Human Resources Templates

A structured recruitment process covers six phases: role definition and approval (job description confirmed, salary band agreed, hiring manager and HR sign-off obtained before any advertising), job posting (channels selected, posting reviewed for inclusive language, posting live), application management (applications screened against defined criteria, longlisted candidates identified, shortlist confirmed by hiring manager), interview process (interview structure designed, panel briefed, competency-based questions prepared, scoring framework agreed), selection and offer (selection decision documented, offer made and negotiated, verbal acceptance recorded), and pre-employment checks (references obtained, right-to-work verification, background checks where applicable, start date confirmed). The documentation from each phase — particularly the scoring from interviews — is the evidence that defends the selection decision if it is later challenged.

A fair and consistent interview process requires four elements: structured questions (competency-based questions mapped to the specific requirements of the role, asked in the same form to every candidate — removing the variation that comes from interviewers choosing their own questions), a scoring framework (each response scored against pre-defined criteria by each panel member independently, before panel discussion — preventing anchoring bias where the first opinion shapes all others), panel consistency (the same panel for all interviews at the same stage, where possible, so candidates are assessed against each other by the same observers), and documentation (every candidate's scores and the reasoning behind the selection decision recorded — creating the evidence trail that both supports the decision and provides a defence if the outcome is challenged). Questions that explore age, family plans, religion, or other protected characteristics must be avoided.

An effective performance review process covers five phases: goal review (assessing performance against the specific, measurable goals set at the last review — not against a general impression of effort or attitude), feedback collection (gathering structured input from colleagues and direct reports who worked most closely with the employee, supplementing manager observation with a broader perspective), manager assessment (the manager's formal assessment against each goal and against role-level behavioural expectations), the review conversation (a two-way discussion — not a one-way delivery of ratings — where the employee has meaningful opportunity to share their own perspective and respond to the manager's assessment), and development planning (specific learning objectives, training, or project opportunities agreed and documented for the next period, with the goals for the next review cycle set before the meeting closes).

Start with the Employee Performance Review Checklist to set and review expectations. If a clear gap remains, the Performance Improvement Plan (PIP) Process Checklist sets objectives, support and dated check-ins. If the plan does not succeed, or the problem is misconduct rather than capability, the Disciplinary Procedure Checklist runs the formal process. For a new employee still on probation, the Probation Review Checklist runs the check-ins, the mid-point and final reviews and the decision to confirm, extend or end.

The templates for legally sensitive processes do. The disciplinary, grievance, workplace investigation, PIP, probation review, redundancy, internal transfer, parental leave, return-to-work, reasonable accommodation, background check, compensation review and payroll setup templates ask for the country at the start and show only the steps that apply: the Acas Code and collective consultation in the UK, for example, or FMLA, WARN Act and FCRA notices in the US. Some are country-specific by design: the right to work check is for UK employers, and the Form I-9, FMLA leave of absence, workers’ compensation and benefits open enrollment templates are for US employers. Employment law changes often and varies by state, so check the current rules, and take advice from an employment lawyer on individual cases.

Every CheckFlow template is fully customisable. Smaller organisations can streamline processes to remove governance layers that are appropriate for larger teams. Larger organisations can add multi-level approval workflows, HR business partner involvement, and compliance sign-off steps. Industry-specific requirements can be added — regulated industries can include mandatory training compliance checks in performance reviews; public sector organisations can add the specific equality and diversity documentation their processes require. Templates can be differentiated by role level, so a management hire follows a more comprehensive recruitment and assessment process than an entry-level hire.

They are two gates at different points in hiring. The Job Requisition Approval Checklist runs before recruiting starts and approves the post itself: the business case, the grade and the budget. The Job Offer Approval Checklist runs after the interviews and approves the package for the person you have chosen, with an extra approver when the offer is above the band. The HR Recruitment Process Checklist covers the work in between.