Track your candidates throughout the hiring process in a job’s pipeline. Each column represents a different stage, starting with the initial application and continuing throughout the active process to the hire.

Pipelines consist of different stage groups. You can create templates to customize and standardize the hiring process for roles with specific needs.


In this article:


Stage groups

Pipelines are made up of three different stage groups indicating the status of the stages within them.

Applicants

The applicants stage group is where your candidates first enter the hiring process. It consists of three fixed stages. Fixed stages cannot be removed and are a part of every pipeline template. We will place candidates sourced with the Recruitee sourcing extension under Sourced, referred candidates under Referred, and all other candidates under Applied.

Active process

Any stage during the actual hiring process, such as interviews and assessments before the candidate gets hired should be placed in the Active process stage group.

Hires

Moving candidates into a stage in the Hires stage group will mark them as hired. Add any stages here that indicate that you hired a candidate and anything that happens after the successful hire.

📌Only hiring roles with access to Manage hired candidates can access candidates in the Hires pipeline group or move candidates into a stage that is a part of the Hires group.

Other

⚠️Only relevant for pipelines created before 24 January 2023

If you have pipeline stages that don’t apply to the Active process group or the Hires group, they may have been grouped as Other. Make sure you add these stages to the hires stage group to ensure accurate reporting.

💡If you have a stage for rejected candidates, we recommend using disqualify reasons instead.


Pipeline templates

Use pipeline templates to streamline and standardize your hiring process.

📌 Pipeline templates besides the default pipeline template are available in our Lead and Scale plans.

Default pipeline template

The default pipeline template is the template that all newly created jobs will use.

You can set a pipeline template as default in Settings > Templates > Pipelines. Click the star next to one of your templates to set it as default.

Managing pipeline templates

Within the template, you can also click the horizontal ellipses next to a template’s name to set it as default, duplicate, or delete it. Here you can also see a list of jobs that use the template.

Drag and drop pipeline templates into your preferred order within their category.

Creating a pipeline template

1. Go to Settings > Templates > Pipelines.

2. Click + New template.

3. Select to create a new template from scratch or duplicate an existing template.

4. Name your template, select or create a category for it, and click Create.

5. An empty pipeline template that only has stages in the Applicants group will appear. Click + Add stages in the Active process or Hires stage groups.

6. Name the stage and select a stage type.

💡Stage types help feed data to job reports. You can choose from six default stage types: Apply, Phone screen, Interview, Evaluation, Offer, and Hired.

7. Optionally set a Time limit, enable Fair evaluations, or add an automated action.

8. Click Save or Save & add another. Add as many stages as you want.

Editing a pipeline template

📌 Editing a pipeline template will update the pipelines in all jobs that use this template.

To edit individual stages, click the pencil icon.

Edit the stage’s name, type, Time limit, Fair evaluations, and automated actions, and click Save.

Delete stages by clicking the trash icon.

Reorder stages by dragging and dropping them in the preferred order. You can only reorder stages within their stage group.

Switching between pipeline templates

Change the pipeline template for a job.

1. Go to a job where you want to apply a different template and click Edit.

2. Go to Workflow on the left.

3. Next to Pipeline, click the current pipeline template’s name or Custom for this job and select a template from the dropdown.

4. If the selected pipeline template has different stages than the current one, stages in the new template need to be chosen for the candidates to move to. Click Move candidates to confirm.

⚠️ Switching the pipeline template of a job can impact your reports. Reports only include data on the current pipeline template of a job.


Custom pipelines

If you edit a pipeline within a job, it will become custom for the particular job and no longer use a previously selected template.

Editing pipelines within a job

You can edit pipelines directly in the job they are used in.

1. Go to a job and select Edit.

2. Go to Workflow.

3. Under Pipeline, you can edit the pipeline:

To edit a stage, click the pencil icon.

Edit the stage’s name, type, Time limit, Fair evaluations, and automated actions, and click Save.

Delete stages by clicking the trash icon.

Reorder stages by dragging and dropping them in the preferred order. You can only reorder stages within their stage group.

Saving a custom pipeline as a template

You can save a custom pipeline from within a job as a template if you want to use it in other jobs.

1. Under Workflow, click Custom for this job next to the Pipeline.

2. Select Save as template from the dropdown menu.

3. Give your template a name, create or select a category, and click Create.

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