A human/admin how-to for defining the recruitment pipeline — the status workflow your applications move through — plus how it differs from the ⚡ Processes automation module.
| "Process" | What it is | Who creates it | Use for recruitment? |
|---|---|---|---|
| Process States (inside a Task Type) | The named stages an Application moves through — your pipeline. Shown as kanban columns. | You, in Settings | YES — this is your recruitment process. |
| ⚡ Processes module (beta) | A separate automation app that runs scripted state-machines on Cards. | Author in UI; run-only via API | Optional / advanced (see §6) |
When you said "the UI only shows how to run" — that was the ⚡ Processes module. The thing you actually want to build a hiring workflow is Process States, and this guide is about creating those.
In Huly Recruiting, a Vacancy is a space built on a Recruiting/Tracker space type. Candidates are connected to it through Applications. Each Application has a status, and the ordered set of possible statuses — defined on the Vacancy's Task Type — is your recruitment process. On the board, each Process State is a kanban column; moving a candidate's card from column to column is moving them through your hiring process.
Click your workspace name / avatar (top-left) → Settings. In the left panel find SPACE TYPES.
Use the existing Recruiting/Vacancy type, or click + next to SPACE TYPES, choose Tracker as the base, and name it (e.g. AgileX Recruiting).
Inside the space type, find the TASK TYPES section. Click the task type that represents an Application (or click + to add one, give it a name, set whether it allows sub-tasks, and Create).
You'll see the state list grouped by status category. To add a stage, click + within the category you want it in. Click any existing state to edit it — you can change its:
Arrange the states top-to-bottom in hiring order. This ordering becomes the left-to-right kanban columns on every Vacancy of this type.
Go to Recruiting → Vacancies → New Vacancy, pick this space type, add a Talent as an Application, and confirm it appears in your first column. Drag it across the columns to verify the flow.
Every Process State belongs to one of a fixed set of categories. The name of a state is yours to choose; the category is what Huly uses internally to drive automation and reporting. You can have many states in one category.
| Category | Meaning | Example recruitment states |
|---|---|---|
| Backlog | Not started / sourced | Applied, Sourced, New |
| ToDo / Active | Queued to work | To Screen, Ready for Review |
| In Progress | Actively being worked | Screening, HR Interview, Tech Assessment |
| Done | Successful completion | Hired, Offer Accepted |
| Cancelled | Ended without success | Rejected, Withdrawn, On Hold |
Keep categories meaningful: anything that should count as "won" goes in Done; every kind of "no" goes in Cancelled. Reporting and automation both rely on this.
Huly can move an Application between states automatically based on action items (todos) rather than manual dragging:
This is the lightweight, built-in automation — no scripting required. It's also exactly the hook AgileX agents use: an agent creating/completing todos nudges the pipeline forward, while the category boundaries remain the control points.
If agents will work this pipeline (see The Agent Work Model), design at least one gate state — a state an agent can move into but only a human can move out of. The recommended convention:
| State | Category | Who advances it |
|---|---|---|
| Screening | In Progress | Agent (does the screening) |
| Needs Review 🛑 | In Progress | Human only — the gate |
| Shortlisted | In Progress | Human approval moves it here |
| Rejected | Cancelled | Human decision |
The agent fills in its assessment, moves the card to Needs Review, and @mentions the recruiter in a comment. The board stalls there until a person advances it — and in Recruiting you can pair this with a Review (verdict + notes) for a formal sign-off record. Nothing irreversible or outward-facing happens without that human transition.
Separate from Process States, Huly has a beta Processes app (the ⚡ icon) for scripted automation attached to a Card type. You author a process — its states, transitions, and automatic actions — in this module's UI.
create_process — only start_process, list_process_executions, and cancel_execution. So agents can run a process you've authored but cannot create or change one. For most recruitment needs, the Process States pipeline (§1–5) is simpler and fully sufficient; reach for the ⚡ module only when you need scripted multi-step automation beyond status columns.
To author one: open the ⚡ Processes module → choose the master tag (card type, e.g. Talent) it attaches to → define states and transitions → save. Agents then call start_process against a card to run it.
A sensible default to create for AgileX vacancies (states grouped by category):
Backlog → Applied
Active → To Screen
In Progress → Screening · Needs Review (gate) · HR Interview · Tech Assessment · Offer
Done → Hired
Cancelled → Rejected · Withdrawn · On HoldCreate this once on the AgileX Recruiting space type and every vacancy inherits it. Agents screen into Needs Review; recruiters approve through the human stages; offers and rejections are always human-signed.
AgileX / agenticX · Recruitment Process Setup · June 2026 · See also: The Agent Work Model, Huly Integration Guide, Recruiter's Guide. Source: Huly Docs — Task Types, Recruiting.