Your interview plan is the backbone of every job in Recruiterflow. It defines the stages a candidate moves through, the interviews that happen at each stage, and who's responsible for evaluating candidates along the way. Getting this right upfront saves your team a lot of confusion downstream.
Understanding the Default Stages
Every job comes with five system stages that are fixed and cannot be deleted or reordered:
Sourced — Any candidate you manually add to a job lands here.
Applied — Candidates who apply through your job posting show up here automatically.
Disqualified — This stage runs parallel to your pipeline. You can disqualify a candidate from any stage and they'll appear here.
Offer — Move candidates here once an offer has been extended.
Hired — Mark candidates as hired once they've joined.
Everything between Applied and Offer is your customizable interview pipeline.
Adding a Stage
Stages are the checkpoints in your recruitment process - phone screens, technical rounds, hiring manager interviews, etc. Each stage is a point where a candidate can advance or be disqualified.
Open the job and go to the Interview Plan tab.
Click Add Stage.
Choose from the list of predefined stage names, or type a new name to create a custom stage.
If creating a custom stage, assign it a Category. Categories are used for internal reporting (they're never visible to candidates). You cannot create, edit, or delete categories — they're system-defined.
Click Save.
Tip: Stage names are visible in your pipeline view. Keep them clear and consistent across jobs so your team always knows where a candidate stands.
Adding Interviews to a Stage
Within each stage, you can create one or more interviews. Think of an interview as a specific evaluation session — it can be a call, a technical test, a panel, or any other assessment format.
Click the edit icon on the stage card.
Under the stage settings, click Add Interview.
Enter the interview name. This name shows up in:
Calendar invites sent to candidates
Scorecards visible to interviewers and the hiring team
Add interviewers from the dropdown. Interviewers are pulled from your team's user list (managed under Settings → Users).
You can add multiple interviews per stage and multiple interviewers per interview.
Click Save.
Things to Know
Stages can be reordered by dragging and dropping them in the interview plan.
The five system stages (Sourced, Applied, Disqualified, Offer, Hired) cannot be moved, renamed, or deleted.
Interviewers must already exist as users in your Recruiterflow workspace to be assigned. If someone isn't showing up in the dropdown, have an Admin add them under Settings → Users.
Interview names are candidate-facing — they appear in calendar invites. Avoid internal jargon in interview names.
Each interview can have its own scorecard configured separately. See Creating an Interview Scorecard for how to set that up.