> For the complete documentation index, see [llms.txt](https://help.join.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.join.com/candidates-and-applications/pipeline-management.md). # Pipeline management A pipeline in JOIN represents the journey an application takes from the moment a candidate applies until they are either hired or rejected. Think of it as a visual workflow that mirrors your internal hiring process. Each stage in the pipeline reflects a step in your recruitment funnel — for example `Phone interview`, `Assessment`, `Offer`, or `Hired`. By using pipelines, you can: * Structure your hiring steps consistently across teams * Track where each application is in the process * Apply automated actions (like emails or reminders) based on the stage * Sort and reorder candidates to prioritise who to review first Pipelines improve visibility, collaboration, and efficiency, especially when hiring at scale. All candidates automatically enter the first stage of the pipeline when they apply. You can access pipelines within JOIN in two ways: * From `Settings` > `Pipelines`, to create, edit, or manage pipeline templates * From `Applications` sub-tab in any job to view and manage the applications in the pipeline for that specific position *** ### Creating a pipeline template Every pipeline template you create starts from the same foundation: four fixed stages, plus whichever custom stages you add for your own hiring process. #### Fixed stages Every pipeline template, including any new one you create, includes these four stages: * `Applied` * `Application Review` * `Offer` * `Hired` They're called fixed stages because you can't rename, reorder, or remove them, in any pipeline. They exist so JOIN can consistently track where an application stands regardless of which pipeline a job uses, so filtering, reporting, and features like auto-reject[^1] all work the same way everywhere. `Applied` is the entry point every application starts at. `Application Review` is the stage nearly all of them reach next, since that's where your own hiring process picks up. You add your own custom stages in between `Application Review` and `Offer` (this is where most of your hiring process lives: phone screens, interviews, assessments) and, if needed, between `Offer` and `Hired` (e.g. offer preparation, offer negotiation). #### Stage types Every custom stage you add needs a `Stage type`: `Application review` or `Interview`. Choose whichever matches what actually happens at that step of your process. {% hint style="warning" %} `Stage type` can't be changed after a stage is created. If you need a different type, delete the stage and add a new one instead. Right now the two types mainly help you categorise your process. {% endhint %} #### To create a pipeline template 1. Go to `Settings` > `Pipelines` 2. Click `+ Add template` 3. Enter the `Name of the pipeline` 4. Click `+ Add stage` under `Active Process` or `Offer` to add your own stages 5. For each stage, enter a `Stage name` and choose a `Stage type` 6. Repeat for each stage you need, then click `Save changes` You can also turn on two optional settings while creating a pipeline: * `Default pipeline`: makes this the template JOIN applies automatically to new jobs (see Setting a default pipeline below) * `Auto-reject applications`: automatically rejects candidates who stay in `Application Review` stage longer than a time limit you set, using an email template of your choice {% hint style="info" %} Only users with `System Admin` or `Standard` roles can create, edit, or archive pipeline templates. Everyone in the account can see them. {% endhint %} *** ### Setting a default pipeline template The default pipeline is the pipeline template that JOIN applies automatically when someone creates a job without picking one. You can always change a job's pipeline later, but it's worth setting a sensible default so new jobs don't launch with the wrong process. There are two ways to set a pipeline as your default: * While creating a new pipeline, turn on `Default pipeline` before saving. * For a pipeline you already created, open it in `Settings` > `Pipelines`, scroll to `Settings` section at the botton of this page, and enable `Default pipeline`. The `Pipelines` overview table lists the current default in the `Default` column with a blue checkmark next to it. *** ### Editing a pipeline To edit an existing pipeline template: 1. Go to `Settings` > `Pipelines` 2. Open the template you want to update 3. Make your changes and click `Save changes` You can rename the pipeline, add or remove custom stages, and toggle `Default pipeline` or `Auto-reject applications`. {% hint style="warning" %} Any change you make here applies to **every job currently using this pipeline**, not just new jobs. If you remove a stage, see Editing or archiving a pipeline that's in use below before you save. {% endhint %} *** ### Archiving a pipeline {% hint style="danger" %} You can't delete a pipeline template. You can only archive it. {% endhint %} Archiving doesn't hide the pipeline or remove it from jobs already using it; it just means this template can no longer be attached to a job going forward, whether that's a new job you create or an existing job where you switch onto a different pipeline template. To archive a pipeline: 1. Go to `Settings` > `Pipelines` 2. Select the pipeline template that you want to archive 3. Open the `...