A Submittal is the process of linking a candidate to a specific job in BrightMove. When a recruiter submits a candidate, a submittal record is created, marking the candidate’s formal entry into the hiring process for that job.
From there, the submittal moves through your company’s Submittal Workflow, which tracks the candidate’s progress from initial submission through to hire or rejection.
What is the Submittal Workflow?
Think of the Submittal Workflow as a roadmap that guides candidates from application to final decision. It’s the core configuration in BrightMove that structures how submitted candidates are processed, tracked, and managed. The workflow applies across your entire company and ensures consistency in how every candidate is handled.
Each submittal typically moves through statuses such as:
New Submission
Under Review
Interview Scheduled
Offer Extended
Hired
Rejected
Who Interacts with Submittals?
Recruiters: Create submittals, move candidates through statuses, and monitor progress.
Hiring Managers: Review candidates, provide feedback, and approve/reject candidates.
Super Users: Configure workflows, statuses, and system-wide workflow structure.
How the Submittal Workflow Works
Every organization has a slightly different process, but generally, a candidate’s journey looks like this:
Applied → Reviewed → Interviewed → Offered → Placed or Declined
Each step in this journey is represented by a submittal status that appears in dropdowns or columns in BrightFlow.
Two Types of Workflows:
Straight Path – Users must move candidates through a fixed sequence of statuses (e.g., can’t skip steps)
Open Field – Users can jump between statuses freely
Don’t see a status? It may be restricted based on your company’s workflow design. Contact your admin if needed.
Standard vs. Custom Workflows
Every BrightMove account comes with a standard submittal workflow. You can:
Use it as-is.
Modify it by adding new statuses.
Create a fully custom workflow to match your unique hiring process.
Behind the Scenes: Super User Controls
Admins configure the entire workflow behind what recruiters and managers see. Here are some highlights:
Submittal Statuses are tagged with special settings to power features like:
Placement/Decline indicators
Report Submittal (used when a candidate is sent to a manager)
Time to Hire inclusion/exclusion
Quality metrics
Interview eligibility
Template assignment for communication (recruiter, manager, sourcer, sales)
Defaults determine what status and activity a candidate enters when submitted by an employee, candidate, or vendor.
Activity Templates offer one-click shortcuts for common actions like “Declined” or “Submitted.”
Triggers can automate workflow changes, such as closing a job when all positions are filled.
You don’t need to manage these as a general user, but it’s helpful to know what shapes the experience.
Super Users, see: Configuring Submittal Workflows as a Super User
Why It Matters
Keeps your hiring pipeline organized
Powers reporting for Time to Hire, Quality of Hire, and other KPIs
Ensures accountability by logging activity and communication
What is BrightFlow?
BrightFlow is the Kanban-style visual interface of your submittal workflow. It helps recruiters and hiring managers easily visualize and manage candidate movement.
In BrightFlow:
Each status appears as a column.
Candidates appear as cards under their current status.
Candidates can be moved to new statuses via drag-and-drop.
BrightFlow simplifies submittal management, especially for high-volume roles.
Why the Submittal Workflow Matters
Provides a standardized hiring process.
Improves visibility and transparency for all team members.
Simplifies management through BrightFlow.
Ensures accurate data for reporting, including Time to Hire and Recruiter Analytics.
Next Steps Based on Your Role
Managing Submittals as a Recruiter
Reviewing Submittals as a Hiring Manager
Configuring Submittal Workflows as a Super User
Using BrightFlow
Submittal Reporting Overview
For reporting needs, see: Submittal Reporting Overview