The Talent Intelligence Platform is designed based on recruitment proven practices and refined for optimal performance. We recommend using Loxo-included tools, such as Progression Activities, to streamline your Job Pipelines by customizing your activities and automating your workflow.
Note: You must have admin access to view or change Progression Activities in Loxo.
If you want to make a lot of changes to Progression Activities or your general workflow setup, please consult the Loxo Team for guidance. Progression Activities can impact your daily operations in a very positive way, but a quick consultation can save possible headaches for your team.
Overview of Progression Activities in Loxo
A Progression Activity is an activity or an event, such as logging a call or sending outreach, that will move candidates forward through stages in the Job Pipeline.
Loxo is set up with a list of built-in Progression Activities to help save you manual steps as candidates move through your workflow.
Progression Activities only move candidates forward in the pipeline, so no one will be moved backwards in the Pipeline by the automations. Progression Activities can not be used to move candidates in a right-to-left direction, as the automation is designed to work from left to right.
Customize a Progression Activity Type
Your Loxo account comes set up with The Loxo Workflow, which includes Progression Activities which are built in and already linked to the applicable Job stages. Ultimately, you can control which actions are shown on your activity lists, which actions are linked to your different Job stages, and how these Progression Activities work for your team. Workflow stages, such as Interview stages, can be customized to align with specific hiring requirements. The selected stage type impacts how stages function, for example, enabling certain options during interview scheduling, such as making a stage selectable as the "Interview" type.
You can set up Progression Activities to display only, to display and automate, or to automate action only. You have control over the way you customize your workflow.
Note: You must have admin access to your account to view or change Progression Activities.
Follow the steps below to access or customize your Progression Activities.
Go to your Settings, then choose Workflow.
Click the Progression activities tab at the top to view your current activity types and setup.
If this is your first time, click the grey Customize button in the top right corner. Workflow changes take effect immediately and impact all jobs and users on the account, so there are a couple of advisories you'll need to acknowledge before you begin making changes.
Click Add Activity (where Customize previously was) to set up a new activity type/event.
Use the ON/OFF toggle on the left to change whether that Progression Activity will be displayed on your activity list.
The "activity list" is the dropdown menu within each person's profile. The ON/OFF toggle does not deactivate any automation - this is just for visibility on your team's activity list.Toggle "ON" for a Progression Activity to appear as an option in the dropdown list within a person's profile.
Toggle "OFF" to remove that particular Progression Activity as an option in the dropdown list within a person's profile.
Essentially, turn Progression Activities "ON" if you want to be able to use them for logging manual updates. You can leave Progression Activities "OFF" if they shouldn't be seen for manual updates.
In the above example, the "Applied" Progression Activity is turned OFF, so it will not show within a person's activity list (meaning a user cannot manually add the "Applied" event to a person's profile in Loxo). Instead, the Applied Progression Activity is set to automatically add anyone who applies to the Applied Stage in the Job.
Use the dropdown menu on the right-hand side of each Progression Activity to add automation to your workflow. The right side shows the stage that each Progression Activity will move people to automatically as the event is added to their profile.
You can map automations using any stage within your job workflow.
You can map a Progression Activity to "Nothing" if you do not want it to be used for automating movement in the Job Pipeline.
One common use case for mapping Progression Activities to "Nothing" would be if you want your team to manually review and update an activity, such as Reference Checks, or for business development purposes where the Progression Activity is irrelevant to Jobs. These Progression Activities are to be used solely for business development notes or other notes not related to a Job.
Add a New Progression Activity Type
Loxo gives you the tools to customize your workflow, though changes to your workflow can complicate historic data or make changes to work in progress. We recommend being cautious when making any adjustments to Progression Activities.
Note: You must have admin access to your account to add a new Progression Activity.
Custom Progression Activities that are created by you cannot be triggered automatically by our system. To run custom Progression Activities, your team will need to manually select them on a candidate's profile under the Activity section.
Follow the steps below to create a new Progression Activity:
Go to your Settings, then choose Workflow.
Click the "Progression activity" tab at the top.
If this is your first time, click the grey Customize button in the top right. Otherwise, you can skip to Step 4.
Click Add Activity in the top right corner (where Customize previously was).
Configure your new Progression Activity.
Enter the name of the new Progression Activity. Remember that Progression Activities can be sorted alphanumerically according to the name or based on the Workflow Stage.
Select the Job Stage that this Progression Activity will move candidates to in your workflow (if you want the Progression Activity to be connected to a job stage or automate movement. Otherwise, you can leave this mapped to "Nothing.")
Click save.
Frequently Asked Questions About Progression Activities
How Can I Customize Interview Scheduling Options?
If specific triggers do not appear for scheduling, you can enable them by editing workflow stages:
Navigate to Settings > Workflow.
Locate your desired stage, for instance, "2nd Interview."
Click the three dots (...) beside its name and choose Edit or Rename Stage.
Set the Stage Type to "Interview."
Once categorized as an "Interview" type, the stage will appear for scheduling options. Loxo's "Interview" stage is already pre-selected to be included, but any additional stages where the scheduling modal is necessary must be adjusted internally.
