Tasks, search, and pipeline automations

Find hiring records, manage follow-ups, and use optional pipeline tools carefully.

Use global search to find hiring records. Tasks, custom pipelines, and automated actions are optional and may not be available for your organization.

Task warning: Tasks may contain stale demo items. They are not reliably created from real candidate or pipeline events. Verify every task against the candidate and position before acting.

Find a candidate or position

1. Select the search field in the main navigation.
2. Type at least two characters from a candidate name, email address, or position title.
3. Review the grouped results.
4. Open the matching record.
5. Confirm the position and candidate before making a change.

Search may also return applications, interviews, notes, pools, or other records available to your organization.

Review tasks safely

If Tasks is available:

1. Open Tasks.
2. Open the linked candidate and position before acting.
3. Confirm that the task matches a current hiring need.
4. Ignore and report stale demo work rather than treating it as a real assignment.
5. Complete valid work.
6. Mark the task done.

Do not assume that a missing task means no action is needed. Check Review, each active position's Pipeline or Board, and scheduled interviews directly.

In particular, journey completion is intended to create review work and move a candidate into Review, but this has not been proven to happen consistently.

Move candidates in a pipeline

1. Open Positions and select the role.
2. Open the Pipeline or Board.
3. Find the candidate.
4. Confirm the candidate's evidence and current status.
5. Move the candidate to the stage that matches the team's decision.
6. Check Activity when you need to confirm what changed.

Organizations with optional custom pipelines may see different stage names.

Set up what happens automatically at each stage

Automations are plain rules attached to a pipeline stage. Each one reads as a sentence, for example "When a candidate enters Phone screen → send the 'Phone screen invite' email." Set organization defaults under Settings → Job settings → Automation, or set rules for one job in its Settings → Interview plan.

1. Pick the stage and choose Add.
2. When: a candidate enters the stage, has been in it for a number of days, or scores at least a given percentage.
3. Then: send them an email (pick a template), move them to another stage, invite them to book an interview, add them to a sequence, create a task for a teammate, let teammates know, or reject them with or without a rejection email.
4. Read the preview sentence, then Save. Turn a rule off with its switch at any time; edit or delete it from the row menu.

"Add to sequence" puts the candidate into an active outreach sequence — see Sequences. "Invite them to book an interview" sends a self-schedule link. The interviewer is the stage's owner: the people set on the stage, otherwise the hiring-team member in the stage's owner role, otherwise the job's hiring manager. A candidate who already has an open booking link is not sent a second one. Rules chain: when a rule moves a candidate to another stage, that stage's own rules run too.

Start with reminders or human follow-ups rather than automatic rejection, test a new rule with a non-production candidate, and review the position's Activity to confirm what happened. 7. Expand only after the test works.

Automatic rejection can close a real application. Do not enable it without a documented policy, a tested workflow, and human oversight.

For daily decisions, see Review candidates. For position-specific work, see Manage a position pipeline.