Purpose

This document serves as an indispensable resource within the broader context of the Complete Solution Guide: ROCKEYE – Recruitment Management System. Its primary purpose is to deliver a comprehensive understanding of the system by providing detailed insights into system overviews and workflows specific to the Recruitment Management System.

System Architecture Visualization: Illustrate the system’s architectural elements, showcasing modules, components, and subsystems, and enhance comprehension of the overall system structure through visual representation.

System Overview: Offer a high-level overview of the ROCKEYE – Recruitment Management System and provide context on the system’s purpose, functionalities, and role within the broader organizational framework.

Workflow Details: Detail key operational workflows within the ROCKEYE – Recruitment Management System, and provide step-by-step visual representations of processes, from user interactions to backend operations.

System Overview

In this section, we present a visual representation of the system overview of the product. The diagrams below offer a comprehensive view of how various modules interact to deliver a seamless and efficient user experience. The below figure depicts the system overview of the ROCKEYE – Recruitment Management System, providing a quick and structured insight into its recruitment lifecycle and key operational elements.

Figure 1

The ROCKEYE – Recruitment Management System is a dedicated, end-to-end platform designed to streamline and automate the hiring lifecycle within an organization. It begins with the Manpower Requisition process, where departmental users identify staffing needs, initiate formal requests, and route them through a configurable approval hierarchy. Once approved, the requisition converts into a live job posting enriched with role descriptions, responsibilities, and qualification criteria.

These postings are then published internally or externally through integrations with third-party job portals and recruitment software. The system enables centralized management of job vacancies, allowing recruiters to assign hiring teams, define interview panels, and control visibility across channels.

Candidate sourcing is handled through multiple entry points—direct applications, referrals, or bulk uploads via Excel/CSV. Integrated resume screening tools and filters help recruiters manage large applicant volumes efficiently. Candidates are added to the system with status indicators such as Shortlisted, Pinned, Not Fit, or Excluded, based on predefined screening criteria.

The Interview Process module supports structured scheduling of multiple evaluation rounds, including technical interviews and HR assessments. Interviewers can record feedback directly within the system, ensuring transparency and traceability. Following candidate evaluation, job offers can be generated, shared, and negotiated using built-in communication channels like email and WhatsApp.

Once a candidate accepts the offer, the system transitions the profile to the onboarding phase, where joining confirmation and initial documentation are initiated—marking the closure of the recruitment cycle.

With its intuitive design, flexible configuration, and seamless integrations, the ROCKEYE – Recruitment Management System ensures efficient hiring decisions, enhanced recruiter productivity, and a consistent candidate experience. The system empowers recruitment teams to track, compare, and engage candidates across every stage—ensuring the right talent is hired at the right time.

System Workflows

This section provides a detailed overview of our ROCKEYE-Recruitment Management System workflows, outlining the intricacies that drive its seamless functioning. These workflows serve as the backbone of our recruitment architecture, detailing the step-by-step execution of tasks and the interdependencies among components. From manpower requisition and job posting to candidate sourcing, interviews, offer rollouts, and onboarding handovers, these workflows ensure a streamlined and transparent hiring process—enhancing recruiter efficiency, decision accuracy, and the overall candidate experience.

Recruitment Management Process

The below Figure 2 depicts the Recruitment Management Process of the ROCKEYE – Recruitment Management System.

Figure 2

This recruitment workflow illustrates the end-to-end hiring process within the ROCKEYE Recruitment Management System, showcasing the interaction between internal stakeholders (Recruitment System) and external participants (Candidates). It is divided into two swimlanes:

• Recruitment System (Internal Process)
• Candidate (External Process)
  

Each step is clearly defined, incorporating decision points, conditional paths, and communication checkpoints to ensure a structured, trackable, and outcome-driven recruitment cycle.

Step-by-Step Workflow Breakdown

• Initiation Phase
  • Start: The recruitment process begins.
  • Department Manager Raise Request: A hiring request is initiated by the concerned department.
  • Manpower Requisition Initiated: The recruitment team formally logs the requisition.
  • MRF Approval: Multi-level approval workflow (HOD → HR → Management).
    Conditions:
    • Approved: Job vacancy is posted.
    • Rejected: Requisition is marked as rejected and no further steps follow.
• Job Posting & Application

• Post Job Vacancy to Portal: Approved MRFs trigger job postings on internal and/or external portals.
• Recruitment Website/Career Page (Candidate Side): Job is visible to potential candidates.
• Apply for Vacancy (Candidate): Candidate applies via portal.
• Candidate Data Captured: System collects candidate data from:
  • Career portal
  • Excel uploads
  • Third-party platforms
    
•  Candidate Screening
• Screen Candidate: Recruiters review the profile and take action to:
  • Shortlist
  • Exclude
  • Pin (save for future)
    
•  Interview & Feedback
  • Multi-Stage Interview: Usually includes:
    • Telephonic → Technical → HR Rounds
  • Evaluate Feedback:
  • Outcomes:
    • Proceed: Move to offer preparation
    • Hold: Keep candidate on hold
    • Reject: Candidate is marked as rejected
• Rejected candidates are formally marked as such in the system.

• Offer Management
  • Prepare Offer Letter: If feedback is positive, the HR prepares the offer.
  • Communicate with Candidate: Offer is shared via Email/WhatsApp.
  • Candidate Action (Candidate Side):
    • Accept Offer: Proceed to onboarding.
    • Decline Offer: Candidate is moved to archive.
      
• Onboarding
  • Candidate Accepted Offer: Confirmed hire.
  • Initiate Onboarding: HR begins the onboarding formalities.
  • End: Marks the successful closure of the recruitment cycle.