Workable

Review AI credit consumption separately from the platform subscription. Workable Agent charges credits for distinct sourcing, evaluation and chat actions. Purchased credits expire after one year and are non-refundable, so size the allowance around the workflow you actually intend to run.

Check the active-job terms attached to your account. Current pricing describes unlimited active jobs subject to fair usage, while some legacy plans have numerical caps. The old Starter limits in the help center should not be applied to every current subscription.

Check the scheduling workflow before turning it into a template. Multiple interviewers cannot be included through self-schedule templates or automated actions, and an already-sent scheduling link cannot be edited; the documented remedy is a new email with an updated link.

When moving a hired candidate into Workable's People directory, check which files follow the profile. Workable says the resume and signed offer or other signed documents move automatically, but other candidate-profile attachments do not. For an authorized sample hire, compare the candidate files with the new employee profile and separately retain or upload any required extra files under your policy.

When piloting candidate communications in Workable, verify the recipient and message with synthetic data before contacting real applicants. Workable says a user may delete their own sent email or text entry from the candidate Timeline, including automated emails, but this only removes the Timeline item: it does not unsend or recall the message or remove it from the candidate's inbox. Set a review and correction process before using these messages with applicants.

Before relying on Workable for a future ATS migration, confirm how candidate records and files would leave the account. Its Candidate details CSV omits resumes and other files; individual profiles and resumes have separate downloads, regular bulk export can use the API, and Workable directs occasional full-export requests to its team. Ask for a sample with the fields and file folders you need, whether signed offers are included, and the timing of the requested export; do not treat the standard CSV as a complete archive.

Before deleting a duplicate candidate profile, test the cleanup with fictional records. Workable says profiles cannot be merged and suggests saving the duplicate as a PDF, then attaching that PDF with a descriptive comment to the retained profile. Because the print view has selectable sections and additional files are attached to comments, check the saved PDF and the retained profile for the communication and files your team needs before deleting a real record.

Before sharing a Workable candidate profile externally, preview a fictional profile with the intended visibility and commenting choices. Workable says anyone sent the link can view the selected material; putting it in a candidate-visible email or invite can expose internal feedback and comments. If the timeline is shared and email/comment visibility is All hiring team, its emailed or comment-attached files can appear too. Links expire after 15 days and can be revoked in Manage shared links. Assign who checks recipients and revokes links before sending real candidate data.

Before sending Workable interview self-scheduling links, test a fictional candidate in another time zone. The interviewer's default availability starts as weekdays 9–5 in their time zone and can be changed for one link; Workable checks the connected calendar for conflicts. Event emails show the organizer's time zone even though the candidate's calendar adjusts locally. Workable sends a candidate-only reminder 24 hours before the event; if its start changes after that reminder, a new one is scheduled only when the new start is more than 24 hours away. Confirm the displayed slots, invite and reminder timing in the pilot.

Before using Workable disqualification as a rejection workflow, decide how and when applicants will hear back. Workable says moving a candidate to Disqualified does not notify them unless staff email or call, or a disqualification automated action is enabled. That action can send an email days later; optional or required disqualification reasons depend on account settings. Test a fictional candidate, including a bulk action, then verify the intended message and timing before rejecting real applicants.

Before sending a Workable offer, check whether the team chose an Offer template with the intended approval groups. Workable Help says Simple e-signature documents can be sent at any pipeline stage but cannot use approval workflows; Offer documents are limited to the Offer stage and can use optional approvals. When those groups are configured, Workable says the candidate is contacted only after every group confirms. Rehearse the template, approvers and send sequence with a fictional candidate before issuing a real offer or NDA.

Workable says it adds publicly available web photos and social-account links to candidate profiles by default when people apply or are sourced. In Candidate Privacy Settings, a team can collect links without displaying them or show only photos candidates submit; Workable says these choices leave a way to re-enable the features later. Turning off social profiles or candidate profile pictures entirely is permanent for the account. Before rollout, have hiring and privacy owners decide which information reviewers should see, then check the display with a synthetic candidate.

Before transferring a candidate between Workable jobs, choose Copy or Move based on record history. Copy creates a separate profile in each job, but comments, referrals, messages and files from the original profile do not follow it. Move transfers the one profile's history and removes it from the first pipeline; it is unavailable for requisition-linked candidates or between accounts. Workable also says time-to-hire after a move uses the original creation date, while it recommends copying when report comparability matters. Test with a fictional candidate and inspect both pipelines before moving real applicants.

Before enabling Workable's GDPR data-retention setting for jobs in the EU, UK, Norway, Iceland, Switzerland or Liechtenstein, model both an active and an archived candidate. The retention clock begins when each profile was created. A configured recent-activity exclusion can defer deletion for active jobs and the Talent Pool, but archived-job profiles follow creation age even after recent updates. Workable warns that saving newly enabled settings may delete already-eligible profiles immediately after a count alert, and removed profiles cannot be recovered. Have recruiting and privacy owners inventory needed records and review the alert before Save.

