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 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 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.

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.

To create a pipeline template

Go to Settings > Pipelines
Click + Add template
Enter the Name of the pipeline
Click + Add stage under Active Process or Offer to add your own stages
For each stage, enter a Stage name and choose a Stage type
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

Only users with System Admin or Standard roles can create, edit, or archive pipeline templates. Everyone in the account can see them.

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:

Go to Settings > Pipelines
Open the template you want to update
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.

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.

Archiving a pipeline

You can't delete a pipeline template. You can only archive it.

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:

Go to Settings > Pipelines
Select the pipeline template that you want to archive
Open the ... menu on the top right
Click Archive from the dropdown menu

You cannot archive a default pipeline.

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.

Go to Jobs tab
Open the Active sub-tab
Select the job you want to manage
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 ( icon at the top right)
Move candidates between stages
Apply bulk actions like Move to, Reject, Export, or Tag

By default, the pipeline opens in Cards view.

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.

View settings, including sort order and visible data, are saved on your device. They are not shared across team members.

Adjusting pipeline views

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.

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.

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.

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.

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

Users with Job role set as Reviewer do not see 'reject' or 'undo rejection' options. They can only use Add tags and Add note.

You can also right-click on a card to open a dropdown menu with available actions: Reject or Undo rejection , Add tags , Add note

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

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

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

Filtering applications

To filter applications:

Go to the Applications sub-tab
Click the Filters button
Use available filters: Pipeline stage, Application date, Tags, Country, Source

Filtering by pipeline stage name:

Click Filters
Select Pipeline stage
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.

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

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?

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.

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.

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Last updated 7 days ago

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