Who this is for: Admins setting up the default pipeline for new jobs, and recruiters who need to adjust stages on a specific job.
What this controls
Every job in Recruiterflow runs candidates through a pipeline — an ordered list of stages like Sourced, Submission, Interview, and Hired. Two things are configurable:
The default pipeline, which applies to every new job created in the workspace.
The pipeline on a single job, which you can customize without affecting the default.
Each stage has a name, a probability, and a Stage Category. The Stage Category is the most important field — it maps your stage to one of Recruiterflow's built-in categories, which drives reports and analytics.
Edit the default pipeline
Changes here apply to every job created after the change. Existing jobs keep their current pipeline.
Go to Settings.
Open the Job Settings tab.
Click into Job Template, then open your Default Job Template.
Switch to the Interview Plan tab.
Add, rename, reorder (drag and drop), or delete stages as needed.
Click Save.
Edit the pipeline on a single job
Use this when one role needs a different stage flow without touching the default.
Open the job from the Jobs list.
Click Edit.
Switch to the Interview Plan tab.
Add, rename, reorder, or delete stages just for this job.
Click Save.
Adding or updating a stage
Whether you're editing the default template or a single job, every stage has the same three fields:
Name — what recruiters see in the pipeline view (e.g., "Phone Screen").
Probability — the chance a candidate at this stage will get hired. Used for forecasting.
Stage Category — the built-in category this stage rolls up to (e.g., Sourced, Company Submission, Interview, Hired, Rejected). Reports and analytics aggregate by category, not by stage name, so this field matters more than the label.
Click Save on the stage to apply it.
Example
You want to add a Take-home Assignment stage between Phone Screen and Onsite Interview, only for engineering roles.
Open the engineering job, click Edit, and go to the Interview Plan tab.
Click Add Stage and enter:
Name: Take-home Assignment
Probability: 35%
Stage Category: Interview
Drag it into position between Phone Screen and Onsite.
Click Save.
The new stage only appears on this engineering job. Other jobs are unaffected. Any report that groups by Stage Category counts candidates in this stage as Interview.
Things to know
Default pipeline changes are not retroactive. Editing the default template only affects jobs created after the change. To update an existing job, edit its Interview Plan directly.
Stage Category drives reporting, not the stage name. Two stages with different names but the same category roll up the same way in analytics. Always assign a category when adding a stage.
Drag and drop to reorder. Reordering doesn't move candidates already in a stage — it just changes the visual order of the pipeline.
Default template edits are admin-only and workspace-wide. Changes you make to the Default Job Template apply to every new job in the workspace. Per-job pipeline edits can be made by anyone with edit access to that job.
Related
Stage Categories overview
Moving candidates between stages
Job templates and how they work