How can I change the order of Progression Activities on my Activity Feed?
Progression Activities can be sorted by alphanumeric order or by workflow stage. Many customers use numbers or characters, such as an asterisk (*), at the front of their Progression Activity names to list activities in the most frequently used order. Click the button in the top right corner of the Progression Activities settings to sort by Progression Activity name or workflow stage. To set or prioritize the default activity type:
Navigate to Settings > Workflow > Progression Activities in the Loxo application.
Identify the activity you prefer to set as the default within the list.
Add an asterisk (
*) or a numerical prefix (e.g.,#1) to the start of the activity name. This will place it at the top of the dropdown list and prioritize its visibility for recruiters.Save your changes and confirm the updated list in the dropdown menu.
Can I delete a Progression Activity?
Built-in Progression Activities cannot be deleted, but their display can be turned off with the On/Off toggle, and their actions can be changed.
Any custom Progression Activities that have been added to your account can be deleted by an account admin.
When you delete a Progression Activity, you will need to map all of the historic activities to a different activity type.
Loxo will not delete activities related to a Progression Activity that has been deleted, but the name will be reflective of the Progression Activity selected to replace the deleted activity.
Reach out to the Loxo Team if you have questions before deleting any of your Progression Activities.
What are built-in Progression Activities and how do they work?
Built-in Progression Activities are activities or events associated with actions that are automatically logged by the system, such as sending emails, scheduling meetings and marking a profile as Maybe/Yes/No. Basically, any action that you can take on a profile using Loxo's features will have a built-in Progression Activity associated with it, allowing you to automate your workflow and update a candidate's Job stage simply by logging updates to their profiles. The Progression Activities will move candidates through the Job Pipeline as those events are logged on their profiles. These built-in Progression Activities cannot be deleted, and custom Progression Activities cannot be made to function like built-in triggers.
What does it mean to toggle Progression Activities on/off?
Toggling a Progression Activity “ON” allows it to be included in the activity type dropdown menu. If a Progression Activity is toggled “OFF,” it will not be available when manually logging updates on a person’s profile.
Can a Progression Activity move someone backward?
Progression Activities can only move a candidate forward in a Job Pipeline. They will not place a candidate in a previous stage.
Why has a candidate ended up in the wrong Job Stage?
If a candidate has ended up in an unexpected stage, we’d recommend checking to make sure the recent Progression Activity on their profile is mapped to the correct stage in your Workflow Settings. Progression Activities will move a candidate forward to the associated stage, so if the latest update didn’t place the candidate in the correct stage, reach out to Loxo Support to help troubleshoot. Though keep in mind - a Progression Activity will not move someone backward.
A candidate was added to a job, but I don't see them in the pipeline. Where did they go?
If a new candidate is added to a job, but you can’t see them in the pipeline from the Kanban View, they may not be in a specific Job Stage. Head to your Workflow Settings to make sure Progression Activities like Applied, Marked as Yes, and Added to Job are mapped to the proper stage(s). If a Progression Activity is mapped to "Nothing" and it was used to link a person to a job, they'll still be added, but they won't be placed in a Job Stage.
If a candidate is added to a job but not a stage, you can switch to the List view of the Job Pipeline to locate their profile. You’ll be able to update their stage as needed from there.
What are the different email Progression Activities?
There are several built-in Progression Activities associated with emails in Loxo:
Sent Automated Email: The Candidate received an email that was configured under Settings > Email Automation.
Outreach Email Sent: The Candidate received an email that was part of an Outreach Campaign.
Responded: The Candidate sent an email that was synced into Loxo.
Sent Email: The Candidate received an email that was sent by a user.
There are also two built-in scheduling Progression Activities: Interview Scheduled and Meeting Scheduled. The Scheduling flow can be used to send an email invite or confirmation for meetings.
Which Progression Activity update the “Last Contacted” field on a person's profile?
A person's "Last Contacted" field is updated by built-in activities associated with outbound communication, such as Sent Email, Sent Automated Email, Outreach Email Sent, SMS Sent, Outreach SMS Sent, and Phone Calls.
Custom Progression Activities will not update the Last Contacted field by default. Reach out to Loxo Support if you are interested in customizing your "Contacted" activities.
Can I set up Progression Activities to move candidates based on client feedback?
Our Hiring Manager Commented activity can be used to move candidates based on your contacts' feedback in the Portal. There are three different triggers for Yes, No, Maybe, and a standard activity for general feedback. You can map these to your preferred workflow stages in your Workflow Settings.
Can I rename my Progression Activities?
To edit the name of a Progression Activity, you’ll navigate to the Progression Activity settings page, click the three dots on the right-hand side of that activity and select “Edit Trigger.” From there, you'll modify the activity name and save.
Where do candidates go when I click Yes, Maybe or No when they apply?
When you select Yes or Maybe, the candidates will go to the stages corresponding to your "Marked as Yes" and "Marked as Maybe" progression activities, just like they do from Loxo Source. If you mark No for an applicant, there is not a progression activity directly tied to this, but it will automatically move them to the Rejected stage.