Recruiting pipeline template

Define what every stage means, who owns the next action, and when a candidate should move so the pipeline reflects real work instead of becoming a holding area.

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Published: September 15, 2026

Use this resource to

Give each hiring stage a clear definition.
Assign ownership and a target response time.
Track disqualified and withdrawn candidates accurately.

Part 1

Recommended core stages

Ready-to-copy template

1. New applicant — application received; assign review owner
2. Review — minimum qualifications under review
3. Qualified — job-related requirements met
4. Contacted — outreach sent; response pending
5. Interview scheduled — confirmed interview on calendar
6. Interview completed — feedback and scorecards due
7. Offer — approved offer prepared or sent
8. Hired — accepted and final decision recorded
9. Closed — not selected, withdrew, duplicate, or another documented disposition

Part 2

Rules for every stage

Entry criteria: the event that places a candidate in the stage.
Required action: what must happen before the candidate leaves.
Owner: the role accountable for that action.
Service level: the target time before follow-up or escalation.
Exit criteria: the observable event that moves the candidate forward or closes the process.

Part 3

Keep the pipeline useful

Use folders or stages for process state and tags for lightweight attributes.
Avoid stages such as “Maybe” that do not define a next action.
Record a specific closing disposition instead of deleting candidates.
Review pipeline aging weekly and resolve candidates with no owner or next action.

Inside CareerATS

Turn stages into repeatable workflows.

CareerATS supports applicant organization, configurable workflow steps, status changes, communication actions, interviews, offers, and pipeline-aging reports.

Follow the product guide

Configure reusable recruiting steps and test them before assigning them to openings.

Create and manage workflows →

Frequently asked questions

How many recruiting stages should a pipeline have?

Use the fewest stages that represent meaningful decisions or handoffs. Most teams need application, review, contact, interview, offer, hired, and closed states, with added detail only when it drives action.

What is the difference between a stage and a tag?

A stage represents where the candidate is in the process. A tag is a reusable attribute used for filtering or context and should not replace process state.

What is pipeline aging?

Pipeline aging measures how long candidates remain in a stage or process. Long aging can reveal missing ownership, delayed feedback, or a stage that lacks clear exit criteria.

Put the template into a repeatable workflow.

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