` menu on the top right 4. Click `Archive` from the dropdown menu {% hint style="warning" %} You cannot archive a default pipeline. {% endhint %} Archived pipelines move to the `Archived` tab on the `Pipelines` overview. You can reopen one to `Duplicate` it or `Restore` it, but you can't edit its stages while it's archived. Restore it first. Jobs that were already using a pipeline when it got archived keep working exactly as before, whatever their own status. Opening one of those jobs still shows its pipeline as usual; you'll just see the pipeline labelled `(Archived)` if you open that job's pipeline template dropdown. You can't select an archived pipeline for a new job, or attach it to a different existing job. *** ### Editing or archiving a pipeline in use Because a pipeline can be attached to many jobs at once, JOIN checks before letting a change take effect if it would strand an active candidate. **Removing a stage that has candidates in it:** if you delete a custom stage and one or more jobs have active candidates sitting in it, JOIN prompts you to choose where those candidates go before saving: either the next stage in the pipeline, or another stage you pick. > For example, deleting a stage called `Hiring manager interview` will prompt you to move affected candidates into `Team fit interview`, or into a stage of your choice. **Changing which pipeline a job uses:** switching a job to a different pipeline template works the same way. You'll be asked to map candidates from their current stage into a stage in the new pipeline before the switch is applied. *** ### Viewing a pipeline on a job Once a job is published, open its `Applications` tab to see that job's pipeline. Each column is a stage from the pipeline template, in order, and shows how many applications are currently in it. You can move candidates between columns, or use the `Filters` and view settings to change how the board is sorted and displayed. For everything else you can do with applications once they're in a pipeline (filtering, bulk actions, table view, rejecting), see Applications overview & filters and Rejecting candidates. #### Managing a pipeline Once a job is published, you can manage the applications you receive using the job's pipeline. 1. Go to `Jobs` tab 2. Open the `Active` sub-tab 3. Select the job you want to manage 4. Click the `Applications` sub-tab You will land on the `Active` applications view. Use the toggle at the top to switch between `Active` and `Rejected` applications. Each tab shows the total number of applications in that state. You can: * Switch between `Cards` and `Table` views from the `View settings` menu ( :gear: icon at the top right) * Move candidates between stages * Apply bulk actions like `Move to`, `Reject`, `Export`, or `Tag` {% hint style="success" %} By default, the pipeline opens in `Cards` view. {% endhint %} #### Sorting and ordering Open the `View settings` menu to customise how applications are displayed. You can adjust sorting, ordering, and which data appears on each card or in the columns of the table. In the `View settings` menu, you can control how applications are arranged: * `Sort by`: `Time in stage`, `Applied on`, `Name` * `Order by`: * `New to old` / `Old to new` (for time-based sorting) * `A to Z` / `Z to A` (for name sorting) To restore the default configuration, click `Reset` next to `Visible data`. {% hint style="info" %} View settings, including sort order and visible data, are saved on your device. They are not shared across team members. {% endhint %} *** ### Adjusting pipeline views {% tabs %} {% tab title="Cards" %} In `Cards` view (kanban layout), each column represents a pipeline stage. Applications appear as cards that you can customise, sort, and manage directly within the board. Each column displays the number of applications in that stage next to the stage name. When filters are applied, these counts update accordingly. If a stage name is too long, it will be truncated, but the application count will always remain fully visible. **Customising cards** Go to the `View settings` menu and scroll to the `Visible data` section. Here, you can: * Toggle fields on or off to control what appears on each card * Drag and reorder fields to change how information is displayed Changes are applied instantly to all cards in the view. {% hint style="success" %} Customise your card layout based on the information you need most. Showing only relevant fields helps you review applications faster and keeps your pipeline easy to scan. {% endhint %}
**Moving candidates between stages** Hiring managers and job admins can move candidates by dragging a card to a different pipeline stage. As you drag a card: * The target column is highlighted * The active sorting rule is shown (e.g. "Board ordered by Time in stage, Old to New") When you release the card, it is automatically placed in the correct position based on your current sort settings.
{% hint style="info" %} * Users with Job role set as `Reviewer` cannot move candidates between stages. A tooltip will appear if they attempt to do so. * When a job is archived, you cannot move a candidate card. You can reject candidates in an archived job. * Rejected applications cannot be moved to another stage. {% endhint %} **Rejecting and undoing actions** Quick actions appear when you hover over a card: * In active stages (except `Hired`): `Reject candidate` * In the `Rejected` view: `Undo rejection` * In the `Hired` stage: `Undo hire` {% hint style="info" %} Users with Job role set as `Reviewer` do not see 'reject' or 'undo rejection' options. They can only use `Add tags` and `Add note`. {% endhint %} You can also right-click on a card to open a dropdown menu with available actions: `Reject` or `Undo rejection` , `Add tags` , `Add note` {% hint style="warning" %} Rejected applications can be restored, but rejection emails (if sent) cannot be undone.