Move a candidate through the pipeline stages

Each candidate sits at a stage in the pipeline. Moving them between stages tracks where they are in your process, and (optionally) sends templated emails to the candidate when they advance.

The eight pipeline stages

A new application starts at Applied. From there, you move them forward through the stages that apply to your process. Stages include:

1. Applied — Initial application received.
2. Screening — Reviewed by your team for basic fit.
3. Phone interview — First call has been scheduled or completed.
4. Interview — Formal interview round.
5. Assessment — Skills test, work sample, or other assessment.
6. Offer — Offer extended.
7. Hired — Offer accepted, candidate joining.
8. Rejected — Not progressing.

There’s also Withdrawn for candidates who pull out themselves.

You don’t have to use every stage. Skip the ones that don’t apply to the role.

Move a candidate forward

1. Open the job from the Recruitment dashboard.
2. Click into the candidate to see their detail page.
3. Click to change the stage.
4. Pick the new stage.
5. Confirm.

The candidate’s record updates, and an entry is added to their activity log.

Automated stage emails

Each stage can have an email template attached. When you advance a candidate to that stage, the platform automatically sends them the templated email.

For example:

• Applied → Screening: “Thanks for applying, we’re reviewing now.”
• Screening → Phone interview: “We’d love to chat, here’s a link to book a time.”
• Phone interview → Interview: “Great call, here are the next steps.”
• → Rejected: a rejection email tuned to your tone.

You configure stage email templates from the recruitment templates area. Stage moves with no template attached are silent (no email).

What candidates see

Candidates don’t have a platform account. They get emails (when configured) and that’s it. They don’t see the pipeline view, the other candidates, or any internal notes.

Hire a candidate

When you reach Offer and they accept:

1. Move them to Hired.
2. Generate the offer letter and contract (see Generate a document with AI assist).
3. Once the contract is signed, add them as an employee with Onboarding status. The platform’s onboarding workflow takes over from there (see What new starters see when they log in).

Reject a candidate

Move them to Rejected. Have a rejection email template at this stage so candidates aren’t left wondering.

A short, kind rejection email is one of the most-noticed candidate experience touchpoints. Take the 10 minutes to write a template that doesn’t feel cold.

See activity history

Each candidate has a full activity log: every stage move, every email sent, every interview captured, every reference checked. You can see the timeline on their detail page. Useful for handing over to a new hiring manager mid-process, or for audit if a candidate later challenges a hiring decision.