Brainforge Knowledge

recruitment-process-sop

7 min read

Department & Owner: Operations

Latest Update: February 03, 2026 - Rico

1. Purpose

This SOP standardizes the end-to-end recruitment pipeline to ensure consistent candidate evaluation, operational clarity, and scalability across multiple roles and sourcing channels. It aligns day-to-day recruitment execution with the Notion Recruitment Dashboard and defines clear ownership, stages, and outcomes.

2. Scope

In Scope

  • All recruitment activities for technical and non-technical roles
  • All candidate sources: LinkedIn Inbound, Websites, Upwork, Referrals
  • All pipeline stages from intake through onboarding handoff/Drop off

Out of Scope

  • Hiring strategy and workforce planning
  • Compensation benchmarking and market analysis
  • Detailed onboarding execution (covered in the New Hire Onboarding SOP)

3. Guiding Principles

  • Single Source of Truth: One Notion database for all candidates
  • Stage-Based Clarity: Every candidate is always in one defined stage
  • Early Signal Filtering: High-signal screening before CEO involvement
  • Standardized, Role-Flexible: One structure, role-specific criteria
  • Scalable by Design: Built for high-volume hiring campaigns

4. Recruitment Pipeline Overview

Entry Paths (Mutually Exclusive)

Candidates may enter the recruitment pipeline through one—and only one—entry path:

  • Outbound / Executive Referral: BF Chats
  • Inbound Applicants: Application Form with Loom Video

Candidates must not complete both BF Chats and Application Form/Loom as an entry requirement.

Funnel Structure

  • Application Intake
    • Outbound: BF Chats
    • Inbound: Application Form + Loom Video
  • Screening Gates (Mandatory at Each Stage)
    • Screening after Intake
    • Screening after Initial Interview
    • Screening after Second Interview
    • Screening after Final Presentation
  • Core Stages
    • Initial Interview
    • Second Interview
    • Final Presentation (Panel)
    • Offer Negotiation
    • New Team Onboarding
  • Drop-Offs
    • Lost
    • Not Fit

All stages are tracked within the same Notion database using Pipeline Stage and Status fields.

5. Stage Definitions

Stage 1: Application Intake

Outbound Entry – BF Chats

Overview: BF Chats are informal, structured conversations conducted by executive-appointed team members. They serve as an introductory recruitment entry point, not a formal interview.

A separate BF Chats SOP governs meeting structure and note-taking expectations. This SOP defines how BF Chats integrate into the recruitment pipeline.

  • Owner: Operations (coordination) + Assigned BF Team Member
  • Applies to: Executive referrals and outbound outreach candidates
  • Purpose:
    • Introduce BrainForge and role context
    • Validate mutual interest
    • Capture qualitative chat notes

Notes:

  • Governed by a separate BF Chats SOP
  • No Loom video required for outbound candidates
  • Chat notes are mandatory and attached to the candidate record

Inbound Entry – Application Form & Loom Video

  • Owner: Operations
  • Sources: Job ads, website, open role campaigns
  • Requirements:
    • Completed application form
    • Loom video submission

Notes:

  • Existing application forms remain unchanged.
  • Candidates are automatically added to the BrainForge Applicants database.
  • Pipeline stages (Stage 1, Stage 2, etc.) replace legacy triage labels.
  • Ownership, Slack notifications, and stage transitions are automated where possible.

Stage 1B: Intake Screening (SL Review)

  • Screened by: SLs
  • Inputs: BF Chat notes (Outbound) OR Loom Video (Inbound)

Evaluation Criteria:

  • Communication clarity
  • Role relevance
  • Motivation and baseline alignment

Outcome Logic:

  • Pass: Advance to Initial Interview
  • Fail: Status set to Not Fit with reason documented

Stage 2: Initial Interview

  • Owner: Operations
  • Interviewers by Track:
    • Data: Awaish
    • AI: Sam
    • Strategy: Amber

Evaluation:

  • Structured interview scorecard
  • Interviewer recommendation (Pass / Fail)

Outcome Logic:

Note: Interviewer Discretion

  • Pass: Advance to Second Interview
  • Fail: Status set to Not Fit with documented feedback

Stage 3: Second Interview

  • Interviewers by Track:
    • Data: Demilade
    • AI: Pranav
    • Strategy: Greg

Evaluation:

  • Structured scorecard
  • Clear Pass / Fail recommendation

Outcome Logic:

