And that’s just one of many examples of what’s possible with AvatarFleet’s new automation feature: A-Suite workflow triggers. 

What are A-Suite workflow triggers?

Triggers in A-Suite help manage and streamline the recruitment process by automatically prompting the next step in the process. They use behind-the-scenes information to take action on behalf of the recruiter. Triggers, which you add to a workflow, take candidates from one step to the next automatically based on customizable criteria. 

Think of it like a manual vs. an automatic transmission. There used to be a reason for manually shifting gears. Thanks to engine technology, those benefits have all but disappeared. Machines are now as good or better at shifting gears than humans are. 

It’s no different with workflow triggers in the recruiting process. Why do something manually that you can set up to take place automatically? 

5 benefits of using workflow triggers in A-Suite

There are a ton of benefits to workflow triggers in A-Suite — not the least of which is removing tedious tasks from your to-do list so you can focus on more important parts of your job. Let’s take a look at all the pluses: 

Efficiency: Automated triggers save time by eliminating the need for manual follow-ups and administrative tasks. This allows recruiters to focus on more strategic aspects of hiring.

Candidate quality: Good drivers go fast. Triggers ensure you respond to high-quality applicants quickly before another carrier snaps them up.

Consistency: Standardized responses and actions help ensure that all candidates receive the same level of communication and experience, maintaining fairness throughout the process.

Accuracy: Automation minimizes the risk of human error, such as forgetting to send an important notification or missing a critical step in the hiring process.

Candidate experience: Timely and relevant communication keeps candidates informed and engaged, which can improve their perception of your company and encourage them to want to work for you.

Data: Workflow triggers can provide information on the efficiency of various stages in your recruitment process, helping to identify bottlenecks and areas for improvement.

Types of workflow triggers available

A-Suite workflow triggers can be as basic or as sophisticated as you’d like them to be. Some triggers are more geared toward A-Suite “power users,” but there are many simple ways to incorporate this feature into your recruitment process. 

Just to name a few examples, you can: 

• Automatically order MVRs, background checks and other screens.
• Automatically acknowledge receipt of an application with a confirmation email.
• Notify recruiters or hiring managers when a candidate has completed a screening questionnaire or assessment.
• Trigger reminders and scheduling tasks for interviews once a candidate progresses to this stage.
• Send automated offer letters and related documents when a candidate is selected for an offer.
• Notify candidates who were not selected in a timely manner, including personalized feedback if applicable.

Best practices for implementing workflow triggers in A-Suite

Before you proceed with implementing workflow triggers in A-Suite, consider the following best practices. (Hint: You have to start by standardizing your hiring process.)

1. Map out your recruitment process: Clearly define each stage of your recruitment process to determine where triggers will be most effective, so you’re taking action on the drivers you want at your company as soon as possible.
2. Personalize your communications: While automation is key, make sure your communications are personalized and relevant to each candidate.
3. Regularly review and update your process: Periodically go over your triggers and workflows to ensure they align with current recruitment goals and best practices.
4. Leverage analytics: Review data from your Applicant Tracking System to refine and optimize your triggers to make sure they deliver the desired outcomes.
5. Train your team: Be sure your recruitment team understands how the triggers work and can leverage them effectively to maximize their benefits.

How to set up workflow triggers in A-Suite

To set up A-Suite workflow triggers, start by managing your position opening, adding an action and then adding a trigger. Contact your AvatarFleet Client Success Manager for detailed trigger setup assistance. 

Take the following steps as you set up A-Suite workflow triggers: 

1. Define triggers: Identify key events or milestones in your recruitment process that will activate a trigger.
2. Set conditions: Specify the conditions that will activate the trigger.
3. Configure actions: Determine what actions should follow the trigger (sending emails, updating candidate status or alerting team members).
4. Test and implement: Before fully deploying, run through the triggers to ensure they work as intended.
5. Monitor and adjust: After implementation, keep an eye on the triggers to ensure they’re functioning correctly and tweak them as needed based on feedback and performance.