Hiring process

Use this quick guide to learn what you can do in JOIN throughout the hiring process.

JOIN is a complete hiring tool — from writing and publishing your job ad and getting you applications to sending the final offer to hire a candidate.

Once your job is live and applications start coming in, JOIN gives you the tools to manage every step in one place. You can screen candidates, collaborate with your team, schedule interviews, send emails, and reject applicants without leaving the platform. This guide walks you through the full process.

Here’s what you can do in JOIN:

Task	What you can do in JOIN
Create job ads	Write job ads manually or use AI to create a first draft.
Publish jobs	Publish your job ad and start receiving applications.
Customise application forms	Choose required documents and add screening questions.
Screen applications automatically	Use Knockout Questions to reject candidates who miss essential requirements.
Manage candidate progress	Create stages that match your process and assign a custom pipeline to each job. Move candidates through pipeline stages, hire them, or reject them.
Automate candidate communication	Send application confirmations and stage-based emails with templates.
Assign your hiring team	Give teammates job-level access with the right permissions.
View candidates	Open candidate profiles to review CVs, applications, and activity history.
Find the right candidates	Search, filter, sort, and customise your application views.
Take bulk actions	Move, reject, tag, export, or remove multiple applications at once.
Collaborate on decisions	Leave notes, @mention teammates, and use tags to keep context with each candidate.
Evaluate interviews	Use scorecards to collect structured feedback from your hiring team and compare candidates.
Schedule interviews	Connect Google Workspace or Microsoft 365 calendars and send interview invites. Calendars sync automatically and candidates can schedule interviews using booking links.
Communicate with candidates	Send emails, use shared templates, create private conversations, and schedule emails to be sent later. Manager your dedicated hiring mailbox.
Protect candidate data	Manage candidate data in JOIN and support GDPR-compliant workflows.

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Step-by-step hiring process

1

Set up hiring pipeline

A pipeline is the series of stages a candidate moves through during your hiring process — from application to final decision. Set it up before applications arrive, so your process matches how your team actually hires.

You can add custom stages such as Phone interview, Assessment, or Team fit round.

To set up or customise a pipeline, go to Settings → Pipelines.

Create different pipeline templates for different role types. For example, use a shorter pipeline for junior roles and a more structured one for senior hires.

For the full setup flow, see Pipeline management

2

Filter candidates automatically

If a role has hard requirements, such as language skills, a work permit, or availability, you can screen for them automatically with Knockout Questions. Knockout rejections are based on application form answers. Candidates who do not meet the criteria are rejected automatically before they reach your pipeline. Read more

3

Invite your team

If hiring managers or teammates need to review candidates, invite them to JOIN instead of forwarding CVs by email.

To invite a team member, go to Settings → Team.

Once assigned, they can open candidate profiles, leave notes, and track progress.

For more, see Member management and Hiring team

4

Review incoming applications

All incoming applications from different job channels appear in the Applications sub-tab of each job. You can review and manage candidates directly in JOIN, without exporting files or any manual work.

From the pipeline view, you can:

• Click any application to go to that candidate profile and view their CV, cover letter, and activity logs

• Sort by Time in stage to surface candidates who have been waiting longest

• Move candidates between stages by dragging cards or using the Stage dropdown

• Select multiple candidates with checkboxes to perform bulk actions like rejections, export or adding tags.

For more, see Applications overview & filters

5

Send emails

JOIN lets you send emails and manage rejections directly from the platform. You can also add custom templates your whole team can access.

Messaging Send candidates emails directly from their profile. Use templates to keep communication consistent and on-brand.

Rejecting candidates To reject one or more candidates:

1. Select the candidate in the pipeline

2. Click Reject

3. Choose a rejection template or write a one-off message

JOIN sends the email and moves the candidate to the Rejected stage automatically.

To set up shared templates, go to Settings → Automated messages.

Rejected candidates can be restored to any active stage with Undo rejection. Emails that have already been sent cannot be unsent.

For more, see Candidate Messaging, Email Templates, Automated Emails, and Rejecting candidates.

6

Schedule interviews

Once a candidate is ready for interviews, you can schedule everything directly from their profile.

To schedule an interview:

1. Open the candidate profile

2. Click Schedule interview

3. Choose or create an interview template

4. Set the format, duration, and interviewers

5. Send the invite

JOIN sends calendar invites to the candidate and all interviewers.

Interviews sync with Google Workspace or Microsoft 365. Set this up under Settings → Integrations.

For more, see Interview Scheduling.

7

Collaborate for discussions

Instead of discussing candidates over email, keep the full decision history on the candidate profile.

Tags help you label candidates with custom markers, for example: Technical fit, Pro, or On hold. Everyone with access to the job can see them.

Notes help your team collaborate in context. You can @mention teammates, reply to notes, react with emojis, and keep track of all related conversions.

Scorecards help your team evaluate and leave feedback for the candidate after an interview. This makes decisions more consistent and centralised, especially when several people are involved.

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Migrate to JOIN

If you post jobs in JOIN but then move the rest of the process into spreadsheets, email threads, or separate tools, you create avoidable work.

Everything you need to hire successfully is already built in:

If you're currently doing this externally…	Do it in JOIN instead
Filtering CVs in a spreadsheet	Use pipeline filters by stage, tag, answer, or date
Sharing CVs with hiring managers by email	Share access to candidate profiles and use notes
Tracking candidate status in a separate doc	Move candidates through pipeline stages in real time
Scheduling interviews by email and slack messages back-and-forth	Use built-in interview scheduling with calendar sync
Sending rejection emails manually	Use rejection templates and automated emails
Auto-disqualifying candidates manually	Use Knockout Questions
Creating separate profiles on different hiring platforms and sorting applications from multiple places	Post a job to enable it getting multiposted to 10+ organic job boards and applications can be viewed and managed from one place
Deleting candidate CVs manually to stay GDPR compliant	All data stays within the platform. We use encrypted storage in the EU and support GDPR-compliant hiring workflows.

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FAQs

Do I need to set up a pipeline before I start receiving applications?

No. JOIN applies a default pipeline to every job automatically. Setting up your own pipeline first helps candidates enter the right stages personalised for your company from the start.

Can hiring managers access JOIN without seeing all jobs in the account?

Yes. Users with Standard or Limited company roles only see the jobs they are assigned to. System Admins can see all jobs by default.

Can I still export candidate data if I need to?

Yes. You can export applications from the pipeline view with bulk actions. Export is available to System Admin users.

Are candidates notified when I move them between pipeline stages?

No. Candidates are not notified when you move them between stages. Notifications are only sent when you message or reject them, or when you use configured automations.

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Related articles

• Job creation

• Pipeline management

• Applications overview & filters

• Hiring team

• Interview Scheduling