> 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 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 represents the movement of an application 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`, `Case Study Round`, `Offer`, or `Hired`. By using pipelines, you can: * Structure your hiring steps consistently across teams * Track where each application is in the process * Trigger automated actions, like sending an email or auto-rejecting stale applications, when a candidate reaches a 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 stage automations all work the same way everywhere. `Applied` is the entry point every application starts at. This stage comes with a default automation of sending the application confirmation email to every candidate that applies to your open positions. `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). #### 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` This opens the pipeline template builder: a canvas with your fixed stages already laid out under their group headers (`Applied`, `Active Process`, `Offer`, `Hired`), ready for you to add your own stages to. 3. Hover between two stages and click the `+` icon that appears to `Add stage` 4. In the stage panel that opens on the right, enter a `Stage name` and choose a `Stage type` 5. Optionally, click `Add automation` in the same panel to set one up for that stage straight away. [See Automations](/candidates-and-applications/automations.md) 6. Repeat for each stage you need, then click `Save changes` To name or rename the pipeline itself, or to mark it as your default, use the `...` menu at the top right of the builder. {% hint style="info" %} Only users with `System Admin` or `Standard` roles can create, edit, or archive pipeline templates. {% 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. To set a pipeline as your default: 1. Go to `Settings` > `Pipelines` 2. Open the pipeline template you want to make the default 3. Click the `...` menu at the top right of the builder 4. Turn on `Default` toggle The `Pipelines` overview table lists the current default in the `Default` column, and shows how many jobs are currently assigned to each pipeline. *** ### 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` Most edits happen directly on the builder canvas: * Click a stage to open its stage panel and change its name, or add, edit, or remove its automations. See Automations * Use a custom stage's `...` menu to `Duplicate stage` or `Delete stage` {% hint style="info" %} Fixed stages (`Applied`, `Application Review`, `Offer`, `Hired`) don't have `Duplicate stage` or `Delete stage` options, since they can't be renamed, reordered, or removed. {% endhint %} For pipeline-level changes, use the `...` menu at the top right of the builder: * `Rename pipeline` * `Duplicate pipeline` * Toggle `Default` * `Archive pipeline` (see Archiving a pipeline below) {% 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 at the top right of the builder 4. Click `Archive pipeline` {% 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. If a stage has automations, you'll see the automation icon next to its name, and moving a candidate into it queues those automations, shown right there on the board with a short countdown. See Viewing an automation on the pipeline for what that looks like and how to cancel one before it runs. 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. When you're assigning a pipeline template to a job, hovering over a template in the `Pipeline template` dropdown shows a preview of its stages, with the automation icon next to any stage that has one, so you can check what a template will trigger before you pick it. #### 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 The fields you can show include `Country of residence`, `Time in pipeline stage`, `Documents`, `Tags`, `Email`, `Phone number`, `Links`, `Applied on`, `GDPR status`, `Source`, `Work authorization`, `Availability`, and `Salary expectations`. 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 The columns you can show include `Country of residence`, `Time in pipeline stage`, `Documents`, `Tags`, `Email`, `Phone number`, `Links`, `Applied on`, `GDPR status`, `Source`, `Work authorization`, `Availability`, and `Salary expectations`. {% 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.
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