This article walks you through how to move candidates through each stage of the Pipeline in Vincere - from initial application to placement.
You’ll also learn how to manage interview schedules, send LiveLists™, and understand system behavior when progressing candidates.
Click on the link ⏬ to skip to the section you're interested in:
Step-by-Step Guidance.
2.1 Move Candidates to Applications.
2.2 Shortlisted to Sent.
2.2.1 Option 1: Send Candidates via LiveList™.
2.2.2 Option 2: Move to Sent Stage Without Email.
2.3 Sent to 1st Interview.
2.3.1 Option 1: With Interview Schedule and Emails.
2.3.2 Option 2: Without Sending Interview Schedule.
2.4 1st Interview to 2nd+ Interview.
2.5 2nd+ Interview to Offer.
2.6 Offer to Placed.FAQs.
🗝️ Key Features
Easily move candidates through each ATS stage from Application to Placement.
Send LiveLists™ to clients to share candidate details and auto-update pipeline stage.
Option to manually move candidates between stages with or without email communications.
Support for multiple interview rounds and interview scheduling workflows.
Real-time visibility on candidate and job IDs at the placement stage.
⭕ Step-by-Step Guidance
1. Candidates to Applications
Follow the steps below to move Candidates to the Application Stage in Vincere.
Click on the yellow number in the Candidates Chevron to access pending candidates.
Tick the checkbox next to candidates you want to assign to a job.
Click Actions, then select Add Application.
Choose a job, then click Add candidate(s) to X Job.
👉 You can do this individually or in bulk.
Please refer to the video below for your visual guidance:
2. Shortlisted to Sent
Option 1: Send Candidates via LiveList™
Click on the Candidates icon from the left panel.
Tick the checkbox next to the shortlisted candidates.
Click Send under Application actions.
Select the job in the CHOOSE JOB TO SEND CANDIDATES TO field.
Choose to include attachments or not.
Click Next and configure LiveList contents.
Click Next, choose an email template, and then click Send.
Please refer to the video below for your visual guidance:
📌 Refer to the LiveList™ Help Article for more details.
The great thing about LiveList™ is that you can send candidates in bulk over to your clients.
All your best candidates in one place for your clients.
Option 2: Move to Sent Stage Without Email
Click on the Candidates icon, then click the Shortlisted Chevron.
Use the orange button to filter pending candidates.
Tick the checkbox next to the candidate you want to move.
Wait for the 3-pane Actions menu to load.
On the third pane, click Move to next stage, then select Sent.
Please refer to the video below for your visual guidance:
📝 Note: This can only be done one candidate at a time. Use this option to avoid triggering automated emails.
3. Sent to 1st Interview
Option 1: With Interview Schedule and Emails
Select the candidate(s) from the Sent stage.
Choose Send interview schedule to email both client and candidate.
Customize the interview details, timezone, and email templates.
Attach files from the job’s file tab if needed.
Click Send to complete the process.
Please refer to the video below for your visual guidance:
When sending emails, it will contain the details below:
Interview Schedule
Displays the interview details including timezone, timeslot, job location, and person to contact.
👉 You can also choose to include or exclude recipients when sending the email.
Email to Candidate: The email contents prepared here will be sent directly to the candidate.
Email to Client: Allows you to edit and send a separate email version to the client/contact.
Email Template: Select from predefined email templates to quickly populate the message body.
Attachment: Attach files from the File tab of the job linked to the interview.
Email Contents: Here you can customize the body of the email before sending it, including text formatting, images, and links.
Option 2: Without Sending Interview Schedule
Tick the candidate’s checkbox.
In the pop-up action menu, select 1st Interview to move them forward.
Please refer to the video below for your visual guidance:
4. 1st Interview to 2nd+ Interview
Click the amber number in the 1st Interview Chevron.
Tick the candidate's checkbox.
Click Complete Interview, then go to Move to next stage and select 2nd+ Interview.
Please refer to the video below for your visual guidance:
📝 Note: If an interview schedule has already been sent, mark it as complete first.
Also at this stage, you can also Reschedule or Cancel the interview:
To schedule another interview:
From the 2nd+ Interview stage, tick the candidate.
