Candidate Pipeline Management
Master the drag-and-drop pipeline interface to efficiently manage candidates through your recruitment process. Learn how to configure stages, track progress, and optimize your hiring workflow.
🎯 What You'll Master
- Understanding pipeline stages and candidate flow
- Drag-and-drop interface for moving candidates
- Customizing pipeline stages for your workflow
- Filtering and searching candidates
- Pipeline analytics and optimization
Understanding the Pipeline Interface
Accessing Your Pipeline
Navigate to "Pipeline" in the main dashboard menu. This opens your visual recruitment pipeline where you can see all candidates organized by stages.
The pipeline view is optimized for desktop use with drag-and-drop functionality. Mobile users can still view and update candidate status.
Default Pipeline Stages
- • Applied: New applications received
- • Screening: Initial review and qualification
- • Phone Interview: First round of interviews
- • Technical Interview: Skills assessment
- • Final Interview: Final decision round
- • Offer Extended: Job offer sent to candidate
- • Hired: Successful placements
- • Rejected: Unsuccessful candidates
Pipeline Features
- • Drag & Drop: Move candidates between stages intuitively
- • Candidate Cards: Quick view of key information
- • Job Filtering: Focus on specific positions
- • Search Function: Find candidates quickly
- • Stage Counts: See candidate distribution at a glance
Managing Candidate Flow
Drag-and-Drop Operations
Moving Candidates
- 1. Click and hold on any candidate card
- 2. Drag the card to the target stage column
- 3. Drop the card in the new stage
- 4. The system automatically updates the candidate status
- 5. Automation rules may trigger (emails, notifications, etc.)
Candidate Information Cards
- • Photo & Name: Visual identification
- • Job Title: Position they applied for
- • Application Date: When they applied
- • Contact Info: Email and phone (on hover)
- • Quick Actions: View profile, schedule interview
Batch Operations
- • Select multiple candidates using checkboxes
- • Move multiple candidates to the same stage
- • Send bulk emails or notifications
- • Update status for multiple applications
Pro Tip: Moving candidates between stages automatically triggers any configured automation rules, such as sending status update emails or scheduling follow-up tasks.
Customizing Pipeline Stages
Managing Your Workflow
Customize pipeline stages to match your unique recruitment process:
Accessing Stage Management
- 1. Click the "Manage Stages" button in the pipeline header
- 2. View all current stages with their positions
- 3. Add, edit, or remove stages as needed
- 4. Reorder stages by dragging them up or down
- 5. Save changes to update your pipeline
Stage Configuration Options
- • Stage Name: Clear, descriptive title
- • Description: Purpose and criteria for this stage
- • Color Coding: Visual organization and branding
- • Position: Order in the pipeline flow
- • Active Status: Enable or disable stages
Common Customizations
- • Add "Reference Check" stage before final interview
- • Include "Background Check" for security roles
- • Create "Client Interview" for agency placements
- • Add "Portfolio Review" for creative positions
- • Include "Negotiation" stage before offer acceptance
Filtering and Search
Finding Candidates Efficiently
Job Filtering
- • Filter by specific job postings
- • View all candidates or job-specific
- • Quick job switcher dropdown
- • See candidate counts per job
Search Function
- • Search by candidate name
- • Find by email address
- • Look up by phone number
- • Search across all pipeline stages
Search Tips
- •Use partial names for broader results (e.g., "John" finds "Johnson")
- •Search is case-insensitive and works across all fields
- •Combine job filtering with search for precise results
- •Clear search to return to full pipeline view
Pipeline Best Practices
Optimizing Your Workflow
Stage Management
- Keep it Simple: 5-8 stages are optimal for most processes
- Clear Criteria: Define what moves candidates forward
- Consistent Timing: Set expectations for each stage
- Regular Review: Audit and optimize stages monthly
Candidate Experience
- Quick Updates: Move candidates promptly after decisions
- Communication: Use automation for status updates
- Transparency: Let candidates know the process
- Feedback: Provide constructive rejection feedback
Performance Tracking
- Conversion Rates: Monitor stage-to-stage success
- Time in Stage: Identify bottlenecks
- Drop-off Points: Address problem areas
- Quality Metrics: Track hire success rates
Team Collaboration
- Clear Ownership: Assign stage responsibilities
- Regular Sync: Weekly pipeline review meetings
- Documentation: Record decision rationale
- Training: Ensure consistent stage criteria
🚨 Common Issues & Solutions
Candidates Stuck in Early Stages
Solutions: Set time limits for each stage, implement automated reminders, and establish clear decision criteria to prevent candidates from languishing.
Inconsistent Stage Usage
Solutions: Create stage guidelines, provide team training, and implement approval workflows for critical stage transitions.
Pipeline Becomes Too Complex
Solutions: Regularly audit and simplify stages, combine similar stages, and focus on stages that add real value to the process.
🚀 What's Next?
Excellent! You now have mastery over the candidate pipeline system. Next, enhance your workflow with email automation and analytics.
Practice Tasks
- Set up your pipeline stages to match your workflow
- Practice moving candidates between stages
- Test filtering and search functionality
Continue Learning
- → Email Automation Setup
- → Interview Scheduling System (Coming Soon)
- → Analytics & Reporting