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Moving candidates down the Pipeline
Moving candidates down the Pipeline

Moving candidates down the recruitment pipeline is super easy. Here's a quick run-through of how you can do it. 

Jason avatar
Written by Jason
Updated over a week ago

Curious about adjusting the Candidate's Stage Status in the Pipeline? 🤔

After shortlisting candidates, you can follow the steps below to move the candidates along the Pipeline:

📂 Additional Information:

  • Shortlisting candidates - click HERE

  • What happens when a candidate Accepts or Rejects an offer - click HERE

1. Shortlisted to Sent

There are two ways you can move the candidates to the Sent Stage:

  1. Move the candidate(s) to the Sent stage by sending your client the LiveList™, which moves the candidate and sends an email to the client.

  2. Move the candidate to the Sent stage without sending an email to the client.

So basically, ask yourself this: Do I need to send a LiveList™? 🤔

Send candidates via LiveList Email

📋 Note: This will email your client with your candidate/s' information.

This gif showing There are two ways you can move the candidates to the Sent Stage:  Move the candidate(s) to the Sent stage by sending your client the LiveList™, which moves the candidate and sends an email to the client.  Move the candidate to the Sent stage without sending an email to the client by  these steps to make it happen 👇  Click on the Candidate icon in the left panel of your screen.  Select candidates by ticking the checkboxes next to their names.  In the actions bar that appears, click on "Send" under Application actions.  In the "CHOOSE JOB TO SEND CANDIDATES TO" section, search for and select the desired job.  Choose "Yes" if you want to include file attachments in the email, or "No" if you prefer the files to be inside the LiveList but not attached.  Click "Next."  Select the LiveList information you want to include in the provided boxes.  Click "Next."  Choose the email template by clicking the "Choose email template" button.  Finally, click "Send."

Follow these steps to make it happen 👇

  1. Click on the Candidate icon in the left panel of your screen.

  2. Select candidates by ticking the checkboxes next to their names.

  3. In the actions bar that appears, click on "Send" under Application actions.

  4. In the "CHOOSE JOB TO SEND CANDIDATES TO" section, search for and select the desired job.

  5. Choose "Yes" if you want to include file attachments in the email, or "No" if you prefer the files to be inside the LiveList but not attached.

  6. Click "Next."

  7. Select the LiveList information you want to include in the provided boxes.

  8. Click "Next."

  9. Choose the email template by clicking the "Choose email template" button.

  10. Finally, click "Send."

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.

This gif showing 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.

📌 Check out our article on LiveList™ HERE to learn more.

Move the candidate to the Sent stage with no emails.

This gif showing how to  Move the candidate to the Sent stage with no emails by these steps to make it happen 👇  Click on the Candidate icon on the left panel.  Click on the Shortlisted Chevron at the top of the page.  Click on the orange button to only see candidates in pending status at this stage.  Select a 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, click on the Move to next stage box and select Sent.  The candidate will be moved to the Sent stage - no email will be sent to the client.

Can I move candidates to the sent stag without sending an email? Yes you can!

Follow these steps to make it happen 👇

  1. Click on the Candidate icon on the left panel.

  2. Click on the Shortlisted Chevron at the top of the page.

  3. Click on the orange button to only see candidates in pending status at this stage.

  4. Select a Candidate by clicking the tick box next to their name.

  5. Wait for the Actions menu to open (it will open 3 panes).

  6. On the 3rd pane, click on the Move to next stage box and select Sent.

  7. The candidate will be moved to the Sent stage - no email will be sent to the client.

This image showing Note: This action can only be done one candidate at a time. At the moment, you will not be able to move multiple candidates at once to Sent.

Note: This action can only be done one candidate at a time. At the moment, you will not be able to move multiple candidates at once to Sent.

Sent to 1st Interview

At this point, you should decide if you want to:

  1. Move the candidate to 1st Interview stage OR

  2. Move the candidate and send the interview schedule (via email)

Ask yourself this: Do I need to send the interview schedule? 🤔

With interview schedule - Send an email to the client and candidate

This gif showing how to sent candidate to 1st interview with interview schedule - Send an email to the client and candidate

When sending emails, it will contain the details below:

This image showing this content 'Interview schedule - This will show the timezone, and timeslot as well as the job location and person to contact 👉 You can also select or deselect the recipient of the email.  Email to candidate - These contents will be sent to the candidate   Email to client - Contents can be edited and sent to the client/contact  Email template - You can select the email template you want to use   Attachment - You can select the files from those uploaded in the file tab of the job linked to the interview   Email Contents '

Interview schedule - This will show the timezone, and timeslot as well as the job location and person to contact 👉 You can also select or deselect the recipient of the email.

