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Pipeline overview

The Pipeline page is your daily view of every live placement across every vacancy. It is built around a board whose columns are driven by system logic: a candidate's column reflects their real state in the system, not a position you set by hand.

This article explains what the pipeline is, the stages a candidate moves through, and how it relates to the shortlist area on a vacancy record (see Shortlists).

What is a shortlist​

A shortlist is the set of candidates you have linked to a specific vacancy. Each entry on a shortlist holds three things:

  • The candidate (for example, Sarah Williams).
  • The vacancy they are being considered for (for example, RS-1045 Senior Nurse at NHS South West).
  • The stage they are currently at (for example, Submitted).

You manage a vacancy's shortlist from the vacancy's Matched & Shortlist tab. From there you can review matches, add a candidate to the shortlist, and open shortlist records for the next workflow steps.

What is the pipeline​

The Pipeline page is a broader view that brings together live candidate and lead activity in one place. It is currently marked Early Access in the CRM. The page has a Pipeline view and a Tasks view, with filters for record type such as Candidate, Client and Project where enabled.

Use the pipeline when you want to:

  • See every live placement you are working on, regardless of vacancy.
  • Filter the board, for example by owner, record type or pipeline attributes available in your workspace.
  • Call, email or open a candidate straight from their card.
  • See the potential value and gross margin sitting in later stages, so you can prioritise.
  • Check upcoming and overdue tasks against each candidate.

Matched & Shortlist vs Pipeline page​

Both views read and write the same underlying data, so a move you make in one is reflected in the other.

  • The Matched & Shortlist tab on a vacancy is scoped to that single vacancy. It is the right place to be when you are working a specific role.
  • The Pipeline page is scoped to you (or your team) across every vacancy. It is the right place to be when you want a daily overview of everything in flight.
Early Access

The Pipeline page is in Early Access. Available lanes, filters and actions may change as your workspace is refined. The per-vacancy Matched & Shortlist tab remains the more specific place to work a single role.

The stages​

The board's columns reflect each candidate's real state in the system. Candidates advance automatically as work happens, rather than being moved by hand. The stages, in order, are:

  1. Qualified. The candidate has a CV on file plus availability set.
  2. Shortlisted. You have linked the candidate to a vacancy.
  3. Submitted to vacancy. The candidate has been put forward. This stage shows the total value and GM, and you can filter it to your own candidates.
  4. Accepted.
  5. Booking confirmed. Reached only once both the candidate and the client have signed.
  6. Active / maintenance. Reached once the contract's first day passes. This is a live placement, worked through about once a week.

As soon as compliance sends the first compliance request, the candidate also progresses. Because position is system-driven, you cannot drag a candidate between columns. To move someone forward, do the underlying work (send a compliance request, shortlist, submit, secure signatures) and the board updates to match.

Each candidate also carries a temperature (hot, warm or cold), set per candidate, which you can filter on (see Using the pipeline).

Position reflects reality

A candidate's column always shows where they actually are in the process. There is no manual override.