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 Freshteam

Applications are handled in Freshteam.

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 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! Should we still get such application, we reject them manually.

The application process starts when a candidate fills out the application form on or sends an email to

  • An application and candidate is automatically created in Freshteam which automatically confirms the receipt to the candidate via E-Mail.

  • The application is automatically mapped to the job opening in Freshteam.

Applications for an Open Position

  • 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 Meeting - 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 Meeting, other VSHNeers might join as well.

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

Spontaneous Applications

  • We manually move these spontaneous applications to the Talent Pool in Freshteam if we don’t have a matching job right now.

    • We also ask the candidate (if not done automatically via the application form) if it’s okay to store the application for later.

  • 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 a 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.


We usually do a 1st Meeting and if we would like to continue a 2nd Meeting with all candidates.


  • Recruiting will seek volunteers for the interview in #general chat or by direct approach. If not enough volunteers are found, Recruiting may directly invite people from the affected teams based to their availability in the calendar.

For privacy reasons, we usually can’t share the application and CV with the entire company at this point.
interviews freshteam
  • The interview is scheduled in Freshteam with exact times and adding the VSHNeers who participate.

  • This automatically gives the VSHNeer permission to view the candidate (including cover letters, CVs, etc.) in Freshteam.

  • VSHNeers get an automated e-mail with a calendar invite for the interview and a link where they can provide feedback after the interview.

Reflection and Feedback

All VSHNeers will provide feedback in Freshteam including a recommendation for the Experience level the candidate should be hired at.

Recruiting reviews this feedback.

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.

Depending on the answer of the candidate, the status is set to Offer Accepted or Offer Declined. If everything is done (handed over to People Operations for Onboarding), the status is set to Hired.


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

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