Candidate pipeline

A candidate is a person in the recruiting pool. An application is that person’s request for a particular requisition. The same candidate may be considered for another opening, so Recruiter should update the person’s contact and source on the candidate record while keeping each application tied to its own role. Do not use one application to stand in for several vacancies.

The application stage shows where the person is in the recruiting path. An interview records its type, scheduled time, interviewer, status, rating, recommendation and feedback. Hiring Manager can read those records; Recruiter maintains the pipeline and arranges the next step. The candidate’s do not contact value is an immediate operating constraint for outreach.

• Intake. Recruiter finds or creates the candidate, checks the contact instruction and links an application to an Open requisition.
• Evaluation. Recruiter schedules interviews and records the completed interview’s recommendation before moving the application forward.
• Disposition. A candidate may withdraw, or the team may reject an application with a recorded rejection reason and date.

Keep the application stage aligned with the interview evidence. A scheduled interview alone is not a completed evaluation. Feedback belongs to its particular interview, so later reviewers can see which recommendation supported the stage movement.

Agree whether a candidate can be active on several requisitions and how Recruiter searches for an existing candidate before adding another record. Decide who enters interview feedback, how the team handles rescheduling and what a completed interview must contain. The available interview ratings and recommendations are deliberate choices; use them consistently rather than relying on free-text feedback alone.

Define how a hiring manager requests a further interview and who makes the final recruiting disposition. Preserve a rejected or withdrawn application’s history even when the same person is considered for a later role. Review access to candidate contact details and interview notes before inviting the wider hiring group.

A candidate applies to an open Operations position. Recruiter links the candidate to the requisition and records the application as Applied. A screening conversation is completed with a recommendation for another interview. Recruiter advances the application to Screen and schedules the next interview. Hiring Manager reads the specific application and interview record, then asks for an Onsite interview.

In the second pass, the candidate withdraws before the onsite meeting. Recruiter records Withdrawn on the application and Cancelled on the meeting if needed. The requisition remains open for other candidates. This keeps the vacancy decision separate from one person’s decision.

• Application Board — Active applications grouped by stage, each linked to its candidate, requisition and recruiter.
• Interview Schedule — Scheduled or rescheduled interviews with the application and interviewer alongside the time.

Use requisition to application for intake and interview to offer for the evaluation handoff.