Navigate the app

Every staff and client workspace shares the same layout: a sidebar on the left for navigation, and a bar along the top that shows where you are and holds your notifications, Help and your account menu. (The candidate workspace keeps these at the bottom of its sidebar.)

The sidebar

The sidebar header shows the Workrize logo and a suffix for your workspace, such as .admin, .recruiter, .candidate, or .client. Below it, the navigation lists the areas available to your role — items you don't have permission for are hidden entirely.

The navigation is arranged in labelled groups, so you can see what each part of Workrize is for:

• Admins: Overview (the executive overview and Analytics), Recruitment, Content (questions, categories, templates and assessments), People (users, line managers, clients and website enquiries) and Operations (telephony, automation, activity and the migrator).
• Line managers and recruiters: Today (your home page), Recruitment (vacancies, applications, candidates, tags and the call queue), Insights (your numbers, targets, calls and working day) and, for line managers, Team (your team and your clients).

A few items, such as Analytics and Telephony, expand to show their pages: select the item, and a chevron on the right rotates to show its state. The current page is highlighted.

Some items carry a small badge — a count, or a label such as Beta on newer features.

Collapse the sidebar

To collapse the sidebar to an icon-only rail, select the chevron button at the bottom of the sidebar. Select it again (or the Workrize logo) to expand. While collapsed, the groups are separated by thin lines, and hovering over an icon shows the item's name.

Workrize remembers your choice on this device: the sidebar stays collapsed (or expanded) when you reload or come back later, and other tabs follow it. Another computer or phone keeps its own setting.

The top bar

The bar along the top of every page shows where you are on the left, such as Recruitment › Candidates. Select a part of it to go back up. Client users see the workspace, the organization and the page instead.

On the right, from left to right:

• Working / Break — only if you have a phone in Workrize: your working state. See Call candidates.
• Master Search — press ⌘K (Mac) or Ctrl+K (Windows) anywhere, or select the teal Master Search button at the top right (on a phone it shows only the magnifying glass). It finds a candidate, application, vacancy or position from any page, unlike the search box above a table, which searches only that table.
  • Type a name, a vacancy, or 4 or more digits of a phone number, then press Enter to open the record.
  • Before you type, it lists the last 5 records you opened.
  • You find only what your own lists show; a client finds their own vacancies, applicants and positions.
• Notifications — the bell. When you have unread notifications, a badge shows the count (capped at 9+). Select it to open the notification panel without leaving the page. See Notifications and your profile.
• Help — the question mark. It opens a menu with:
  • Report a problem — tell us what went wrong. If an error showed a reference (Ref), it is filled in for you. A short screen recording and recent logs are attached so we can reproduce it.
  • Documentation — these pages.
  • What's new — the release notes. A dot on Help and a New label mean there is a release you have not seen.
• Your account — your initials. Select them for your name and role, Profile Settings (a dialog with Profile and Security tabs) and Sign out.

Work a list from the keyboard

Click into the Candidates list, then:

• J and K move down and up a row;
• X ticks the row;
• Enter opens it;
• C asks "Call …?" if you can call from Workrize. The call starts only when you select Call.

Keys never act while you are typing in a box, and no single key calls anyone, moves a stage or sends anything. Press ? anywhere (or Help → Keyboard shortcuts) to see them all.

Filter and sort a table

Most lists in Workrize are tables that work the same way.

