How the board is organised
Open Pipeline. Each open job gets its own board, and each candidate who applied to that job gets one card on it. A candidate can hold a card on several jobs at once, but never two cards on the same job.
The stages are fixed and there are no configurable workflows. Moving a card does nothing except move the card: no emails are sent, nothing is triggered, and nothing expires. That is deliberate. The board is a shared view of where people are, not an automation engine.
Tick Show closed jobs to see boards for jobs you have closed. Add candidate puts someone straight onto a board.
The six stages
| Stage | Meaning |
|---|---|
| Applied | On the board, nothing scheduled. Every new card starts here. |
| Phone screen | First conversation, usually a recruiter round. |
| Onsite | The main interview loop, however many rounds that is. |
| Offer | Decision made, offer in play. |
| Hired | Closed, won. |
| Rejected | Closed, not proceeding. |
Cards are dragged between columns, and a mistaken move is undone by dragging it back. Interviews cannot be scheduled against Hired or Rejected: those are decisions, not stages with rounds in them.
What a card is waiting on
The stage alone does not tell you whose turn it is. A card in Onsite might be waiting for a booking, for the interview to happen, for two scorecards, or for you. So each card carries a state:
| State | The ask is on | Meaning |
|---|---|---|
| Needs review | Whoever books | Nothing scheduled for this stage yet. |
| Interview booked | Nobody | Rounds are booked, none has finished. The date is shown. |
| Awaiting feedback | The interviewers | Rounds finished, scorecards outstanding. Shows how many are in. |
| Ready to decide | The recruiter | Every finished round has a scorecard or a waiver. This is the only state that offers Advance and Reject. |
| Idle | Whoever books | Needs review, gone stale. Same ask, said louder. |
Where recommendations have come back, the card shows the split (for example 2 yes, 1 no, plus a split marker), and counts any waived scorecards separately.
When a round counts as held
A stage waits on the rounds in it, so the board has to know which ones have happened. That depends on whether the interview was monitored:
- Monitored rounds count as held once the signed report exists, which happens when the candidate's session ends.
- Unmonitored rounds have no agent and produce no report, so they count as held once the interviewer files a scorecard, or an admin waives it. Either one is somebody saying the interview took place.
If a monitored interview's agent never ran, so no report is coming, an admin can Turn off monitoring from the interview's menu. The round then follows the unmonitored rules above, and a scorecard already on file counts immediately. It is only available before a session starts, the candidate's join link stops working, and nothing is billed either way.
An unmonitored round with neither is not treated as held. Nothing has claimed it happened, and a calendar entry on its own is not evidence: the card reads not confirmed as held once the slot has passed. Waiving is available from that point, so a round nobody writes up never traps the stage.
None of this marks the interview itself as completed. There is no report behind an unmonitored round and it is never billed, so the panel labels it Held, unmonitored rather than Completed.
Two more things the card names rather than leaving you to count. An outstanding scorecard is shown as Waiting on Priya Raman, so chasing it does not start with working out whose it is; rounds nobody is assigned to are counted as unassigned, which is a different fix. And a stage where some rounds have not happened yet reads 2 of 3 done with a Still to come line and the next date, including on a card that is otherwise ready to decide.
Reading the scorecards behind a card
Details on any card opens the whole application: every round ever held against it, grouped by stage, with each interviewer's notes, their tips for the next round, their recommendation and the integrity score. Rounds that were cancelled, waived or belong to an earlier pass of a reopened card are shown too, marked as such.
This is where a split panel gets resolved. The card can tell you the interviewers disagreed; only their write-ups tell you what about.
Scheduling from a card
Schedule on a card creates a normal interview already stamped with that job and the card's current stage, and hands back the candidate join link immediately. The round then counts towards that stage's review.
Because rounds are stamped with the stage they were booked in, moving the card later does not reshuffle history: a phone screen stays a phone screen.
Deciding a stage
Advance and Reject only appear once the card reaches Ready to decide, meaning every scorecard for this stage is in or waived. Before that, a decision would be made on evidence that has not arrived yet.
- Advance moves the card to the next stage (Applied to Phone screen to Onsite to Offer, then Mark hired).
- Reject asks for a reason and an optional note first, because the application ends there. Nothing is sent to the candidate.
- Both are identical to dragging the card into that column. They are a shortcut, not a second code path.
If a round in this stage has not happened yet, the confirmation says so and names the date. You can still decide, but nothing pretends the round is finished.
Why an application ended
Rejecting and marking hired both record the decision on the card: the reason picked from a fixed list, an optional note, who decided and when. The reason is a list rather than free text so it stays countable; the note is where a split panel's reasoning goes, and it is the part worth reading six months later.
Both are optional. A rejection with neither still works, because a required field here would only collect whatever dismisses the dialog fastest.
The recorded decision is shown on the closed card and in its Details panel. Correcting it is a matter of rejecting again with the right reason. Moving a card back into an active stage, or reopening it, clears the decision, since it described an application that is now running again.
Stuck in Awaiting feedback with an interviewer who will never write it up? An admin can waive that scorecard.
Integrity on the card
If any round in the stage was monitored, the card shows the lowest integrity score across those rounds, not an average. The worst round is the one you need to know about.
When a round scored under 60 and the panel is recommending a hire, the card replaces the quiet chip with a sentence saying so and telling you to read the report first. That combination is the single most expensive thing to miss on a board.
Idle cards
A card sitting in Needs review for too long is marked Idle with the number of days it has been there. Admins set the threshold under Account settings, Pipeline.
It is display only. Nothing expires, no candidate is ever auto-rejected, and no mail goes out. It exists so people do not get quietly forgotten.
Rejecting, removing, reopening
- Reject closes the application, recording why. It can be undone by reopening the card.
- Remove deletes the pipeline card only. The candidate record and any interviews already held are kept.
- Reopen on a Hired or Rejected card starts a fresh round back at Applied. Interviews from the previous round survive untouched with their reports.
- Open jumps to the report for the most recent interview on that card.
A returning applicant reuses their existing card rather than creating a second one, so someone who applies to the same job twice never appears twice.