Once your request has been published and candidates start coming in from invited suppliers, you can begin your hiring process. The exact flow may vary depending on how your organisation is set up, but the steps below represent the most common way requests are handled in Fill.

When a supplier submits a candidate, their full profile, including name, CV, and all available details, is visible immediately when you open the candidate card. There is no additional step required to view candidate information.

To begin evaluating the candidate and move them into your pipeline, move them from Inbox to Screening. The supplier will be notified when their candidate progresses. This does not trigger any other actions or commitments; it simply marks the candidate as under active evaluation.

In the Screening stage, you review the candidate's experience, skills, availability, and overall suitability for the role. This is where you decide whether to proceed with interviews or end the process for the candidate.
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When you've identified candidates you'd like to speak with, you can schedule an interview directly from the Candidate Card.

To make scheduling as smooth as possible, it's recommended to connect your calendar. When your calendar is connected, you can see your existing meetings as blocked time slots while selecting interview availability. Candidates can then choose from the times you offer, and confirmed meetings are added directly to your calendar.

If you don't want to connect your calendar, you can still book interviews by manually selecting your available time slots. The candidate will then choose a time from those options.

Learn more about how this works in Meeting and interview management.

If your organisation has enabled this feature, you are able to trigger tests and track results within the Fill platform. Testing helps you assess a candidate's skills or suitability in a more structured way. This step is often used after initial screening or interviews, depending on your process.

When a test is required, Fill keeps track of whether a candidate has been tested or not, helping your team ensure that all candidates are evaluated consistently before moving forward.

Please contact us at [email protected], to enable Tests for your organisation.

This too has to be enabled for your organisation upon request. If your organisation has this feature, you are able to trigger a background check and track it in the platform.

Background checks are typically performed when a candidate is close to selection. This step helps ensure that required checks are completed before contracting.

Using this activity makes the process traceable and visible to everyone involved, so the team knows that the necessary checks have been initiated or completed.

Please contact us at [email protected], to enable Background check for your organisation.

When you've selected a candidate and the contract process is complete, you move the candidate to Signed. This marks the transition from selection to an active engagement.

Depending on your setup, contracts may be handled directly in Fill or through an integrated external contract flow. Once moved to signed, the request process for that candidate is complete.

Reject a candidate is used when you've decided not to proceed with a candidate at any point in the process. This keeps your pipeline accurate and transparent by clearly showing that the candidate is no longer active in the request. It also supports collaboration by reducing uncertainty for both your team and suppliers.

To reject a candidate, navigate to the action bar on the Candidate Card, click the three dots, and select Reject candidate.

You're required to select a reason for rejection, and you can add additional context if needed. This information is shared with the supplier to help improve the quality of future candidates.

You can invite colleagues to collaborate on a request by building a Hiring team. Team members can be added as Recruiters (full candidate actions) or Viewers (read-only access). This is especially useful when multiple people need to evaluate candidates or make hiring decisions together.

Learn more in Hiring teams — collaborate with colleagues on a request.

This activity-based flow helps you move candidates forward in a structured and transparent way.

Not every candidate will follow every step, but the process gives you flexibility while keeping everyone aligned.

Use the request overview to track progress and always see what comes next.