The short version
Every product writes to the same candidate record, so what you learn early is still there when you interview, make the offer and plan their first year.
One record, from first touch to first year
Most hiring stacks pass a candidate from tool to tool: one for sourcing, one for screening, one for scheduling, one for e-signature and another for HR. Each handoff loses context, and somebody re-types the rest.
In InsightHire, every product writes to the same candidate record and later steps read from it. This playbook follows one role from the first search to the first quarterly check-in, so you can see what carries forward at each step.
1. Find people before they apply (Scout)
Open roles rarely attract enough qualified applicants on their own. Scout starts from the job, or from a plain-language description, and brings back people who fit. Scout is an add-on.
- 1
Rediscover people you already know
Search past applicants and talent pools first. People who nearly made it last time are often the fastest hires.
In Scout - 2
Search from a prompt
"Certified medical assistants within 15 miles, open to evening shifts." Scout runs the search across licensed data providers and explains why each person matched.
In Scout - 3
Reach out in a sequence
An email on day one, a text on day three and a call task on day five. "Write it for me" drafts each step and you edit it before it goes out.
In Scout - 4
Send interested people into the journey
When someone replies, send them into the same journey your applicants take. Everyone is scored on the same criteria.
In Scout
2. Screen every applicant with a journey (Journeys)
Applicants from your careers page, job boards and Scout all take the same short, scored pre-interview on their phone. Nobody waits for a call back to show what they can do.
- 1
Knockout questions
Confirm the certification and the evening availability up front. If a must-have isn't met, the journey ends politely.
In Journeys - 2
A short skills check
Pull eight questions from a pool, so no two candidates see exactly the same set.
In Journeys - 3
Two or three video answers
"Tell us about a time you calmed an upset patient." Candidates record on their phone, whenever it suits them.
In Journeys - 4
Documents and references in the same flow
Ask for the certification upload and two references while they apply. This is where Vouch starts.
In Vouch
Keep the journey short
- Only ask knockouts that are true must-haves.
- Keep video to two or three questions.
- Tell candidates how long it takes before they start.
- Take it yourself on your own phone before you publish it.
3. Review one ranked queue (ATS)
Each answer is scored against the guidance you wrote for that question. Finished journeys land in one ranked review queue across every job, with the evidence next to each score.
- 1
Read the evidence, not just the number
Open the journey report to watch each answer next to its transcript and its score.
In Journeys - 2
Compare side by side
Line up your top candidates question by question on the compare board.
In Applicant tracking - 3
Override when you disagree
Change any score. Corrections feed back so scoring learns what your team values.
In Journeys - 4
Share with the hiring manager
Send a secure link to the full report so the manager sees what you saw.
In Applicant tracking
4. Interview with structure (Interviews & scheduling)
Because the journey already covered the basics, the live interview can go deeper on the two or three things that matter most for the role.
- 1
Invite top scorers automatically
Set a score, and the best candidates are invited to the first interview stage as soon as they finish.
In Interviews & scheduling - 2
Let candidates pick the time
Self-booking links offer the panel's shared open slots from connected Google or Microsoft calendars, and nudge people who haven't booked yet.
In Interviews & scheduling - 3
Give every interviewer the same kit
Interview kits hand each interviewer their questions and scorecard for their part of the process.
In Interviews & scheduling - 4
Let the notetaker write it up
A notetaker records the meeting and adds a transcript and summary to the candidate record.
In Interviews & scheduling
5. Offer, sign and onboard (Offers & onboarding)
- 1
Cross-check before the offer
Verify checks contact details, current employer and the certification against state boards and the NPI registry, and gives you one score with the reasons behind it.
In Vouch - 2
Send the offer
Pick a template, check the salary band, and send it. The candidate can accept, decline or counter, and every version is kept.
In Offers & onboarding - 3
Sign without a separate tool
Built-in e-signature with an audit trail and a signature certificate.
In Offers & onboarding - 4
Onboarding starts itself
The plan matched to the role starts on hire, with tasks and emails timed to the start date.
In Offers & onboarding - 5
Close out the job
Reject the rest, keep strong runners-up in a pool, and mark the job filled.
In Offers & onboarding
The runners-up you keep in a pool here are the people Scout rediscovers the next time the role opens.
6. Turn hiring evidence into a growth plan (Grow)
Grow is an add-on that picks up where hiring leaves off. The new hire joins the roster with everything you learned about them attached.
Set it up in this order
Your first month
- Build one journey for your highest-volume role.
- Connect your calendars and create one interview kit.
- Add an offer template and an onboarding plan.
- Turn on Scout, Vouch or Grow when you need them. They are add-ons.
- After the first 90 days, review quality of hire and adjust the journey.