Design a Workflow

TL;DR — Open a campaign's Workflow tab, click Create Workflow, then add stages — Form, Interview, or Payment — that candidates will go through. You can reorder stages, edit them at any time, and save the whole workflow as a template for the next campaign.

Before you start

Requires: Admin role.
You'll need: an existing campaign. Workflows live inside campaigns — see Create and Publish a Campaign if you don't have one yet.

Create the workflow

The workflow is a named container that holds the stages. A campaign can have one workflow.

Open the campaign and switch to the Workflow tab.
If no workflow exists, the empty state shows a Create Workflow button. Click it.
Enter a Workflow Name (required) — for example, 2025 Admissions Process.
(Optional) Add a Description.
Click Create. You can now add stages.

Already have a similar workflow elsewhere? Skip the manual setup — when you created the campaign you could have copied stages from a template or another campaign. See Choosing a workflow.

Add a stage

Stages are the steps candidates complete in order. Each stage has a type that determines what the candidate sees.

On the Workflow tab, click + Add Stage (top-right) — or Add First Stage if the workflow is empty.
Enter a Stage Name (required) — e.g. Application Form, Personal Interview, Application Fee.
Pick a Stage Type (required): Form, Interview, or Payment. Type-specific fields appear below.
(Optional) Add a Description and Instructions for candidates.

Toggle the stage settings:

Setting	Default	What it does
Required Stage	On	Candidates must complete the stage to advance
Auto Advance	Off	Once submitted, automatically moves the candidate to the next stage
Allow View Submission	varies	Candidates can review their submission after submitting

Click Create Stage. The new stage appears as a card on the Workflow tab.

Form stages

Form stages collect data from candidates — text, choices, file uploads, etc. They have two Form Types:

Form Type	What it's for
Question Form	Open-ended questions, document uploads via file fields, profile data. Not scored
Quiz	Scored assessments with correct answers, optional time limit and passing score

Fields specific to Form stages, on top of the general ones above:

Form Type — Question Form or Quiz
Use Existing Form as Template (optional) — copies fields from a saved form template into this stage. If you pick a quiz template, the form type and quiz settings auto-fill.
When Form Type is Quiz, a Quiz Settings block appears: Time Limit (minutes) (leave empty for no limit) and Passing Score (%), plus toggles for showing results and allowing backtrack.

After creating a Form stage, click Build Form on its card to add the actual fields (text input, multiple choice, file upload, etc.). For quizzes, the form builder is also where you mark correct answers.

Interview stages

Interview stages schedule conversations between candidates and your team. The create dialog only needs a Stage Name and the Interview stage type — the deeper configuration lives on the stage card afterward:

Configure Interview — set the format (e.g. video call) and instructions shown to candidates.
Manage Interviewers — assign team members who will conduct the interview.
Add Rubric / Manage Rubric — define the scoring criteria interviewers use during evaluation.

Payment stages

Payment stages collect application fees from candidates. Required fields, in addition to the general ones:

Payment Amount — e.g. 500.00
Currency — picked from the dropdown
Payment Description — short text shown to candidates during checkout (e.g. Application fee)
TVA Rate (%) — applied automatically only when the organization and the candidate are in the same country

A payment stage only charges candidates if your organization has a payment provider configured. Without one, the stage shows but the checkout fails. Configuring providers is a back-office task — ask the BrightStep team to set it up for your organization.

Reorder, edit, delete

On the Workflow tab, each stage shows as a card. From the cards you can:

Reorder — drag a card up or down to change the order. The order is the sequence candidates follow.
Edit — click Edit on a card to change the name, settings, or type-specific config. The stage type itself is fixed once created.
Delete — click Delete on a card and confirm. Deleting a stage removes any candidate progress for that stage.

Editing a published campaign's workflow can affect candidates who are mid-application. Make changes on a Draft campaign first, or Unpublish the campaign before restructuring stages.

Save as a template

Once a workflow has at least one stage, you can save the whole workflow — including all its stages and settings — as a reusable template:

On the Workflow tab, click Save as Template (top-right).
Give the template a name and an optional description.
Click Save.

The template appears in the Workflow dropdown the next time you create a campaign. Pick it under Workflow Templates to start a new campaign with the same stages already in place — see Choosing a workflow.

Troubleshooting

Symptom	Cause	Fix
Create Workflow or + Add Stage button missing	Signed in as Campaign Manager or Member	Ask an Admin
Toast: "Failed to create stage" on submit	Stage operations are Admin-only — your role doesn't have permission	Ask an Admin to add the stage
Save as Template button missing	The workflow has zero stages	Add at least one stage first
Quiz Settings don't appear when configuring a Form stage	Form Type is set to Question Form	Switch Form Type to Quiz
Payment stage doesn't charge candidates	Your organization has no payment provider configured	Ask the BrightStep team to configure a provider for your organization
Stage Type can't be changed when editing a stage	Stage type is fixed once created — by design	Delete the stage and create a new one with the right type
Workflow dropdown empty when creating a new campaign	No saved templates and no campaigns with stages yet	Build at least one workflow first, then save as template

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