Before using Workable Snooze to defer a candidate follow-up, choose who should follow the profile and own the next contact. Workable says the profile remains accessible while snoozed and can be unsnoozed early. At wake-up, followers receive email and Workable Inbox notifications even if the job is archived; the position must be unarchived before contacting the candidate. A candidate email reply does not unsnooze the profile. Check the date, follower list and manual Unsnooze step with a fictional profile, and verify plan and role access and notification delivery before depending on the reminder.

Workable’s Duplicate job creates a draft titled “Copy of [original job title]” that carries the description, details, Free job-board targeting, application questions, and configured video-interview or assessment setup. Candidates from the original job do not come across. Before republishing a repeat opening, inspect the cloned draft’s title, public targeting, questions and interview settings; handle any candidate move separately using a fictional job and candidate to check record history, permissions and notices.

Before putting salary or other sensitive feedback on a Workable candidate, check who can see comments, emails and their attachments. Workable says an Admin, Recruiter or Hiring Manager for that job can set a comment or email’s Visible to audience by user type, not by individual teammate; the chosen visibility becomes the default for later comments or emails about that candidate, and files attached to a comment inherit its visibility. An Admin can set a Confidential Zone for a pipeline stage and every following stage, narrowing the default comment and email visibility to the author and users with the same or higher access. Test a fictional candidate and attachment as each intended role, and review the default again when the candidate changes stage before relying on it for private material.

Workable's self-scheduling buffer changes which after-event slots candidates can book; it does not add a busy block to Google or Outlook. The default is no buffer, and a connected Google or Outlook calendar is needed to set one. A sender can override the default for a particular link; when multiple interviewers are on that link, Workable uses the longest buffer. Before inviting candidates, preview a fictional back-to-back interview and inspect the linked calendars if protected wrap-up time needs to appear as a calendar reservation.

Before scheduling a Workable interview-invitation email, choose the intended send date, time and time zone, then preview a fictional candidate's self-schedule window. Workable says a relative window such as 'Tomorrow' for one week is calculated from the scheduled send day: in that example it opens on the next working day after sending and lasts a week. The pending item appears on the candidate timeline and can be sent immediately or canceled; after sending, the pending item is replaced by sent activity. Check Scheduled and Failed filters in the Activity Stream before assuming the invitation went out. Verify the recipient, time zone and link settings before a live sequence. No real candidate or email was used.

Before using Workable's Saved marker as a talent-pool shortlist, check its scope across jobs. The Help guide says saving one candidate also saves same-email profile siblings in that account, including later matching profiles; the Saved only filter can resurface them. Copying or moving a saved candidate within the account preserves the marker, while a copy to another account does not. Moving a saved candidate to Hired automatically unsaves them, and bulk saving is unavailable. The Save action is unavailable to External Recruiters and Candidate Reviewers. In a fictional no-write review, compare two same-email profiles, a cross-account copy and a Hired transition, then decide who maintains the shortlist; check candidate consent and retention separately.

Before treating Workable's candidate timeline as a complete email record, compare a fictional thread started in Workable with one started in Gmail or Microsoft 365 Outlook. Workable says an integrated inbox can sync replies to Workable-started threads after about 15 minutes when the candidate keeps the same thread, subject and email address and the message stays in the Inbox or a subfolder. A mailbox-started thread needs a one-time manual import through Communication > Messages; later replies in that thread can then sync. Internal-candidate messages with a matching organization or importing-member email domain cannot be imported for privacy. In a no-email review, have an authorized recruiter check integration and role access and identify where each hypothetical message would appear before relying on the timeline. No candidate, inbox or import was used.

Workable's AI-assisted label is based on application metadata patterns; its Help guide says matching applicants receive a tag and can be included or excluded with a Pipeline or Candidates filter. If an application used a system-generated email, Workable may replace it with the email found in the resume when available. In a fictional two-profile review, compare the visible contact address, resume address and tag before outreach or duplicate cleanup. Keep this tag separate from Workable's bot-prevention controls, and ask a permitted recruiter how uncertain cases are reviewed; the guide does not establish detection accuracy, candidate intent or message delivery.

Where a Workable plan includes Hiring Plan, approving a requisition does not open it: Workable says required approvals pass through configured groups in sequence, then the request remains Approved until a Requisition Owner or Super Admin opens it. A job posting is a separate record that may be public or internal. For a fictional vacancy, ask a hiring lead to trace two approval groups, identify who makes the Approved-to-Open change and check the linked job's visibility before recruiting. Confirm plan and role rights in your account; an Approved requisition alone does not show that recruiting has begun or a job is public.

Before treating a Workable bulk communication as sent to every selected candidate, review its per-recipient summary. Workable says the action can show successful, On hold and Failed outcomes after checks for anonymized profiles, missing or invalid contact details, and duplicate-email risk from the same template. Its example warns that clicking Resend email for a same-template On hold recipient can send a duplicate. In a fictional no-send exercise, compare the selected list with each outcome, ask who investigates withheld messages and reviews the earlier communication before any resend. Confirm permissions and channel settings; bulk-action completion alone does not prove every intended person was sent a message.