Eploy’s Recruitment Pipeline is the one stop shop for all your application needs – whether you are screening new applications, scheduling interviews or making offers, you can now manage all your applications across all your roles within one workflow.
In this article we will explore the Pipeline View thoroughly, describing all of the filter options and explaining how to move Applications between workflow stages.
To jump to a specific section within this article, please use the links below:
- Managing the Pipeline
- Understanding the Pipeline
- Progressing Applicants
- The Application Dialogue
- In Summary
Managing the Pipeline
Once you have selected to work on your pipeline (done by selecting the workflow title from within the Live Vacancies menu), you will then be able to drag / drop your applicants to the next stage, trigger automated emails and filter within your pipeline all from this view.
As soon as the pipeline loads, you will see a column for each stage of your recruitment workflow, as well as an individual card for each applicant. There are then tools for contacting, filtering and sorting your candidates as required, giving you all the tools that you need to manage your workflow.
At the top of the pipeline, you have your Vacancy Filters, which allow you to switch between My Live Vacancies or All Live Vacancies. This allows you instant access to any other roles that may not be assigned to you, but you need to be involved in the screening / interview process. You also have access to a multi-select filter, where you can pick and choose the live roles to be included in your pipeline. This can be really effective if you have multiple roles in a similar location or position type, you can manage all applicants together.
Beneath the vacancy filters, you then have access to a tool bar:
- New will allow you to create a new application for any role and candidate on your database.
- Email/SMS gives you access to the mail merge tool, where you can contact the entire pipeline. This can be useful if the vacancy is no longer required or you need to send ‘keep warm’ type emails.
- Doc Merge allows you to create a CSV file of Candidate data
- Download Files gives you the ability to download any files saved against the selected Candidate
- Print is a quick way of printing the selected Candidate's CV or Application Form
- Multi-Edit is a feature available dependant on your permission settings. If you have the relevant permission, you will be able to update certain information regarding the applicant or candidate record en masse (max 1000 records).
- Calendar will display the Eploy Calendar, listing all scheduled Actions and Interview Slots. You can also create new Interview Slots from here
- Other Roles this allows you to move the selected application to another Vacancy (Move to Role), or duplicate the application, placing the duplicate against another vacancy (Add to Role).
The final tool bar is the filter options, available for the entire pipeline. These options will allow you to pick and choose which records to highlight, promote or exclude from your view:
- Candidate Type – This will allow you to focus on standard / external candidates, internal applicants, previous employees or even vendor candidates. As the type of candidate can influence the correspondence you send, as well as how they are managed within the workflow, this can be really useful for switching between or hiding particular sets of candidates.
Contacted State – This filter will give you access to those candidates that still need to be contacted at this stage, have previously been contacted or have no scheduled correspondence. Using these filters will help you to keep track of those who have been kept informed of their progress and those who you have not yet been in touch with.
- CV Sent – This will allow you to exclude all those who have or have not had their CV sent to your client / hiring manager* (agency systems only).
- Suitability – This multi-select filter will allow you to quickly exclude or hide applicants based on the star rating attributed to the application.
- Status Type – This filter is set to show only active applications as default, so that rejected / withdrawn/ terminated applications are hidden. You can change this to include terminated or hide active applications as required.
- Search Candidates – This is a quick filter, which allows you to filter applications by candidate name. Simply start typing the name in to this box and Eploy will automatically apply the filter for you.
- Filter Applications – This is an in-depth filter that will allow you to filter your pipeline by any information stored within the candidate, application, vacancy or associated company record. Clicking this opens the new Query Builder. If you are used to using our legacy Query Builder tool, this can be accessed by clicking Query Builder
- Sort By – This option (on the right hand side of the tool bar) allows you to change the order in which your pipeline is displayed. The default option is to be sorted by candidate, but it can be really effective to sort by suitability, vacancy or stage / subtype.
Understanding the Pipeline
When it comes to using the pipeline, you can see that each column is a different stage of the recruitment workflow. Within each stage, there are different statuses available, as well as contacted states.
- Workflow Stages – These make up each column and represent the key points of your recruitment process. Successful candidates will progress to the latter stages of a workflow, whilst rejected or unsuccessful candidates will be terminated within the furthest stage that they reach.
- Workflow Sub Stage – Each stage can be made up of sub stages, which can include application statuses, actions and placement statuses. These are used to show progression or termination within each stage and can be used as active or inactive. At application or placement stages, you will be able to update the application or offer status, whilst action stages will include creating actions, inviting to select an interview slot or providing feedback.
