Overview
Custom Steps allow your team to add custom checklist items to an applicant's documents checklist. This makes it easier to organize document reviews based on your company's workflow, such as tracking insurance documents, compliance items, equipment, seven-day prior logs, or other internal requirements.
Custom Steps are different from document categories. Custom Steps organize your checklist, while document categories classify uploaded documents.
Steps to Create a Custom Step
There are two ways to create a Custom Step.
Option 1: From Custom Steps
From the sidebar, click Settings.
Under General, click Custom Steps.
Click Create Custom Step.
Under Label, enter the name of the Custom Step.
Click Create.
After creating the Custom Step, it must be enabled in the Job Listing Template before it can appear on an applicant's checklist.
Option 2: From a Job Listing Template
From the sidebar, click Settings.
Under Templates, click Job Listing.
Create a new template or open an existing one.
In the Checklist section, click the + icon.
Click Add Custom Step.
Enter the name of the Custom Step.
Click the ✓ icon.
Make sure the Custom Step toggle is enabled.
Click Save.
Note: Custom Steps created from a Job Listing Template are automatically added to the Custom Steps page.
How Custom Steps Are Assigned to Applicants
A Custom Step only appears on an applicant's checklist when:
The Custom Step is enabled in a Job Listing Template.
That Job Listing Template is assigned to a Job Listing.
The applicant is associated with that Job Listing.
If the Custom Step is not enabled in the associated Job Listing Template, it will not appear when the applicant's checklist is synced.
Steps to Sync Custom Steps to an Applicant
For a Custom Step to appear in an applicant's checklist, it must be enabled in the Job Listing Template associated with that applicant's Job Listing.
From the left-side bar, click on Applicants.
Open the applicant's profile.
Click Documents.
Under Checklist and in front of Steps, click Sync Steps.
Review the changes that will be applied.
Click Apply.
Locate the new Custom Step.
Note: Syncing checklist steps may trigger automations if your company has automations configured based on checklist step status.
Steps to Disable or Delete a Custom Step
Disable a Custom Step
Disabling removes the Custom Step from a specific Job Listing Template without deleting it completely.
Go to Settings
Click on Job Listing.
Open the Job Listing Template.
Turn the Custom Step toggle Off.
Click Save.
Return to the applicant's Documents tab.
Click Sync Steps
Review the steps that will be removed.
Click Apply.
The Custom Step will be removed from the applicant's checklist, but any documents previously uploaded under that Custom Step will remain available in the Documents view under their original document category.
Note: If you enable the same Custom Step again and sync the applicant's checklist, those previously uploaded documents will appear under the Custom Step again.
Delete a Custom Step
Deleting removes the Custom Step from your account and from any Job Listing Templates where it is being used.
Go to Settings
Click on Custom Steps.
Click the Trash icon.
Click Confirm.
Return to the applicant's Documents tab.
Click Sync Steps
Review the steps that will be removed.
Click Apply.
Deleting a Custom Step removes it from the Custom Steps page, the associated Job Listing Templates, and the applicant's checklist after syncing.
Documents uploaded under that Custom Step are not deleted. They remain available in the Documents view under their original document category.
How Custom Step Statuses Work
Custom Steps support the same status workflow as other checklist items, allowing your team to track the progress of each requirement throughout the hiring process.
To update a Custom Step's status:
Click the dropdown next to the Custom Step name in the applicant's Checklist
Then select the appropriate status.
Custom Steps can have the following statuses:
Not Started → No action has been taken.
In Progress → Work has started.
Pending Review → A document has been uploaded and is waiting to be reviewed.
Completed → The document has been reviewed and completed.
Custom Steps vs. Document Categories
Although they work together, Custom Steps and Document Categories serve different purposes.
Custom Steps organize your team's checklist and help track internal document requirements.
Document Categories classify uploaded documents, such as CDL, Paperwork, Application, or Other.
A document uploaded from a Custom Step keeps its assigned document category. This allows your team to organize checklist items without changing how documents are categorized within Double Nickel.
Important Notes
A Custom Step only appears after it is enabled in the Job Listing Template associated with the applicant.
Existing applicants must be synced to receive checklist updates.
Custom Steps can be created from either the Custom Steps page or directly from a Job Listing Template.
Disabling a Custom Step removes it from the checklist but does not delete it.
Deleting a Custom Step removes it from the Custom Steps page and from all Job Listing Templates where it is used.
Uploaded documents are never deleted when a Custom Step is disabled or deleted.
Custom Steps can be used as automation triggers and conditions, just like other checklist items.
Now you can create Custom Steps, add them to Job Listing Templates, sync them to applicant checklists, and organize your document review process without affecting the uploaded documents!
Have Questions or Need help?
Click the question mark in the top right corner of your Double Nickel dashboard to contact our team, or email [email protected] for assistance.