Recruiting Process

In the scope of the Recruiting Domain the Recruiting Interest Group manages and handles applications as described here.

  1. Define the need for new jobs and roles.

  2. Consent to Open Positions.

  3. Publish Job Ads.

  4. Handle Applications.

  5. Sort out, decide and invite.

  6. Do 1st Meetings with candidates.

  7. Team or stakeholders select candidates.

  8. Do 2nd Meetings with candidates.

  9. Make a final decision.

  10. Do all the Contract and Paperwork.

  11. Onboarding starts.

Workflow in Jira

Applications are handled in Jira.

recruiting workflow.drawio

Open Positions

  1. Stakeholders (usually teams) get clarity what they’re missing currently or in the future (workforce, skills, etc.). Agile Coaches or Recruiting may help with this.

  2. Recruiting helps to define and write down this need as job description and open position in our Wiki.

  3. The VSHNeers Delegate Circles agrees on the job openings and their details.

  4. The Management Management gives the budget OK for all job openings.

  5. Publish job ad and start Handling Applications.

Job Ads

For the two forms of recruiting we manage two types of job ads on our website:

  • Open Positions.

  • Ads to do "recruiting marketing." We’ve multiple different job ads for the same job to lower the barrier of entry for candidates to contact us because they can find a "more specific" job ad than elsewhere.

New roles are created through a VIP and a role description in our handbook.

Handling Applications

We don’t consider applications from recruiters or agencies!

The application process starts when a candidate fills out one of the forms on our website, on partner websites or sends an email to

Both types of forms create tickets in Jira using Zapier. For applications via email (very few) we create tickets manually in the status Inbox.

Applications for an Open Position

Within one working day we reach out to the candidate to acknowledge the application, set the ticket to status "Contacted" and make sure the application matches a specific job opening.

  • We check incoming applications vs the job opening and either

    • ask clarifying questions.

    • reject the application.

    • refer the applicant to a more fitting job opening.

    • ask the candidate to be on the waiting list for Unsolicited applications.

    • ultimately invite the candidate if we see a potential match.

  • We do 1st Meetings - a stakeholder might join.

  • We reflect and sort out candidates that don’t match.

  • We provide a list of fitting candidates to the stakeholders or team.

  • Stakeholders select candidates they want to talk to in 2nd Meetings, other VSHNeers might join as-well.

  • Stakeholders select final candidate so that Recruiting can send the job offer to the candidate

Unsolicited Applications

  • Within 1 week we reach out to the candidate to acknowledge the application, set the ticket to status "Contacted."

  • At least once a month and when we add new open positions, we go through the list and check if we already have someone in the pipeline that could match an open position.

  • When checking new or existing applications and see candidate, that would perfectly fit VSHN but we don’t have an open job, we might start discussing options and reach out to VSHNeers and Management.

Contract and Paperwork

The recruiter hands over to People Operations to prepare all necessary paperwork (contract, addendums, etc) and send them to the candidate for review and signature. Two Members of the Management sign the contract also afterwards.

The recruiter sets the Jira ticket status to Contract signed.


People Operations is responsible for the administrative onboarding, ordering hardware and connecting the new VSHNeer with their new team and mentor.

After formally introducing new VSHNeer and mentor on the first day PeopleOps closes the Jira ticket with status "Done."

This process is tracked and reviewed as part of VIP-112.