Note: Interviewer Discretion

  • Pass: Candidate is sent Interview Task
  • Fail: Status set to Not Fit with documented reason

Stage 4: Final Presentation (Panel)

  • Format: Candidate presentation + Q&A

Panel Composition:

  • Data: Uttam, Awaish, Demilade
  • AI: Sam, Pranav, Uttam
  • Strategy: Amber, Greg, Robert

Evaluation Rules:

  • Panel conducts Pass / Fail vote only
  • No partial passes or conditional approvals

Outcome Logic:

Note: Panel Interviewer Discretion

  • Pass: Advance to Offer Negotiation
  • Fail: Status set to Not Fit

Stage 5: Offer

  • Owner: Operations + CEO
  • Goal: Close the candidate efficiently and professionally

Offer Confirmation Checklist:

  • Rate
  • Start date
  • Trial vs full-time status
  • Contract link

All offer details are uploaded and tracked in Notion.

Process flow Diagram:

[Process flow diagram to be added - shows the recruitment pipeline from Application Intake through Offer to Onboarding Handoff with decision gates at each stage]

Stage 6: Onboarding Handoff

  • Owner: Operations
  • Goal: Ensure a smooth Day 1 experience

Execution follows the New Hire Onboarding SOP. Recruitment responsibility ends at formal handoff.

6. Fail, Denial, and Drop-Off Handling

This section defines how failed, withdrawn, or unresponsive candidates are handled to ensure consistent documentation, feedback capture, and professional candidate communication.

6.1 Fail / Not Fit Candidates

Applies to:

  • Loom Pre-Screen
  • First Round Interview
  • Second Round Interview / Interview Tasks
  • Final Interview (rare)

Required Actions:

  • Interviewer or stage owner records structured feedback using the relevant evaluation template.
  • Feedback must clearly justify the decision (e.g., skills gap, experience mismatch, communication concerns).
  • Operations consolidates feedback into a concise internal summary.

System Updates:

  • Pipeline Stage: Drop-Offs
  • Status: Not Fit
  • Reason tag applied (standardized taxonomy)

Candidate Communication:

  • Operations drafts and sends a rejection email using the approved rejection template.
  • Feedback shared externally is high-level and non-actionable unless explicitly approved.

Link for Prompt

6.2 Lost Candidates

Lost candidates are those who exit the pipeline for non-evaluative reasons.

Lost Categories:

  • Lost – Salary Expectations
  • Lost – Scope Mismatch
  • Lost – Role Closed
  • Lost – Candidate Withdrew
  • Lost – No Response

System Updates:

  • Pipeline Stage: Drop-Offs
  • Status: Lost
  • Specific lost reason selected

6.3 Candidate Withdrawal

If a candidate explicitly withdraws:

  • Record withdrawal reason if provided.
  • Update Status to Lost – Candidate Withdrew.
  • Send a brief acknowledgment email confirming withdrawal.

6.4 No Response / Inactivity Handling

Applies when a candidate does not respond to:

  • Interview scheduling
  • Interview task requests
  • Next-step confirmation

Process Logic:

  • Minimum of 2 follow-ups sent over a defined period (Ops-managed).
  • If no response after final follow-up:
    • Update Status to Lost – No Response.
    • Close out the candidate in the pipeline.

No further outreach is required after status update.

7. Responsibilities

  • Executive or CEO referrals may bypass earlier stages and proceed directly to Final Interview.
  • Role- or department-specific assessments are permitted within the standardized stage framework.
RoleResponsibility
Department Heads / ManagersConduct role-specific second round interviews or task reviews
CEOFinal evaluation and hiring decision
Operations TeamEnd-to-end recruitment oversight, interview coordination, status accuracy, onboarding handoff

8. Systems, Tools & Templates

Process/ ToolsPurpose
recruitment@brainforge.aiemail for replying and sending applicants messages
Brainforge ApplicantsSingle source of truth for all candidates and stages
Loom Request Email TemplateAsync pre-screening
Interview Scorecard and RubricsConsistent scoring and rubrics for interviews
Interview ExerciseRole-specific skill validation
Interview scheduling toolBooking links for scheduling a meeting with candidates
BF Chats (Pre‑Interview Conversation)SOP for Bf Chats
Interview & Hiring Decision SystemExplains how BrainforgeAI evaluates candidates and makes hiring decisions
Email/LI Reply TemplatesEmails or LinkedIn replies for next steps or failed applicants

Loom Video Questions

Graph View