  1. Email to candidate - These contents will be sent to the candidate

  2. Email to client - Contents can be edited and sent to the client/contact

  3. Email template - You can select the email template you want to use

  4. Attachment - You can select the files from those uploaded in the file tab of the job linked to the interview

  5. Email Contents

With the interview schedule - without sending an email to the client or the candidate:

This gif showing how to sent candidate to 1st interview With the interview schedule - without sending an email to the client or the candidate

Without an interview schedule

Once you’ve chosen the right candidate, just select the checkbox next to it and a pop-out will appear prompting you to take an action > Click 1st Interview.

3. 1st interview to 2nd+ interview

To move applications from the 1st interview stage, in the Vincere Pipeline,

  1. Click the amber number representing the pending applications in this stage.

  2. Tick on the candidate that you wish to move.

  3. Select Complete Interview and then go to the “Move to next stage” drop-down and select the 2nd+ interview to move to the 2nd interview stage.

📌 If an interview schedule has been sent, you'll first need to mark the interview as complete before moving it to the next stage.

Refer to the video ⏬ for visual guidance:

This gif showing how to To move applications from the 1st interview stage, in the Vincere Pipeline,  Click the amber number representing the pending applications in this stage.  Tick on the candidate that you wish to move.  Select Complete Interview and then go to the “Move to next stage” drop-down and select the 2nd+ interview to move to the 2nd interview stage.

📋 Note: At this stage, you can also Reschedule or Cancel the interview:

This image showing the  Note: At this stage (interview), you can also Reschedule or Cancel the interview:

What If there are more than 2 interviews in your process? 🤔

Actions will allow you to send out interview information to the pending candidate without moving the candidate to the offer stage.

⭕ If you need to schedule more than 2 interviews, follow the steps below:

  1. Click on the 2nd+ Interview stage/Chevron.

  2. Click on the pending candidates by clicking the orange number on the stage.

  3. Select the Candidate by clicking the tick box next to their name.

  4. Wait for the Actions menu to open (it will open 3 panes)

  5. On the 3rd pane, if you have a scheduled interview, click Complete interview and leave a note, then Save.

  6. Click on the Move to next stage box and select 3nd+ Interview.

  7. 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.

    • No if you just want to move the candidate to the Interview stage and schedule the date for later.

  8. Once this is done, the candidate will be scheduled for the next round of Interviews.

  9. Simularly with the up coming ones, select the Candidate by clicking the tick box next to their name > Click on 'Sent info & Confirm next interview'.

Refer to the video ⏬ for visual guidance:

This gif showing 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 the Move to next stage box and select 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.   No 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.  Simularly with the up coming ones, select the Candidate by clicking the tick box next to their name > Click on 'Sent info & Confirm next interview'.

👉 Once you've done that, you can use the interview round column to track the number of interviews that the application is currently on.

This gif showing how you can use the interview round column to track the number of interviews that the application is currently on.

4. 2nd+ interview to Offer

We're approaching the final steps towards making a placement and extending an offer.

  • Just as with the initial interview, it's crucial to ensure that the interview process is completed before proceeding to make an offer.

⭕ HERE'S WHAT YOU NEED TO DO! 😉

  1. Select 'Complete Interview.'

  2. Then, navigate to the 'Move to next stage' drop-down menu and choose 'Offers' to transition the candidate to the Offers stage.

This gif showing how you can move candidate to offer stage by the steps Select 'Complete Interview.'  Then, navigate to the 'Move to next stage' drop-down menu and choose 'Offers' to transition the candidate to the Offers stage.

📋 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.

This image showing 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.

💡 Or, if you need to speed things up, use VinnyChat to give your approver a ping and get the offer approved quickly. 😉

5. Offer to Placed

🤑 We're just one click away from $$$! 💵💷

  • If you've been moving candidates through the stages, I'm sure you're likely familiar with the process by now.

👉 Simply select the candidate and navigate to the 'Move to next stage' dropdown, then choose 'Placed' to finalize the placement.

This gif showing how to move candidate from Offer to Placed stage

💡 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.

This image showing the  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.


Happy Recruitment #TheVinnyWay🤩

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