- Contacted States – When an applicant arrives within a sub-stage, the contact state will update. Depending on whether an applicant has received correspondence at this stage or has previously received correspondence at this stage, they will be shown with a difference state. The states are as follows:
- Needs Contacting – This applies to all candidates who are at a stage where the correspondence templates have been configured, but are yet to be sent. The correspondence is not set up to be sent automatically.
- Scheduled – This applies to all candidates who are at the stage where the correspondence email has been set up to be sent automatically, but due to the delay chosen as part of the configuration, the email has not yet been sent.
- Contacted – This is used for all candidates that have been contacted at this stage already, so no further correspondence is required.
- Previously Contacted – This status is used for all candidates who have been contacted at this stage of the process, moved to a different stage and then moved back to this current stage. This is particularly useful when re-inviting candidates to interviews after postponements or withdrawals.
- No Contact Set Up – This status is for stages of the workflow that have no correspondence set up or associated. These stages give the user greater flexibility to contact candidates if and when required.
At the top of each workflow stage, you will see the name of the stage, the number of applicants currently displayed within that stage and the contact summary. If the stage is an action stage, you will also have access to any interview slots that have been set up within this workflow for that stage.
Now that you fully understand the view and the filters available, you can now begin to effectively manage your applicants through the workflow. There are three ways you can do this, depending on how you prefer to work:
Drag & Drop
The simplest way of updating your pipeline is to drag and drop your applicants as required. Simply click the body of the applicant card and it will become highlighted – you can then drag this into the next stage or column as required.
A successful transition will be followed by a confirmation in the bottom left hand corner:
Now that the applicant is at the new stage, you will be able to update the status, create an action / interview or even invite the candidate to select their own interview slot.
Note – Moving a candidate to an application stage will prompt the process side bar, where you will be able to select an available application status:
Depending on the configuration of your workflow, the transitions available to you may have certain requirements. For example, before you can drag an applicant away from an action stage, the action must first be completed. If you attempt to do this, or attempt any transition that is not available, you will get an error message in the bottom left hand corner:
For more information on core system transitions and how they affect your recruitment workflow, please see the following GUIDE – Core System Transitions.
Hint – You may also be able to move applicants on mass, by selecting multiple records. When you click the first card, it will become highlighted. Proceed to select the rest of the applications that you wish to update before dragging one of them to the destination stage. This will then move all applications, along with confirmation of the number of records updated. You can select multiple applications within a single workflow stage at once by selecting the first application, scrolling to the last application you want to select, then hold SHIFT on your keyboard and clicking at the same time. Note there is no Select All button available within the Pipeline View.
The Process Side Bar
The Process side bar will allow you to transition through the workflow, without the need to drag and drop. This can be particularly useful if you are using a touch screen device, as it allows you to easily progress applications en masse. To use the side bar, choose the relevant application(s) as required and then click the process icon in the bottom left hand corner.
This will then open up the side bar, showing any status updates that are available, as well as transitions to next steps or previous workflow stages.
The configuration of your workflow will impact the available transitions when using the process side bar, meaning that you will see limited options depending on where you are transitioning from and to within the workflow.
Note – If you attempt to move multiple applicants who are within different workflow stages, an error message will be displayed in the bottom left hand corner of the screen. If you get this error, you need to select the applicants for each individual stage and try again.
The Application Dialogue
When selecting the applicant name from the Pipeline, the Application Dialogue will open. This window will give you access to all the information you require regarding this candidate, including CVs, personal details and screening forms.
When you open the application dialogue, you will have access to the process side bar, which will allow you to progress your applicant as required.
Hint – Using the application dialogue is the quickest way to progress applications through multiple stages, as you always have access to the side bar. There is no need to open / reopen the side bar, as it remains after transitions. Note if you do not see the side bar, but instead see the orange Process Button, clicking this button will open the side bar. Alternatively, zooming out within your browser will display the side bar; however, depending on the resolution of your screen you may need to zoom out by 10 - 30%.
For more information on using the application dialogue, please see the in depth guide, available HERE.
The Recruitment Pipeline is the quickest and easiest way of managing your workflow, giving you all the tools that you need:
- Access the pipeline via Live Vacancies on the Eploymenu.
- Adjust filters and order by options as required.
- Drag and Drop applicants to move into different workflow stages, whilst the process side bar makes working on mass easier.
- Open the application dialogue for any other details and additional tools.