# 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, `Screening`, `Phone interview`, `Assessment`, `Offer`, and `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:
* Go to `Settings` > `Pipelines` to create, edit, or manage pipeline templates
* Go to the `Applications` sub-tab in any published job to view and manage the pipeline for that specific position
***
### Default pipeline
The default pipeline is the hiring flow that will be automatically applied to all new job postings, unless manually changed during job creation or editing.
#### Default pipeline stages (non-editable)
JOIN includes three default pipeline stages that cannot be removed or renamed:
* `Screening`
* `Offer`
* `Hired`
These stages are essential for managing the hiring flow and are present in every pipeline. You can add customisable stages in between them, but these three must remain in any pipeline template.
***
### Creating a pipeline
To create a pipeline:
1. Go to `Settings` > `Pipelines`
2. Click the `+ Add pipeline` button
3. Enter a name and structure your hiring stages
4. Assign a `stage type` (e.g. `Interview`, `Assessment`, `Case Study`, etc.)
5. Use suggested stage names or create custom labels
You can enable two optional settings:
* Toggle `Default pipeline` to make this your new default for all future jobs
* Toggle `Auto-reject applications` to automatically reject candidates stuck in the `Screening` stage for a set time
{% hint style="info" %}
Only users with `System Admin` or `Standard` roles can create, edit, or delete pipeline templates. `Limited Users` cannot edit pipeline templates, but they can move candidates between stages in a specific job. Pipelines can be seen by everyone in the account.
{% endhint %}
***
### Editing a pipeline
To edit an existing pipeline:
1. Go to `Settings` > `Pipelines`
2. Select an existing pipeline or click `Edit pipeline`
3. Adjust the hiring process as needed
You can:
* Change the name of the pipeline
* Add, remove, and reorder your hiring stages
* Assign or reassign `stage types`
* Use suggested stage names or create your own
* Toggle `Default pipeline` to set it as your default
* Toggle `Auto-reject applications` as needed
{% hint style="info" %}
When you edit a pipeline currently in use, changes will affect all associated job postings. If you remove a stage with active candidates, you’ll be prompted to reassign them to another stage before saving.
{% endhint %}
***
### 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 view
{% 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](/account-settings-and-billing/member-management.md#job-roles) set as `Reviewer` cannot move candidates between stages. A tooltip will appear if they attempt to do so.
* Cards in archived jobs cannot be moved.
* 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](/account-settings-and-billing/member-management.md#job-roles) 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" %}
`Remove applications` is irreversible. Use it only when an application should no longer be stored or tracked.
{% 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`, 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.
**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.
**Actions in table view**
On the right most column of each row, the `Actions` column provides quick access to actions:
* Click `Reject` to reject a candidate
* Click the `more options menu` (three dots) to access additional available actions depending on your permissions
* Click the candidate’s name to open their profile
* Click the `CV` in the `CV` column to preview the document directly
**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
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 vs 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?
Removing an application is permanent. The application will be deleted and cannot be restored.
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`, `Export`, or `Remove`.
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.
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