Hiring pipeline, sourcing and analytics

Work faster on the pipeline and find more people: act on many candidates at once, message them, let them pick their own interview time, use interview kits, take the hire decision through approval, post jobs to job boards, run an employee referral programme, check candidates, and see how well you hire.

This page builds on Hiring. Read that first if you are new to job openings and candidates.

Contents: Who can use it · Menu · Bulk actions · Messages · Self-scheduling · Video links and rescheduling · Interview kits · Debrief and decision · Duplicates · Job boards and sharing · Referrals · Internal jobs · Checks · Diversity questions · Analytics · Example · FAQ

Who can use it

Each part needs its own permission, so you may see only some of it:

Part	Who usually has it
Bulk actions, messages, self-scheduling, kits	Recruiters and HR
Approving a hire decision	The approver your company chose (for example the department head)
Job boards, referrals, checks	HR
Recruiting analytics	HR leads and managers
Diversity funnel	Only people given the diversity permission. Recruiters do not see it
Jobs and referrals	Every employee

Where to find it

HR → Hiring now also lists:

Item	Purpose
Recruiting analytics	Time to hire, time to fill, cost per hire, funnel, sources, offers, recruiters, diversity
Employee referrals	Who referred whom, and referral bonuses
Duplicate candidates	People entered twice, ready to merge
Interview kits	Questions and scorecard criteria for interviews
Candidate message templates	Reusable emails, SMS and WhatsApp messages
Job boards and providers	Job boards, assessment and background-check services, Zoom

Employees find Jobs and referrals under My work.

Act on many candidates at once

1. Open a job opening. The pipeline board shows a tick box on every card and on every column header.
2. Tick the candidates you want, or tick a column header to select everyone in that stage.
3. A bar appears at the bottom with Move, Reject, Email and Clear selection.
4. Choose the action:
   • Move: pick the stage in Move to stage.
   • Reject: write the reason. You can pick an Email template to tell each candidate.
   • Email: pick a template, or write a Subject and Message.
5. Click Apply. The result lists anyone who was skipped and why, for example a rejected candidate with no email address. Their rejection still happened; only the email did not go out.

Messages to candidates

On a candidate's profile the Messages card shows every message sent, skipped or failed.

1. Click Write a message.
2. Choose the Channel (Email, SMS or WhatsApp) and a Template, or write your own text.
3. Click Send.

Words in double curly braces are filled in for you, for example candidate.first_name, opening.title or stage.name.

A message is never sent to a candidate who has not agreed to be contacted. Use the No SMS and No WhatsApp switches on the card when a candidate asks not to be contacted that way.

Templates: under Candidate message templates click New template. Give it a name, channel and text. If you choose a Stage and switch on Send automatically when a candidate reaches this stage, it goes out by itself each time someone is moved there.

Let the candidate pick a time

Instead of finding a time yourself, send a self-scheduling link.

1. On the candidate's profile, in the Self-scheduling card, click Send scheduling link.
2. Set the title, length, Interview panel, how (video, in person or phone), the Timezone and Offer times over the next so many days. For video, choose a Video service to create the meeting link automatically. You can attach an Interview kit.
3. Click Preview times to see when the whole panel is free in their calendars.
4. Choose Send the link by (email, SMS or WhatsApp) and click Create and send.

The candidate opens the link, sees the free times in your chosen timezone, picks one and clicks Confirm this time. The interview is booked, the panel's calendars are updated and the candidate gets a confirmation. Times fall only on the panel's working days: weekly off days and holidays are skipped. The link works until the last offered day ends. Booking moves the application to the Interview stage. If they open the link again they can pick another time and the interview moves.

The card shows each link as Waiting, Booked, Cancelled or Expired. Use Copy link to send it yourself, or Cancel to close it.

Video links and rescheduling

• On a scheduled video interview click Add video link, choose Google Meet, Microsoft Teams or Zoom and click Create link. Google Meet and Teams use your connected calendar account; Zoom uses the company's Zoom connection under Job boards and providers → Video meetings.
• Click Reschedule to move an interview. If someone on the panel is busy at the new time you are warned; choose Move anyway or pick another time. The candidate and the panel are told.

Interview kits

A kit keeps interviews for a role consistent.

1. Under Interview kits click New kit.
2. Add Scorecard criteria, each with a Weight, and the Questions with a note on what a good answer looks like.
3. Save. When you schedule an interview, pick the kit under Interview kit.

The panel sees the kit's questions on the scorecard and rates exactly its criteria. The overall score is the weighted average.

Debrief and hiring decision

After the interviews, the Debrief and decision card on the candidate's profile shows how many scorecards are in and their average.

1. Write the Debrief notes and choose Hire or Do not hire.
2. Click Save draft, or Submit for approval.
3. The approver sees it in their approvals and clicks Approve or Decline, with an optional note.

An approved Hire moves the candidate to the offer stage. An approved Do not hire rejects the application. A declined decision changes nothing.

Duplicate candidates

Duplicate candidates lists people who look the same (same phone, LinkedIn address or name). A candidate's profile also shows a warning when a duplicate exists.

