Move candidates through the recruitment pipeline

Use the Recruitment board to track candidates stage by stage, record interviews and add new hires to Staff.

Recruitment shows only the people you're actively hiring. Your stages (for example Screening → Interview → Offer → Hired) are set in Settings.

Start recruiting someone

Go to Talent Pool → Active pool.
Click Start recruitment next to the candidate. They appear in the first stage on the Recruitment board.

Work the board

Kanban view shows a column per stage. Drag a card into the next column as the candidate progresses. The move is saved straight away and recorded on the candidate's activity history. If it can't be saved (for example, your connection dropped), the card goes back to its earlier column and a message tells you why.
Click Table view to see everyone in a list. You can change someone's stage from the Stage dropdown there too (handy on a phone or tablet, where dragging is awkward), and type a Contract start date (DD/MM/YYYY). Both save as soon as you change them.
Click a card to open the profile. On the Interviews & Refs tab, click Add interview to record a date, time, interviewer and whether it's scheduled or confirmed. Each change saves as you make it (the interviewer name when you click away); use the bin icon to remove an interview. Reference checks are on the same tab — see Request a reference.
Back to pool removes someone from the pipeline (you'll be asked to confirm, because their stage progress is lost).

Add your own table columns

In Table view, you can add columns for anything else you track while hiring (for example "Interview notes" or "Uniform size"). Columns are shared by everyone in your organisation.

Type a name in New column name and click Add column.
Click into a cell and type. It saves when you click away or press Enter.
Use the pencil to rename a column, the arrows to move it left or right, and the × to remove it. Removing a column hides it from the table, but anything already typed in it stays on each person's record.

Request documents from several candidates

Click Request documents at the top of the page.
Tick the candidates (or Everyone in the pipeline).
Type each document you need and click Add to list. With more than one, choose One link for all of them or One link per document.
Choose Email each person their link (optionally Also text it to their mobile), or Just create the links to copy and send yourself.
Click Send request (or Create links). A line for each person shows whether it worked, or why not — for example, someone with no email address.

Each person gets their own secure upload link, exactly as if you'd sent it from their profile. See Request documents with a secure upload link.

Note: Requesting documents needs access to the Staff and Documents pages and an editing role (Company Admin, HR Manager or Recruiter). If your role doesn't have that, the result line for each person says so.

Hire someone

When a candidate reaches the last stage of your pipeline, an Add to Staff button appears on their card. Click it and they move to the Staff page as an active staff member, and their compliance starts being tracked.

Import candidates from a spreadsheet

Click Template to download a spreadsheet whose columns match your careers form.
Fill in one row per candidate. Name, email and phone are required for every row.
Click Import and choose the file.
A message tells you how many were added, merged into existing profiles (same email), or skipped. A postcode that isn't a real Australian postcode is left blank (and listed in the message) rather than stopping the row.

Imported candidates go straight into the pipeline's first stage.

Last reviewed 2026-10-13.