Click Complete Interview, leave a note, then click Save.
Click Send Info & Confirm Next Interview.
Choose Yes to add a schedule or No to just move the candidate.
👉 Use the Interview Round column to track which round the candidate is in.
If you need to schedule more than 2 interviews, follow the steps below:
Click on the 2nd+ Interview stage/Chevron.
Click on the pending candidates by clicking the orange number on the stage.
Select the Candidate by clicking the tick box next to their name.
Wait for the Actions menu to open (it will open 3 panes)
On the 3rd pane, if you have a scheduled interview, click Complete interview and leave a note, then Save.
Click on Sent info & Confirm next interview and set up for the 3nd+ Interview.
Answer the prompt Do you want to add an interview schedule now?
Yes, if you want to set a date and time and send out emails to both the client and candidate.
N,o if you just want to move the candidate to the Interview stage and schedule the date for later.
Once this is done, the candidate will be scheduled for the next round of Interviews.
Similarly, with the upcoming ones, select the Candidate by clicking the tick box next to their name > Click on 'Sent info & Confirm next interview'.
Please refer to the video below for your visual guidance:
👉 Once you've done that, you can use the interview round column to track the number of interviews that the application is currently on.
5. 2nd+ Interview to Offer
We're approaching the final steps towards making a placement and extending an offer.
Complete the current interview via the Actions pane.
Select 'Complete Interview.'
In the Move to next stage drop-down, select Offer.
If offer approval is required, click Request Approval.
Wait for notification once approval is received.
Please refer to the video below for your visual guidance:
📋 Notes:
If an Offer Approval is required, you'll find the following actions below.
If you've set up any mandatory Candidate documents compliance, you'll see the actions below to ensure the candidate meets all qualifications to move to the offer stage.
👉 Select Request Approval from <USER> and you'll be notified once the approval has been approved.
6. Offer to Placed
Select the candidate from the Offer stage.
Click Move to next stage, then choose Placed.
Please refer to the video below for your visual guidance:
💡 PRO TIP: You can now see all the ID numbers related to the placement, meaning it is clearer than ever to know exactly what is going on inside your placements,
You can now see: Application ID, Placement ID, Candidate ID, Job ID
This is ideal for being able to easily know which applications, placements, candidates, and jobs are linked together.
🤑 PLACEMENT DONE 🤝
Fun fact: Did you know that you're using the only recruitment CRM on the market that shows you 'What's next' 🤩.
Vincere gets rid of all clutter & noise by showing you the next relevant action you can take, so you're always one step closer to making that placement.
💡 Best Practices
Always complete interviews before progressing to the next stage to maintain accurate records.
Use “Move to next stage” (not "Send") when you want to skip email notifications.
Use LiveList™ when sending multiple candidates to clients for a seamless experience.
Double-check permissions and automated email settings before progressing candidates.
Track interview rounds using the Interview Round column for clarity during multi-stage processes.
🤔 FAQs
Q1: Can I move candidates backward in the pipeline?
Answer: No, candidates cannot be moved backward through the ATS stages. However, you can remove and re-add them to restart from an earlier stage by following these steps:
Click 'Remove Application' for the candidate currently in the Shortlisted stage.
Re-add the candidate to the same job within Vincere.
After re-adding the candidate, they will appear within the Pending tab in the Application section.
Q2: Can I move multiple candidates at once without triggering emails?
Answer: No, bulk movement without emails is not currently supported. You must move candidates individually to avoid sending automated communications.
Q3: What if I need to schedule more than two interviews?
Answer: You can use the 2nd+ Interview stage repeatedly and track each round using the Interview Round column. Just select Send Info & Confirm Next Interview after each completed round.
Q4: How do I prevent automated emails when moving candidates?
Answer: Use the Move to next stage option from the 3-pane Actions menu. Avoid using "Send" if you do not want to trigger emails.
Q5: What happens if offer approval is required before placing a candidate?
Answer: You'll be prompted to Request Approval, and the offer will only proceed once approval is granted. Use VinnyChat to remind approvers if needed.
Happy Recruitment #TheVinnyWay🤩