Recruitment Process SOP
Source: Notion – Recruitment Process SOP
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.
- 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: 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: Candidates are automatically added to the BrainForge Applicants database. Pipeline stages replace legacy triage labels.
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: 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: Pass → Second Interview | Fail → 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: Pass → Candidate is sent Interview Task | Fail → 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: Pass → Offer Negotiation | Fail → 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 uploaded and tracked in Notion.
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
6.1 Fail / Not Fit Candidates
Applies to: Loom Pre-Screen, First Round, Second Round / Interview Tasks, Final Interview.
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.
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.
Rejection email template (subject: Brainforge Interview Result): Thank candidate, state we are not moving forward after careful consideration, optional concise constructive feedback, encourage future connection.
6.2 Lost Candidates
- 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
Record withdrawal reason if provided; update Status to Lost – Candidate Withdrew; send brief acknowledgment email.
6.4 No Response / Inactivity Handling
- Minimum 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 in pipeline. No further outreach required.
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.
| Role | Responsibility |
|---|---|
| Department Heads / Managers | Conduct role-specific second round interviews or task reviews |
| CEO | Final evaluation and hiring decision |
| Operations Team | End-to-end recruitment oversight, interview coordination, status accuracy, onboarding handoff |
8. Systems, Tools & Templates
| Process / Tools | Purpose |
|---|---|
| recruitment@brainforge.ai | Email for replying and sending applicant messages |
| Brainforge Applicants (Notion) | Single source of truth for all candidates and stages |
| Loom Request Email Template | Async pre-screening |
| Interview Scorecard and Rubrics (Google Sheet) | Consistent scoring and rubrics for interviews |
| Interview Exercise | Role-specific skill validation |
| Interview scheduling tool (Default) | Booking links for scheduling with candidates |
| BF Chats (Pre-Interview Conversation) | SOP for BF Chats |
| Interview & Hiring Decision System | How Brainforge evaluates candidates and makes hiring decisions |
| Email/LI Reply Templates | Emails or LinkedIn replies for next steps or failed applicants |
| Loom Video Questions | Pre-screening questions |