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Pipeline early access

Pipeline gives recruiters a view of candidates and leads as they move from early engagement through shortlist, submission, booking and active placement.

This area is marked as early access, so available actions and lane configuration may change as your workspace is refined.

Pipeline ownership​

Pipeline views may be filtered to show only records owned by you, depending on your permissions. If the owner filter is locked, the pipeline is intentionally showing your own records rather than the whole team's pipeline.

Leads​

Leads can be added to the pipeline from search, adverts or saved lists where those actions are available.

Use leads for people you want to work before they become a fully progressed candidate.

The pipeline may show a lead or availability lane before the main candidate workflow lanes. Use this area for early candidate activity before the candidate is ready for compliance, shortlist or submission steps.

Automatic stage movement​

Once a lead becomes a full candidate, RecSphere can move the candidate through pipeline stages based on actions elsewhere in the system.

Typical stage movement can include:

  • Lead / Available when the person is being worked as an early lead or availability contact.
  • Qualified when the candidate has a CV on file and availability on their schedule.
  • Compliance started when compliance documents have been requested.
  • Submission ready when the required compliance is complete.
  • Shortlisted when the candidate is added to a shortlist.
  • Submitted to vacancy when the candidate details are sent to a client.
  • Booking confirmed when a contract or booking is created.
  • Active / Maintenance when the contract is finalised and the placement has started.

Your workspace may use a slightly different process depending on configuration and rollout stage.

Stage movement​

Pipeline position is driven by the work completed elsewhere in RecSphere. To move someone forward, complete the relevant action from the candidate, compliance, shortlist or contract record, such as requesting compliance, adding the candidate to a shortlist, submitting them, booking them or creating the contract.

Do not treat the pipeline board as a manual drag-and-drop status editor. The board should reflect the candidate's real workflow state.

Active maintenance​

Use active maintenance for live placements that need regular check-ins.

Depending on your integrations and permissions, you may be able to call a candidate, add notes or record activity directly from the pipeline.

Use this lane to keep visibility of candidates who are currently working and may need weekly check-ins, notes or follow-up activity.

  • Candidate Documents
  • Candidate Compliance
  • Candidate Matching and Shortlisting
  • Shortlists Overview
  • Contract Financials and Variations