Loxo Workflow Automation Map (BAINTL)
Purpose
This document maps how specific activities (manual or automated) trigger movement through the Loxo Job Pipeline stages. This is the ‘Rosetta Stone’ for understanding why candidates move automatically.
🚀 Workflow Stages & Progression Logic
| Workflow Stage | Activities | Business Context |
|---|---|---|
| Applied | 1 Activity | Native Loxo application. |
| Longlist | 2 Activities | Initial sourcing or Maybes. (Note/Email triggers disabled). |
| Shortlist | 1 Activity | Human Vetted. Marked as ‘Yes’. |
| Outbound | 10 Activities | The Chase. Emails, SMS, Responses. (Call/Voicemail triggers disabled). |
| Recruit Presentation | 2 Activities | Meeting Scheduled or Presentation logged. |
| Client Submittal | 2 Activities | Candidate presented to Hiring Manager. |
| First Time Interview | 5 Activities | Live interview process. (Hold trigger disabled). |
| Rejected | 5 Activities | Rejected by Client, Candidate, or Consultant. (Client rejection enabled). |
| Offer | 1 Activity | Offer Extended now automatically moves to this stage. |
| Hired | 1 Activity | Success. Placement made. |
🚦 Activity-to-Stage Triggers (Pruned)
| Activity (The Trigger) | Resulting Stage | Status |
|---|---|---|
| Applied | Applied | ✅ ON |
| Added to Job | Longlist | ✅ ON |
| Marked as Maybe | Longlist | ✅ ON |
| Note | Longlist | ❌ OFF (Too noisy) |
| Sent Automated Email | Longlist | ❌ OFF (Too noisy) |
| Marked as Yes | Shortlist | ✅ ON |
| Incoming Phone Call | Outbound | ❌ OFF (Not calling via Loxo) |
| Left VoiceMail | Outbound | ❌ OFF (Not calling via Loxo) |
| Responded | Outbound | ✅ ON |
| Meeting Scheduled | Recruit Presentation | ✅ ON |
| Client Submittal | Client Submittal | ✅ ON |
| Interview Scheduled | First Time Interview | ✅ ON |
| Marked as Hold | First Time Interview | ❌ OFF (Irrelevant) |
| Rejected by Client | Rejected | ✅ ON |
| Offer Extended | Offer | ✅ ON (Mapped) |
| Hired | Hired | ✅ ON |
⚠️ ‘Nothing’ Triggers (No Auto-Move)
The following activities are logged but do not move the candidate to a new stage. These require manual stage updates to keep the pipeline accurate:
- Pitched (Should move to
Recruit Presentation) - Resume Forwarded (Should move to
Client Submittal) - Form Filled
- Hiring manager commented
- Updated by Self-updating CRM Agent (Prevents enrichment from breaking process)
🧠 Strategic Notes
- Global Status vs. Workflow Stage: While the Workflow Stage moves to “Outbound” on a reply, the Global Status should be updated to
Responded (auto)via n8n to provide firm-wide visibility. - The “Outbound” Trap: Because so many activities map to “Outbound,” it can become a “black hole.” Use the Last Activity Date in Loxo to identify stalled candidates.
- Manual Overrides: Human decisions (Marked as Yes/No) always override system-logged activities.
Best Practice
When an “Offer Extended” activity is logged, the system now automatically moves the candidate to the Offer stage. Ensure salary/terms are documented in the activity note.