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Pipelines & automations

Customize hiring stages, move candidates on a board, automate follow-up, and manage recruiter tasks.

Pipelines & automations

Create a hiring process that matches how your team works. A pipeline is the ordered set of stages a candidate moves through, and an automation performs an action when a candidate enters or remains in a stage.

Custom pipelines are an optional organization feature. Without them, positions use standard application statuses and do not show the pipeline board, stage automations, or recruiter tasks.

Set up the default pipeline

  1. Open Settings → Pipelines.
  2. If no pipeline exists, choose the option to create the default pipeline.
  3. Review the initial stages: New, Reviewing, Screening, Interviewing, Offer, Hired, and Rejected.
  4. Rename stages and choose colors that match your hiring process.
  5. For each stage, choose the application status it represents and, when needed, the stage type, owner role, and named owners.
  6. Save the pipeline and make it the organization default if it is not already.

Saving a pipeline keeps existing stage owners unless you explicitly change them. Automations stay in Settings → Job settings → Automation; use Edit pipeline stages & owners when you need to name owners on the pipeline itself.

The stage name is what recruiters see on the board. Its application status supports reporting, integrations, surveys, and other workflows. Available statuses also include Reference Check, Offer Pending, Offer Accepted, Offer Declined, and Withdrawn.

Use a different pipeline for one position

A position uses the organization default unless a recruiter selects another template.

  1. Open the position and edit its settings.
  2. Find the pipeline selection.
  3. Choose the template for that position and save.

A position-specific pipeline is useful when a search needs extra stages, such as an executive review. Keep the default for positions that follow your standard process.

Move candidates through the pipeline

  1. Open a position.
  2. Select the Pipeline tab.
  3. Drag a candidate to the appropriate stage.
  4. Review any warning before confirming the move.

The board shows candidate counts and aging information by stage. If structured-interview enforcement is enabled, a move may be blocked until required scorecards are submitted.

Set up automation

Organization-wide automations live under Settings → Job settings → Automation. Pipelines remains the place to name, order, and assign owners to stages.

For a quick start:

  1. Open Settings → Job settings → Automation.
  2. Select Set up automation.
  3. Answer the guided questions about candidate acknowledgements, score-based interview invitations, and stalled-candidate notifications.
  4. Review every plain-language rule. Existing matching rules are identified and left unchanged.
  5. Select Turn on these automations. Nothing is saved before this confirmation.

To create one rule directly, select Add a rule, choose its stage, and configure when it runs:

  • Enters stage runs when a candidate moves into the stage.
  • Remains in stage runs after the number of days you specify.
  • Scores at least runs when the completed assessment score reaches your threshold.
  1. Choose an action:
    • Move the candidate to another stage.
    • Reject the candidate with a selected reason.
    • Send the candidate a template email.
    • Create a recruiter task.
    • Notify selected team members by email.
    • Invite the candidate to self-schedule an interview with the stage owner.
  2. Complete the action details, save, and turn the automation on.

You can turn an automation off without deleting it. Review delayed automations carefully so candidates are not moved or rejected unexpectedly.

Common uses include sending next steps when a candidate enters Screening, creating a follow-up task after three days in Reviewing, or notifying Organization Admins when a candidate reaches Offer.

Positions with their own interview plan can keep position-specific rules under the position's Settings → Interview plan. The Job settings rules are the organization default.

Manage recruiter tasks

Tasks may be created manually or by a pipeline automation. Each task can include a title, assignee, due date, and links to the related candidate, position, and application.

  1. Open Tasks from the main navigation.
  2. Review open tasks and their due dates.
  3. Open the related candidate or position when context is needed.
  4. Mark the task Done when complete, or Dismissed when no action is required.

Assignment emails use your organization's email templates and branding. Completing a task clears its navigation alert.

Troubleshooting

  • The Pipeline tab is missing: Ask a platform administrator to confirm custom pipelines are enabled and ensure the position has a pipeline.
  • A candidate cannot be moved: Check your permissions and any pending interview scorecards.
  • An automation did not run: Confirm it is turned on and that the candidate met the selected trigger.
  • Reporting shows the wrong stage: Review the application status assigned to that pipeline stage.

Job governance

Control headcount, approvals, intake forms, job templates, and job-description generation.

Interview kits

Give interviewers consistent preparation, questions, scorecards, and feedback requirements.

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Pipelines & automationsSet up the default pipelineUse a different pipeline for one positionMove candidates through the pipelineSet up automationManage recruiter tasksTroubleshootingRelated guides