Manage candidates through the pipeline

Last updated: March 26, 2026

The candidate pipeline shows every candidate in a job and the stage they are in. It helps you track progress and take action at each step of the hiring process.

From the pipeline, you can move candidates between stages, reject applicants, schedule interviews, send assessments, and track pending tasks. You can also sort, filter, review scorecards, and add notes without leaving the job.

Use the pipeline regularly to monitor progress, identify bottlenecks, and keep candidates moving through the hiring process.

You can access the pipeline from any job under the Pipeline tab. The Candidates tab shows the same data in a table format, with options to filter by stage and update stages inline.

Opening the pipeline

To open the pipeline for a job:

  1. Click Jobs & Requisitions in the left sidebar.

  2. Click the job you want to manage.

  3. Click the Pipeline tab.

Each stage appears as a column. Candidate cards appear under the stage they are in. Each card shows the candidate’s name, status, and time in stage.

Pipeline stages

A default pipeline includes the following stages:

  • Prospect: Candidates sourced by your team who have not applied yet.

  • Application Review: Candidates whose applications need review. This stage supports AI scoring and quick review.

  • Phone Screen: Candidates waiting for or scheduled for a phone screen.

  • Assessment: Candidates who must complete a skills or technical assessment.

  • Face to Face: Candidates scheduled for interviews, either in person or virtual.

  • Offer: Candidates in the offer stage. Includes statuses like Needs offer and Waiting on offer acceptance.

  • Hired: Candidates who accepted the offer.

Your pipeline may look different if an admin has customized stages for the job.

Candidate status labels

Each candidate card shows a status label that indicates the next action.

Common status labels include:

  • Needs decision

  • Needs scheduling

  • Needs action

  • Needs offer

  • Waiting on offer acceptance

  • Rejected

  • Hired

Moving candidates through the pipeline

Move candidates forward or backward as they progress through the hiring process.

To move a candidate from the pipeline:

  1. Click the candidate card.

  2. Click Move to stage.

  3. Select a stage.

The candidate moves to the selected stage.

You can also:

  • Drag and drop a candidate card between stage columns

  • Use the Stage dropdown in the Candidates tab

Best practices

  • Review candidates in each stage regularly

  • Move candidates promptly to avoid delays

  • Ensure each stage reflects the candidate’s latest status

Reviewing candidate progress

Review the pipeline often to track candidate movement and identify delays.

Look for candidates who have been in a stage for a long time. This may indicate a bottleneck or pending action.

Use sorting and filters to prioritize work:

  • Sort by Time in stage to find stalled candidates

  • Filter by stage to focus on specific groups

  • Use Last activity to identify inactive candidates

Sorting candidates

Use sorting to prioritize candidates.

To change the sort order:

  1. Click the Sort by dropdown.

  2. Select an option.

Available options:

  • Time in stage (Longest to shortest)

  • Time in stage (Shortest to longest)

  • Name (A–Z)

  • Name (Z–A)

  • Last activity (New to old)

  • Last activity (Old to new)

  • Created date (Newest to oldest)

  • Created date (Oldest to newest)

The Application Review stage has its own sort control. Use it to sort by AI score or page order.

Viewing a candidate profile

Click a candidate card to open the profile panel on the right.

The profile includes these tabs:

  • Overview: AI summary, stage, interviews, activities, scorecards, and resume

  • Scorecards: Feedback from interviewers

  • Conversations: Emails and messages

  • Files: Uploaded documents

  • Activity Feed: Timeline of actions

The right sidebar shows Tags & Notes. Add tags to organize candidates and notes to share context. Set note visibility to Public or private.

Taking actions on a candidate

Use the three-dot menu in the profile panel to access more actions.

Available actions include:

  • Schedule interview (ad-hoc)

  • Send survey (ad-hoc)

  • Send assessment (ad-hoc)

  • Send review (ad-hoc)

  • Create offer

  • Pause

  • Transfer to another job

  • Add to additional job

  • Add to project

  • Add to Flow

Some options depend on your integrations.

Scheduling interviews

Each stage shows interviews linked to that stage.

  • Click Schedule interview to set up an interview

  • Completed interviews show Interview ended with a Go to interview link

  • Click Send reminder to prompt interviewers to submit scorecards

Using quick review

The Application Review stage includes a quick review option.

To start:

  1. Find the Quick review card.

  2. Click Review now.

You can review candidates one at a time and make faster decisions.

Managing rejections and offers

Manage hiring outcomes directly from the pipeline.

Reject a candidate

  1. Click the candidate card.

  2. Click Reject.

  3. Select a Rejection reason.

  4. (Optional) Check Send email to candidate.

  5. (Optional) Check Add to a project.

  6. Click Reject.

To view rejected candidates, click View rejected.

Move a candidate to offer

Move qualified candidates to the Offer stage when they are ready.

From there, you can:

  • Create and send an offer

  • Track offer status using labels like Needs offer or Waiting on offer acceptance

Adding notes and tags

Use the Tags & Notes panel to store context.

To add a tag:

  1. Click Add Tag.

  2. Select or enter a tag.

To add a note:

  1. Click the notes field.

  2. Type your note.

  3. Press Enter.

Use the visibility dropdown to control access.

Using the Candidates tab

The Candidates tab shows all candidates in a table view.

Use it for filtering, sorting, and bulk updates across stages.

Key features:

  • Stage filters at the top

  • All Stages view

  • Customizable columns

  • Search and filters

  • Sort options

To change a stage:

  1. Click the Stage dropdown.

  2. Select a new stage.

Adding candidates to a job

Click Add candidates to add new candidates.

Options include:

  • Create from scratch

  • Add existing candidates

  • Import from CSV

  • Email to