\ Candidates are **not** notified when moved between stages. {% endhint %} **Navigating the pipeline in cards view** Each pipeline stage column spans the full height of your screen. * You can scroll within each column independently * Click anywhere on a card to open the candidate profile * Document buttons open file previews * Professional link buttons open external links * You can take actions on multiple candidates at once using bulk selection of cards * Select individual candidates by hovering over a card and clicking the checkbox that appears on top-left of the card {% hint style="warning" %} You can no longer remove an individual application from this view. Deleting a candidate, along with all of their applications, is now only available from the `Candidates` tab. See Candidates overview & filters for how to delete a candidate. {% endhint %} {% endtab %} {% tab title="Table" %} In `Table` view, applications are displayed in a structured, spreadsheet-style layout. Each row represents an application, while columns show key details such as `Name`, `Stage`, `Email`, `Applied on`, `Candidate country`, `GDPR status`, `Source`, `Documents`, `Links`, and more. To switch to table view: 1. Open the `View settings` menu ( :gear: icon) 2. Select `Table` **Customising the table** In the `View settings` menu, go to the `Visible data` section to control which columns appear. You can: * Toggle fields on or off to show only relevant columns * Adjust your view based on the information you need most {% hint style="success" %} Customising visible columns helps you focus on the most important candidate data and keeps your table easy to scan while reviewing applications. {% endhint %} **Selecting candidates** You can select one or multiple applications using checkboxes: * Use the checkbox next to each row to select individual candidates * Use the checkbox in the table header to select all visible candidates Once selected, bulk actions become available from the toolbar at the bottom of the screen: `Move to`, `Reject`, and a `...` overflow menu with `Add tag`, `Add note`, and `Export`. {% hint style="info" %} There's no longer a dedicated `Actions` column with a per-row reject or overflow icon. Select the candidate's checkbox and use the bottom toolbar instead. {% endhint %} **Moving candidates between stages** To move a candidate to another stage: * Click the `Stage` dropdown in the candidate's row * Select the desired pipeline stage The application is immediately moved to the selected stage. **Viewing documents and links** * Click the `CV` (or other document) in the `Documents` column to preview it directly * Click a link in the `Links` column to open the candidate's LinkedIn, portfolio, or other professional profile **Navigating the table** The table supports both vertical and horizontal navigation: * Scroll up and down to browse applications * Scroll left and right to view additional columns when enabled This allows you to manage large volumes of applications efficiently. {% hint style="info" %} Use the `Reset` option in the `View settings` menu to restore default view settings. {% endhint %} {% endtab %} {% endtabs %} *** ### Filtering applications **To filter applications:** 1. Go to the `Applications` sub-tab 2. Click the `Filters` button 3. Use available filters: `Pipeline stage`, `Application date`, `Tags`, `Country`, `Source` **Filtering by pipeline stage name:** 1. Click `Filters` 2. Select `Pipeline stage` 3. Choose one or more stages This helps focus on a specific step of your process, especially in high-volume pipelines. *** ### Viewing active/rejected applications Use the `Active / Rejected` toggle at the top of the view to switch between: * `Active` applications * `Rejected` applications Both tabs display the total count of applications for that filter.
{% hint style="success" %} You can move candidates from `Rejected` back into any active stage using the `Undo rejection` :arrow-turn-left: option. {% endhint %} *** ### FAQs
Can I undo a candidate rejection? You can move candidates from `Rejected` back into any stage using the `Undo rejection` :arrow-turn-left: option.
What happens when I remove an application? You can no longer remove an individual application from a job's `Applications` view. To permanently delete a candidate and all of their applications, go to the `Candidates` tab and use `Delete candidates`. This is irreversible.
Can I edit pipeline stages after a job is published? Yes. You can edit pipelines in `Settings` > `Pipelines` even for published jobs.
Can I use bulk actions on applications? Yes. Select multiple candidates to `Move`, `Reject`, `Tag`, or `Export`.
How do I filter applications by stage or status? Click `Filters` in the `Applications` sub-tab and use fields like `Pipeline stage`, `Tags`, `Country`, or `Source`.
Are candidates notified when moved between stages? No. JOIN does not send automatic notifications unless you've set up certain available automations.
Can I delete a pipeline template? No. Pipelines can only be archived, not deleted, and only once no active job is using them.
Why don't I see the "Applied" stage anywhere? `Applied` only shows up when a candidate has been automatically rejected by a screening question before reaching `Application Review`. If no one is currently in that state, the stage stays hidden. To view applications that got rejected in the 'Applied' stage: * Select the job * Go to the `Rejected` tab * View applications in the `Applied` stage
Can I change a stage's type after creating it? No. `Stage type` is set once and can't be edited. Delete the stage and create a new one with the type you want instead.
Can I still edit a job's pipeline after it's been published? Yes. You can edit a pipeline template in `Settings` > `Pipelines` at any time, even for jobs that are already live. Changes apply immediately to every job using that template. If you already have applications in that stage, you will be asked to decide another stage in that pipeline where you want to move them.
Can I keep using a pipeline after it's archived? Jobs already using it keep running as normal, and you'll see it labelled `(Archived)` in that job's pipeline dropdown. You won't be able to select it for new jobs or make it the default, and you'll need to restore it before editing its stages.
[^1]: `Auto-reject applications` automatically rejects candidates who stay in `Application Review` stage of your job's pipeline longer than the time limit you set. It is a useful best practice for keeping candidates informed about the status of their application. This improves candidate experience, helps you avoid ghosting, and removes a manual follow-up step. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.join.com/candidates-and-applications/pipeline-management.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.