• Filter: a column that can be filtered has a filter icon in its heading. Open it, set a value, and select Apply filter. Filters on different columns work together. A column with a filter applied shows its filter icon filled in colour, so you can see at a glance which columns are filtered.
• Advanced filters: on Candidates, Advanced filters opens a panel where you build conditions that must ALL match, for example Status is any of Fresh, Name contains Ra, Created in the last 7 days. Choose Add condition for each, then Apply; nothing changes until you do. Each condition then shows as a chip you can remove. "In the last 7 days" always means the last 7 days, so a link opened next week still shows the latest week.
• Is any of / is none of: a filter with a list of options shows is any of, is none of and Select none in one row at the top. Pick options, then choose is none of to see everything except them; the chip then reads, for example, Status is not Joined. Select none clears every tick, and is greyed out once nothing is ticked.
• The All box: at the top of the options, All is ticked only when the column is not narrowed at all. When only some options count (with either is any of or is none of) it shows a dash, and when none do it is empty. Select it to go back to every option.
• Views: on Candidates, Applications, Vacancies and Calls, the tabs above the list are views, each with how many rows it holds:
  • All, then views built in for everyone. On Candidates: Never called, Not reached yet, Callbacks due and Assigned this week. On Applications: Applied today and Waiting on the client (with the client for more than 5 days).
  • Next come your own views and any shared with you.
  • Select + Save view to save the current filters, sort, columns and row height under a name. You can save up to 20 views on each list.
  • Line managers can share a view with their team. Admins can share one with a line manager's team: choose A line manager's team, then the line manager.
  • Only the person who saved a view can rename, share or delete it; anyone can Duplicate it as their own.
  • Don't need a built-in view? Select its ⋯ and Hide this view; + Save view lists hidden views so you can show them again.
• What filters the list: each filter shows above the table as a chip in words, such as Status is Fresh. Select the × on a chip to remove that filter, or Clear all to remove every filter and the search.
• Links show what they say: a list's address holds its filters, so a link you copy shows the same rows to whoever opens it. Opening a list from the sidebar always starts unfiltered; Workrize does not bring back yesterday's filters. It does remember Rows per page and Row height on your device.
• Counts: a filter option often shows a count, such as Live (2): how many rows have that value, given your other filters.
• Searching a table: the list updates when you pause typing (about a third of a second) or press Enter, not after every letter. Clearing the box updates it at once. The Back button leaves the page you were on rather than stepping back through each letter.
• Long lists: filters such as Owner, Job, Client, Branch, Position, Referrer and Category show the 100 options with the most rows, and say Showing the top 100 — type to find more. Type part of a name in the search box to find any other option, with its count. Options you have picked always stay at the top of the list, even when they are not among the 100.
• All but one: with every option ticked, unticking one shows every row except that option's, including rows whose value is not in the list. The unticked options stay at the top under excluded, so you can tick them again.
• Dates: a date range includes the whole of its last day. 1 to 5 September includes 5 September, and picking a single day shows that whole day.
• Sort: select a column heading. The first click sorts one way, the second the other way, and the third returns the original order.
• Only options with rows: the Job and Client filters on Applications, and the Organization filter on Vacancies, list only the jobs and clients that have rows in the table, each with its count. A closed vacancy that still has applications is listed too.
• Category Tags: every category is listed, grouped under Sector, Organization Hierarchy and Product, with each sub-category indented under its parent. Typing in the search box keeps a matching sub-category's parent in view. A sub-category that sits under two parents appears under both; ticking either one picks it.
• Organizations with the same name: two organizations with the same name are two separate options in the Organization filters on Positions and Report templates, told apart by a short code after the name.
• The header and names stay in view: scroll a long list and the column headings stay at the top; scroll sideways and the tick boxes and the name column stay at the left.
• On a phone: lists show one card per row, with the name, the status, the one fact that matters most on that list (such as the vacancy on Applications or the last call on Candidates), and the row's actions. Tap a card to open it.
• Row height: below the table, choose Dense, Normal or Roomy. Workrize remembers the choice for that list on this device. On a phone or tablet, rows are always tall enough to tap, and the choice is hidden.
• Rows per page: below the table, choose 10, 25, 50 or 100. A table shows 10 rows a page until you change it.
• Select rows: tick the box on a row, or the box in the heading to tick every row on the page. Ticks belong to the page you are on: moving to another page, or changing Rows per page, clears them, so an action never reaches rows you cannot see.
• Select everything that matches: on the admin Candidates list, when the whole page is ticked and more candidates match the filter, a bar offers Select all N. The most you can select at once is 5,000; with more, the first 5,000 are selected and the bar says so. Assign, Tag, Remove tag and Delete then act on all of them. Refer works only on the candidates ticked on the page. Clear selection ends it, and so does changing the filter.
• Export all: on Candidates, Applications, Vacancies, Calls and a vacancy's applicants, Export all writes every row the list's filters match, on every page, with the columns you see, in their order. Choose Excel or CSV.
  • Hide a column first to leave it out of the file.
  • Up to 5,000 rows export at once. For a bigger list, narrow the filters; larger exports are coming.
  • You get only the rows you can see in the list, so a client's file holds only their own organisation's.
• Act on ticked rows: tick rows and a bar appears at the bottom of the list with what you can do to them: for candidates, Assign, Tag, Remove tag and Refer (admins also Delete, last and red). Clear unticks them all. Refer asks you to confirm, for example "Refer 12 candidates to Field Sales?", before anything is sent. Assign, Unassign, Tag, Remove tag and Delete each show Undo for a few seconds; Undo after tagging takes the tag off only the candidates that action tagged, never someone who already had it.
• Export the ticked rows: on Applications, ticking rows shows an export button that names how many rows it will write, such as Export 3 selected rows. The file holds exactly the ticked rows.
• Same names, different clients: for admins, the Branch and Position filters on Vacancies, and the Branch filter on Applications, name the client beside each option, such as Maharashtra — Acme Finance (19), so two clients' branches with the same name can be told apart.

The organization selector

Client users can belong to more than one organization. The selector shows the active organization's name and logo. To work in a different organization, return to the Organizations list — it is the first item in the client sidebar, and Back to Organizations appears at the bottom of the navigation while you are inside an organization. The list shows how many workspaces you can open and lists them 12 to a page; when there are more, use the page numbers under the grid to reach the rest. Once inside an organization, the sidebar switches to that organization's pages: Dashboard, Vacancies, Members, Branches, Positions, and Organization Settings. The breadcrumb at the top of the page always names the organization you are in, however far down the list it is.

Wherever you are asked to choose an organization — for example, when an admin creates a position or vacancy — the list is searchable: type part of the name to find any organization.

Mobile navigation

On smaller screens the sidebar is hidden; the top bar stays.

Related topics

• Welcome to Workrize
• Sign in and accounts
• Notifications and your profile