Job Configuration, Pipeline Oversight & Team Management

Set up jobs right so your recruiters and hiring managers can move fast.

Your Role in the New Pipeline

As an Admin, you have two jobs in the new Candidate Pipeline: configure jobs so the pipeline works correctly, and monitor activity across your hiring team so nothing falls through the cracks. This guide covers both — starting with setup, then walking through every stage the same way recruiters and hiring managers experience it, with an admin lens on what to watch for.

What's in this guide

• Job header controls & status management
• Sponsorship management
• Configuring hiring steps & the Pre-Hire stage
• Managing the hiring team
• Reviewing all stages for pipeline health
• Using bulk actions & audit tools
• Understanding the activity feed

What's Changed at a Glance

Part 1: Configuring a Job

The Job Header

Every pipeline view starts with the job header. As an Admin, these controls are your main lever for keeping job state accurate.

The job header — job title, location, hiring manager, open date, status dropdown, sponsorship link, and Job Details button. The ⚡ icon appears when Automated Interview Scheduling is active.

• Status dropdown — toggle between Open – Internal, Open – Public, and Closed
• ⚡ Lightning bolt — Automated Interview Scheduling is active for this job
• Not Sponsored / Sponsored — click to manage job board posting directly
• Job Details button → opens the configuration drawer

The Job Details Drawer

Click Job Details to open the slide-out panel. This is your admin control center for the job.

The Job Details drawer — access the job posting, edit hiring steps, manage automations, view the hiring team, and see job-level activity.

• View Job — opens the live job posting on your career site
• Edit Hiring Steps — configure which steps appear in each stage
• Share — share the job with team members
• Manage Automations — configure or review automated interview scheduling
• Hiring Team — add/remove members, change hiring manager
• Recent Activity — full job-level audit log
• Add Comment — leave a note or @mention a team member at the job level

Configuring Hiring Steps

Hiring steps define what candidates go through in each stage. Configuring these correctly before the job goes live prevents confusion for your team later.

Edit Hiring Steps — drag and drop steps between Applied, In Progress, and Pre-Hire. The Activity panel on the right shows a full log of job-level changes.

Admin action required Pre-Hire does not appear in the pipeline until an Admin enables it per job. If recruiters or HMs aren't seeing the Pre-Hire tab, this is why — go to Edit Hiring Steps and configure it.

Managing the Hiring Team

From the Job Details drawer, scroll to the Hiring Team section:

• View current members and their roles
• Add new members — they must have location access to be added
• Remove members who are no longer involved
• Change who is designated as the hiring manager

Sponsorship Management

Click the sponsorship indicator in the job header to manage job board postings without leaving the pipeline. You'll see how many boards the job is currently on and can add or remove postings.

Part 2: Monitoring Applied

When you open a job as an Admin, you see the same Applied view your recruiter sees — but your job is less about reviewing individuals and more about reading the health of the queue.

The Applied stage — stage counts (Applied 5, In Progress 2, Pre-Hire 1, Hired 3, Declined 7) give you an instant health check. The sub-filter tabs reveal sorting bottlenecks.

Pipeline Health Signals

The stage counts at the top of every job view update in real time. Here's how to read them:

The Applied Sub-Filters

• All Candidates — full view
• New — unreviewed by recruiter; a large number here = review backlog
• Awaiting Decision — reviewed but not actioned; flag this to your recruiter
• Failed Survey — uncleared knockout failures; an Admin can bulk-decline these
• Starred — the recruiter's shortlist; this is what they plan to present to the HM

Candidate Cards

The candidate drawer — available to Admins just as it is to recruiters. Use it to review any candidate, add comments, or check activity history.

As an Admin, you can open any candidate and take the same actions a recruiter can: view documents, send messages, add comments, move stages, or decline. This is useful for correcting errors or covering when a recruiter is out.

Part 3: Monitoring In Progress

The In Progress column view shows every active candidate and exactly which step they're in. As an Admin, this view tells you where the team is moving quickly and where things are stacking up.

In Progress column view — each column is a hiring step. Sub-status (Needs Scheduling, Pending Completion, Awaiting Decision) tells you what action is needed.

• Needs Scheduling — an interview hasn't been booked; recruiter or coordinator needs to
• act
• Pending Completion — interview is scheduled; waiting on the date to pass
• Awaiting Decision — interview done but no outcome recorded; flag for HM

Admin oversight tip A column with many 'Awaiting Decision' cards usually means the hiring manager hasn't reviewed feedback yet. Use the job-level comment (in Job Details → Recent Activity) to prompt them.

Interview Scheduling

Admins can schedule interviews on behalf of recruiters or hiring managers. The flow is the same:

Schedule Interview — available to Admins from any candidate drawer in the In Progress stage. Choose duration, type, and whether to send a self-scheduling link or confirmed time.

Part 4: Monitoring Pre-Hire

Pre-Hire is where conditional hires go while offer letters, background checks, and reference checks are completed. From an admin perspective, this is the compliance-sensitive part of the pipeline — it's worth checking regularly.

The Pre-Hire stage — each card shows the status of paperwork steps (Reference Checks, Background Checks, Offer Letter) at a glance. X = not started, hourglass = in progress, checkmark = complete.

• Each card shows step statuses at a glance: ✗ not started, ⏳ in progress, ✓ complete
• Click any candidate to open their drawer and take action on any step
• Admins can send or revise offer letters, initiate BGC, and kick off reference checks
• Use 'Move Back to In Progress' (kebab menu) to return someone if needed

Offer Letter

Offer letter in the Pre-Hire drawer — view, revise, or resend inline. Change the template, start date, or any field without leaving Hireology.

ADP / HRIS Sync

Integration sync — once a candidate is moved to Hired, the sync panel appears in their drawer. Select the onboarding template and company code to push the new hire to ADP Workforce Now (or other configured integrations).

As an Admin, you may be responsible for confirming integrations synced correctly. From the Hired tab, open any hired candidate and check the Integrations step in their Hiring Pipeline section.

Part 5: Bulk Actions

Bulk actions are available in every stage. As an Admin, these are especially useful for maintenance tasks — clearing failed surveys, mass-declining aging applicants, or bulk-transferring candidates when a job is reassigned.

Bulk actions — select multiple candidates using the checkboxes, then choose from the action toolbar: message, tag, advance, decline, or transfer.

• Select all or individual candidates using the checkboxes
• Bulk decline — clear failed survey candidates or age-out old applicants
• Bulk messaging — contact multiple candidates at once with a single template
• Bulk tagging — assign attributes across a group
• Bulk transfer — move candidates to a different job

Adding Candidates Manually

Part 6: Activity, Comments & Audit

Job-Level Activity

From Job Details → Recent Activity, you can see the full history of everything that's happened on this job: status changes, who was added to the hiring team, sponsorship changes, comments, and more. Use this for auditing or understanding the context before stepping into an active search.

• Add a comment at the job level to communicate with the whole hiring team at once
• @mention team members to direct attention to specific issues
• Activity is timestamped and attributed — useful for accountability

Candidate-Level Activity

Every candidate drawer includes an Activity & Comments section showing everything that's happened to that candidate on this job: stage moves, messages sent, steps completed, and comments from the team.

• Use this when you need to understand a candidate's history before taking action
• Comments here are candidate-specific — only visible within that candidate's record for this job

Next steps Attend a live Wednesday training starting May 20 — bring questions about your team's specific configuration. In-app support links are also available via the ? icon. For critical setup issues, contact Hireology Support directly.