1. Click Merge on a group.
2. Choose the record to keep.
3. Click Merge. Applications, files, messages and notes move to the kept record and the others are removed. The merge is logged.

Post to job boards and share

Connect a board once: under Job boards and providers → Job boards click Add connection. Choose an XML feed (for boards that read a feed; copy the feed address and give it to the board) or a board with an API (paste its address and key). Saved keys are never shown again.

Post an opening:

1. Open the opening and go to the Posting tab.
2. Click Post to job boards. Each board shows Posted, Failed (with the reason) or Taken down.
3. Use Take down to remove it from one board. Closing the opening takes it down everywhere.

Only open openings shown on the careers page can be posted.

Share: the Share card has the public link (Copy link) and buttons for LinkedIn, Facebook, X, WhatsApp and Email. The shared link shows a preview with the job title and description. The careers page also tells search engines about the job so it can appear in job searches.

Who sees an opening: on the opening form, Who can see it is Careers page, Employees only or Careers page and employees.

Employee referrals

Turn it on: in Hiring settings → Referrals and diversity, switch on Run the employee referral programme, set the Referral bonus and Bonus due after (days the new hire must stay). Save.

How it works:

1. An employee copies their personal link for an opening from Jobs and referrals → My referrals, or fills in Refer someone with the person's name, email and resume.
2. When that person applies through the link, the referral is recorded.
3. When they are hired, the referral shows Hired. After the waiting days it becomes Bonus due.
4. HR opens Employee referrals and clicks Approve bonus. The bonus is added to the employee's next payroll as an earning.

If the new hire leaves before the bonus is due, the referral is closed without a bonus. Use Close to end a referral yourself.

Internal jobs for employees

Openings set to Employees only or Careers page and employees appear in My work → Jobs and referrals → Internal jobs. An employee adds an optional note and clicks Apply. Their applications and stages are listed under My applications. They appear on the pipeline like any candidate, with the source "Internal (employee)".

Assessments, background and reference checks

On the candidate's profile, in the Checks card, click Request a check.

• Assessment or Background check: pick a Provider (connected under Job boards and providers → Assessments and checks) and the result comes back by itself. Without a provider, choose Record by hand and later click Record result (Passed, Needs review or Did not pass, and an optional score).
• Reference check: add up to five referees with name, email and how they know the candidate. Each gets an email with a short form. When all have answered, the check shows Needs review for you to read.

Check results inform the team. They never move or reject a candidate on their own.

Voluntary diversity questions

Where your local law allows it, you can ask applicants optional diversity questions (gender, age, disability, ethnicity).

1. In Hiring settings → Referrals and diversity, switch on Ask voluntary diversity questions.
2. Set Smallest group shown (at least 3). Smaller groups are hidden in reports so nobody can be picked out.

Applicants see a separate, optional Diversity questions (voluntary) section on the application form. Answers are kept apart from the application, are never shown on the candidate's profile or to reviewers, and only appear as anonymous totals in the diversity funnel.

Recruiting analytics

Open Recruiting analytics and choose From and To (the last 90 days by default).

Figure	Meaning
Applications, Hires	Counts in the period
Time to hire	Average days from application to hire, with the median
Time to fill	Average days from publishing an opening to filling it
Cost per hire	The Recruiting cost entered on each opening, divided by its hires
Offer acceptance	Accepted offers out of answered ones
Funnel	How many reached each stage, and the share of the stage before
Sources	Applications, hires, hire rate and days to hire per source
Recruiters	Openings, applications, interviews, offers and hires per recruiter on the hiring team
Diversity funnel	Anonymous totals by group and stage. Groups below the minimum are marked Hidden

To get cost per hire, fill in Recruiting cost on each opening (ads, agency fees).

Example scenario

Padma Net Support hires six Field Technicians. HR posts the opening to two job boards and shares it on LinkedIn. Rafiq from the NOC refers a friend through his link. Ninety people apply. HR ticks the Screening column, moves twenty people to Interview, and rejects the rest in one go with the "Thank you" template; three without an email address are listed as not emailed. Each shortlisted candidate gets a scheduling link and picks a time when the team lead and HR are both free. The panel uses the "Field Technician" kit. After the debrief the Operations head approves six hire decisions. Rafiq's friend is hired; ninety days later HR approves his bonus and it is paid with the next payroll. In Recruiting analytics HR sees that referrals had the best hire rate.

Tips

• Create templates for the messages you send most: interview invitation, rejection, offer follow-up.
• Use kits for every role you hire often, so scorecards are comparable.
• Enter the recruiting cost on each opening when you close it, so cost per hire stays accurate.

Troubleshooting and FAQ

A message was "Skipped". The candidate has not agreed to be contacted, opted out of that channel, or has no email or phone. The reason is shown next to the message.

The scheduling link shows no free times. Nobody on the panel shares a free slot in the window. Send a new link with a longer window or a smaller panel.

I cannot make a Google Meet or Teams link. Connect your calendar account first, then try again.

A board shows "Failed". Open Job boards and providers, check the connection details and post again.

I do not see Recruiting analytics or the diversity funnel. You need the analytics permission; the diversity funnel needs its own permission.

Related pages

Hiring · Payroll runs and payslips · Employee self-service · Privacy