Pipeline management

A pipeline represents the journey each application takes and helps you track and screen applications. This article explains how to customise and manage hiring pipelines in JOIN

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

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

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Default pipeline

The default pipeline is the hiring workflow 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.

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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

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.

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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

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.

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Managing a pipeline

Once a job is published, manage its pipeline via the Applications sub-tab. You can:

• Switch between Cards and Table views

• Move candidates between stages

• Apply bulk actions like Move to, Reject, Export, or Tag

• Toggle between Active and Rejected applications

Open the View settings menu to switch between display modes:

Cards

In Cards view (kanban layout), each column is a pipeline stage. Candidate applications are displayed as cards showing:

• Candidate name and contact

• Consent/GDPR status

• CV and metadata icons

You can:

• Drag and drop cards to move candidates

• Use checkboxes to select multiple candidates

• Click the options menu to access:

  • Move to

  • Reject

  • Add tags

  • Add notes

  • Export

  • Remove applications

Remove applications is irreversible. Use it only when an application should no longer be stored or tracked.

Rejected applications can be restored, but rejection emails (if sent) cannot be undone. Candidates are not notified when moved between stages. Use automations for notifications.

Table

In Table view (spreadsheet-style), each row is a candidate with columns for:

• Name

• Stage

• Email

• Country

• GDPR status

• Source

• Tags

• CV

To use table view:

1. Click the View settings icon

2. Select Show as > Table

You can:

• Sort and filter columns

• Click on the Stage cell to move candidates between stages

• Select multiple applications using checkboxes and perform bulk actions

Use the Reset option in the View settings menu to restore default view settings.

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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.

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Viewing active vs rejected applications

Use the Active / Rejected toggle at the top of the view to switch between:

• Active applications

• Rejected applications

You can move candidates from Rejected back into any stage using the Undo rejection option.

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FAQs

Can I undo a candidate rejection?

You can move candidates from Rejected back into any stage using the Undo rejection option.

What happens when I remove an application?

It’s 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.

Why was auto-reject activated for my account?

The Auto-Reject feature will automatically activate for companies that have been inactive for 90 days.

This Auto-Reject feature ensures candidates receive responses without excessive delays and helps companies maintain candidate experience standards, even during periods of account inactivity.

How does it work?

• After 90 days of inactivity, the auto-reject feature is turned on with a default rejection period of 3 weeks for candidates who are in screening across all jobs.

• A notification email will alert you that auto-reject has been enabled. This notification includes the number of candidates at risk of auto-rejection after 3 weeks.

• If you don't take any action, candidates who remain in the screening stage in your account will receive an automated rejection email.

• To prevent automatic rejections, you must adjust your auto-reject settings for all pipelines or move candidates from the screening stage.

Exemptions from Auto-Reject

Candidates who have applied for multiple positions within your company and are still in the application process for at least one job are exempt from automatic rejection.