How to Set Up Workable Recruiting Software

Workable recruiting software is affordable, easy-to-use, cloud-based and well designed for the needs of most small businesses, funded startups, and even some mid-sized businesses.

Workable’s main competitors include: Greenhouse, Jobvite, Lever and Jazz (previously called Resumator).

Pricing is based on the number of open active jobs. Anyone can get started for $39 per month and three (3) open jobs runs $89 per month. Pricing is based on the number of jobs and all tiers come with the full solution – including the ability to turn everyone in the company into a sourcing agent, referral source or agency recruiter.

In this particular case, Workable Recruiting Software was the right solution because it provided the right combination of ease-of-use, intuitive design, customization, functionality, total value, affordability, flexible contracts (or rather “no contracts”), and support.

We believe Workable is a good choice for most companies with up to a few thousand employees. It’s inexpensive and easy-to-use and set up – and cost-effectively opens the entire organization to crowd-based sourcing and employee referral of qualified candidates. No matter the job/price tier, everyone gets the same robust system and full feature set. Social sharing capability is baked in and they recently launched a new mobile-based app – extending access to on-the-road recruiting. Based on their product roadmaps, we fully expect to see new features and extended capabilities coming online soon.

If you are looking to build up a quality recruiting framework and need an affordable, easy-to-use system, Workable will do the job and more.

Best use cases for Workable are most likely (a) small companies and/or funded startups looking for a quick/easy way to set up lean recruitment and employee referral processes and (b) growing companies looking for a solution to get in-house recruitment quickly established and firmly set on the right track.

Note: Some companies have too few applicants primarily because their existing ATS or application form makes its too difficult and time consuming. People are busy and most don’t want to fill out online applications that take an hour or more to complete. People find a job they like and want to upload their online profile, answer a few questions – and get back to work. Workable makes the application process super easy and fast.

(Note: Workable offers a 15 Day FREE Trial to get you started – and flexible contracts to make it easy to upgrade, downgrade, pause or walk away.)

Step-by-Step Guide to Set Up Workable Recruiting Software

1 – Sign Up for the Workable 15 Day FREE Trial – Go to their sign up page at Enter a first name, last name, work email, and password and you are in – it’s that easy.

2 – Set Your Company Profile – Once inside the admin interface, go to the upper right hand corner to “Company profile” to add your company name, website, logo and subdomain ( Next, use the company profile space (immediately below) to share something interesting about your company. You might include an “about us” paragraph and a few images. Use this opportunity to share something about what it’s like to work at your company. Provide a few links to even more useful content and information about the company.  Next, choose a color theme and layout. Save your changes at the bottom of the page. The link at the bottom right will take you to your new careers page. Go back, make changes, and save as often as you want.

3 – Edit Your Pipeline Stages – Directly below “Company profile” you will see “Recruiting preferences”. This is where you can set up a recruitment pipeline to mirror your company’s hiring process. An easy explanation and simple directions are near the bottom of that page. You can have up to 10 stages anywhere along the process. An example of how you might use this would be to create one called “Potential” so you can move qualified job candidates forward and into better view.  Candidates forwarded to Potentials might be highly qualified ones you want the team to notice. From there, you might move Potentials (highly qualified candidates) forward into another stage called “Talent Pool”. These might be vetted dream candidates you want to hire at some point in the future. With this multi-staging scenario, you can begin to build out pipelines of potential hires.

4 – Add Account Members – It might make sense to keep the “auto-join” feature on the “off” position and wait until you set everything up to invite other members. Adding external recruiters (third-party agencies, freelance recruiters, etc.) is easy with Workable. Just add their name and email to the list. You can come back and do this step later.

5- Subscription and Billing Information – You might want to come back and do this step later as well. It makes sense to wait until your 15 day trial is about to end to subscribe and add billing information – assuming you still want to move forward. This way you can opt-out without incurring any additional costs.

6 – Embed Your Jobs into Your Career site or Company Website – Go to “Integrations” to set up and get the code to embed your jobs into your career site or company website. Here, you can decide how to group jobs, determine which details you want shown, customize how to show open jobs, and more. Once you’ve defined options, just grab the code and embed it into your site.

