Complete Guide to Candidate Stages

Candidate Stages are used to track where the candidate is within the hiring process. Email templates can be attached to each stage to keep candidates up to date on their progress and simplify the communication process to recruiters.

Navigating to Candidate Stages

  • All configurations to user roles are done from the "Candidate Stages" sub-menu found under Administration. To begin, click Administration from the menu bar.

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  • Click Candidate Stageson the left-hand side.

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  • When you arrive, you will see some default candidate stages and any others previously created. 

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Add a New Candidate Stage

If the default offerings of candidate stages are not sufficient for your company, you can add additional stages to fit your needs.

  1. To add a new candidate stage, click Add Stage.

    Candidate_Stages_-_Add_-_03.png

  2. A modal should appear like below. Enter the name for the candidate stage.
    • Setting the candidate stage to "Inactive" will move any candidate at the given stage into the "Inactive" bucket. Active candidate stages will leave candidates in the "Active" bucket.

    Candidate_Stages_-_Add_-_00.png

  3. Specify the email template that should be sent when a candidate is moved into a given stage.

    Candidate_Stages_-_Add_-_04.png

  4. Click Save Changes when done.

Edit a Candidate Stage

If an existing candidate stage needs to be updated, it can be done from the Candidate Stage menu. Default Candidate Stages cannot have their name or stage type changed. 

  1. Click the name of the candidate stage to edit.

    Candidate_Stages_-_Edit_-_00.png

  2. Edit the stage name as needed.
    • Setting the candidate stage to "Inactive" will move any candidate at the given stage into the "Inactive" bucket. Active candidate stages will leave candidates in the "Active" bucket.
    • Specify the email template that should be sent when a candidate is moved into a given stage.

    Candidate_Stages_-_Edit_-_01.png

  3. Click Save Changes when done.

Deactivate a Candidate Stage

A candidate stage can be deactivated if it should no longer be used. Default stages cannot be deactivated.

  1. Click the trash-alt-solid.svg icon to the right of the candidate stage name.

    Candidate_Stages_-_Deactivate_-_03.png

  2. A confirmation modal will appear. Click OK.

    Candidate_Stages_-_Deactivate_-_01.png

  3. A confirmation message will appear in the top left if successful.

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Viewing and Reactivating a Candidate Stage

If a candidate stage has been deactivated, it can be reactivated from the candidate stage menu.

  1. Click the Yes/No toggle to show deactivated stages.

    Candidate_Stages_-_Reactivate_-_03.png

  2. Click the plus-square-solid.svg icon to the right of the candidate stage name.

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  3. A confirmation modal will appear to confirm the activation. Click OK to confirm.

    Candidate_Stages_-_Reactivate_-_01.png

  4. A confirmation message will appear in the top left if successful.

    Candidate_Stages_-_Reactivate_-_02.png

Reordering Candidate Stages

The order in which your stages appear in the admin section will be reflected in the stage dropdown menu. To move a stage simply click anywhere along the line drag and drop it into the desired order. Your changes will save automatically.

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Assign Email Templates to Stages

Assigning an email template to a candidate stage allows an email to be automatically sent to the candidate when they are transitioned to a given stage. The emails that are listed in the drop-down menu are email templates set to be used for a "Candidate Stage." For information on email templates, you can refer to the following article: Email Templates

For an Existing Candidate Stage

  1. Click on the name of the stage.

    Candidate_Stages_-_Edit_-_00.png

  2. A modal will open. Using the drop-down menu, specify the email template to be used with the candidate stage.

    Candidate_Stages_-_Add_-_04.png

  3. Click Save Changes.

For a New Candidate Stage

  1. To add a new candidate stage, click Add Stage.

    Candidate_Stages_-_Add_-_03.png

  2. A modal should appear like below. Enter the name for the candidate stage.

    Candidate_Stages_-_Add_-_00.png

  3. Specify the email template that should be sent when a candidate is moved into a given stage.

    Candidate_Stages_-_Add_-_04.png

  4. Click Save Changes when done.
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