7 – Create your Personal Profile – This is where you include your name, headline, avatar or head shot. It’s also where you set up your preferences for candidate submittal alerts. Near the bottom of this page you can edit your email and password – and below that, you can connect to applications.

It’s here that you will connect to the Workable Chrome Extension. This extension allows you to go into your LinkedIn account and search for viable candidates for your jobs and clip them (add them) into various open job buckets. It’s an easy way to build up a pipeline of qualified passive candidates for consideration.

If you get stuck anywhere along the way, simply click the question mark (?) in the upper right hand and open a new support conversation. Support is great and (most of the time) you will receive a quality response within an hour or two.

8 – Create a New Position – Click the “Create a New Position” button and enter relevant information about the job. Don’t forget to click the “save” button (at the bottom).

See also: Why Your Job Description Is Where Dreams Go To Die

See also: How to Write a Good Job Description Summary

9 – Customize the Application Form – Turn on or off the personal information you want from candidates when applying, add a few important questions and save changes.

10 – Advertise and Post to Job Boards and Share in Social Media – Workable customers are given deep discounts on many of the big job boards. But if you don’t want to spend anything more, you can simply post “as is” and your new job will be shared with a bunch of free job boards, including: Indeed, SimplyHired, Monster, GlassDoor, and more. At the bottom, you will see share buttons to share across Twitter, Facebook, Google+ and LinkedIn. If you aren’t already auto-posting content with a social campaign software, you can just keep coming back to this section and and share using these buttons as often as you like.

11 – Repeat steps 8, 9 and 10 as often as required. Using the “Clone” feature to recreate each new job makes the job set up process easier. Remember to modify the job description information and questions.

12 – Set up Your Hiring Team – After you have all your jobs posted and in place – and once your process stages are defined and in order – consider who needs to be on your hiring team. You can invite new members and allow anyone/everyone in your company to view the job description and refer candidates to the position. You don’t have to do this now. You can come back and do this at any time.

13 – Decide Whether to Invite Recruiters – At some point, you might want to invite outside recruiters into the system. It might make sense to involve an “outsider” to help with hard to fill jobs or strategic roles. This is an easy way to proactively invite them into the process. You don’t have to do this now. You can come back and do this at any time.

14 – View and Edit Jobs – Along the top of the system you will see a briefcase and the word “JOBS”. Click that button and you will see all of your published positions. This is where you can view, edit, advertise, upload candidates, see reports and even clone jobs. You should see all the stages you set up (in step #3) next to each open job. This stage view shows you the total number of candidates who applied, active candidates in the pipeline, and the total number of candidates throughout all the stages. This page provides a quick and easy way to see everything.

15 – View Candidates – The button to the right of JOBS is CANDIDATES. Click, and you will see all of your candidates in one place. You can use the search box (to search generally or to search tags with “#” or filter to target and find individual people or groups. You’ll probably notice a few candidates applying already.

16 – Additional System Features – Along the top of the Workable recruiting software you will also see INBOX, calendar, pre-set and custom reports and an activity stream.

17 – Candidate Profile Features – Inside each candidate profile, you can view the full candidate profile and actual resume (if they submitted one) or content from sourced social profile (LinkedIn, etc.). It is here that you can move the candidate forward through the staging process, disqualify the candidate, leave a note/comment or collaborate with other members, send a calendar invitation, email them with any number of pre-set email templates, or copy, edit and even share the candidate.

18 – Support Feature – This feature comes in handy for questions about staging, processes and more. It’s always great to know someone is ready to help when you need it.


CHRISTOPHER MENGEL brings over 20 years of insights to business owners and talent leaders inside emerging technology and professional services firms to implement new initiatives, develop new strategies for growth, carry out organizational and cultural change, manage complex projects, and fill business-critical roles. Have a challenge you want to solve? Connect with him on LinkedIn and Twitter and subscribe to his posts or contact him.