Eploy’s Recruitment Pipeline is the one stop shop for all your application needs – whether you are screening new applications, scheduling interviews or making offers, you can now manage all your applications across all your roles within one workflow.
In this article we will explore the Pipeline and Tab View thoroughly, describing all of the filter options and explaining how to move Applications between workflow stages.
Managing Applications in the Pipeline View
Once you have selected to work on your pipeline (done by selecting the workflow title from within the Live Vacancies menu), you will then be able to drag / drop your applicants to the next stage, trigger automated emails and filter within your pipeline all from this view.
As soon as the pipeline loads, you will see a column for each stage of your recruitment workflow, as well as an individual card for each applicant. There are then tools for contacting, filtering and sorting your candidates as required, giving you all the tools that you need to manage your workflow.
At the top of the pipeline, you have your Vacancy Filters, which allow you to switch between My Live Vacancies or All Live Vacancies. This allows you instant access to any other roles that may not be assigned to you, but you need to be involved in the screening / interview process. You also have access to a multi-select filter, where you can pick and choose the live roles to be included in your pipeline. This can be really effective if you have multiple roles in a similar location or position type, you can manage all applicants together.
Beneath the vacancy filters, within the toolbar, you'll find the following tools:
New allows you to create a new application for any role and candidate on your database.
Email/SMS gives you access to the mail merge tool, where you can contact the entire pipeline. This can be useful if the vacancy is no longer required or you need to send ‘keep warm’ type emails.
Doc Merge allows you to create a CSV file of Candidate data
Download Files gives you the ability to download any files saved against the selected Candidate
Print is a quick way of printing the selected Candidate's CV or Application Form
Bulk Action is a feature available dependant on your permission settings. If you have the relevant permission, you will be able to update certain information regarding the applicant or candidate record en masse (max 1000 records).
Calendar will display the Eploy Calendar, listing all scheduled Actions and Interview Slots. You can also create new Interview Slots from here
Other Vacancies this allows you to move the selected application to another Vacancy (Move to Role), or duplicate the application, placing the duplicate against another vacancy (Add to Role).
Beneath the toolbar you'll find a series of filters which can be used to filter the applications displayed on-screen:
Candidate Type – This will allow you to focus on external candidates, internal applicants, previous employees, vendor candidates and referrals. As the type of candidate can influence the correspondence you send, as well as how they are managed within the workflow, this can be really useful for switching between or hiding particular sets of candidates.
Contacted State – This filter will give you access to those candidates that still need to be contacted at this stage, have previously been contacted or have no scheduled correspondence. Using these filters will help you to keep track of those who have been kept informed of their progress and those who you have not yet been in touch with.
CV Sent – This will allow you to exclude all those who have or have not had their CV sent to your client / hiring manager* (agency systems only).
Suitability – This multi-select filter will allow you to quickly exclude or hide applicants based on the star rating attributed to the application.
Status Type – This filter is set to show only active applications as default, so that rejected / withdrawn/ terminated applications are hidden. You can change this to include terminated or hide active applications as required.
Status - This multi-select filter allows you to quickly look at all applications at a specific Application Status. For example, if you want to quickly see all Applications which need Interviews scheduling, open this filter and tick all the Action Not Created statuses. Tip - rather than scrolling through the list, which will likely be quite long, type Action Not Created and the list will automatically filter to just show these items.
Search Candidates – This is a quick filter, which allows you to filter applications by candidate name. Simply start typing the name in to this box and Eploy will automatically apply the filter for you.
Filter Applications – This is an in-depth filter that will allow you to filter your pipeline by any information stored within the candidate, application, vacancy or associated company record. Clicking this opens the new Query Builder. If you are used to using our legacy Query Builder tool, this can be accessed by clicking Query Builder
Sort By – This option (on the right hand side of the tool bar) allows you to change the order in which your pipeline is displayed. The default option is to be sorted by candidate, but it can be really effective to sort by suitability, vacancy or stage / subtype.
Understanding the Pipeline
When it comes to using the pipeline, you can see that each column is a different stage of the recruitment workflow. Within each stage, there are different statuses available, as well as contacted states.
Workflow Stages – These make up each column and represent the key points of your recruitment process. Successful candidates will progress to the latter stages of a workflow, whilst rejected or unsuccessful candidates will be terminated within the furthest stage that they reach.
Workflow Sub Stage – Each stage can be made up of sub stages, which can include application statuses, actions and hire statuses. These are used to show progression or termination within each stage and can be used as active or inactive. At application or placement stages, you will be able to update the application or hire status, whilst action stages will include creating actions, inviting to select an interview slot or providing feedback.
Contacted States – When an applicant arrives within a sub-stage, the contacted state will update. Depending on whether an applicant has received correspondence at this stage or has previously received correspondence at this stage, they will be shown with a difference state. The states are as follows:
Needs Contacting
- This applies to all candidates who are at a stage where the correspondence templates have been configured, but are yet to be sent. The correspondence is not set up to be sent automatically.
Scheduled
– This applies to all candidates who are at the stage where the correspondence email has been set up to be sent automatically, but due to the delay chosen as part of the configuration, the email has not yet been sent.Contacted
– This is used for all candidates that have been contacted at this stage already, so no further correspondence is required.Previously Contacted
– This status is used for all candidates who have been contacted at this stage of the process, moved to a different stage and then moved back to this current stage. This is particularly useful when re-inviting candidates to interviews after postponements or withdrawals.No Contact Set Up
– This status is for stages of the workflow that have no correspondence set up or associated. These stages give the user greater flexibility to contact candidates if and when required.
At the top of each workflow stage, you will see the name of the stage, the number of applicants currently displayed within that stage and the contact summary. If the stage is an action stage, you will also have access to any interview slots that have been set up within this workflow for that stage.
Managing Applications in the Tab View
The Tab View can only be accessed from within the Pipeline View and only when working a single Vacancy.
🤓 Tip there are three ways to work a single vacancy:
When viewing the pipeline, as above, filter for a single vacancy and click Work On Vacancy
From the Live Vacancies menu - click on a single vacancy rather than the Workflow name
From within the Vacancy Summary page - click Work on Vacancy > Go To Tabs
Once on the Pipeline view, either:
Select Tabs from the Workflow menu
Click on any stage name within the Pipeline
In general, the Tab View behaves in the same way as the pipeline view but with the following key differences:
Each Stage is represented as a Tab and only one stage can be viewed at any one time
Applications are displayed in a Grid
Grid Views, such as the Tab View, can be viewed in a Simple or Detailed mode
Simple displays each application as a single row and a maximum of 10 fields can be displayed
Detailed displays significantly more information about each application and includes a series of shortcuts to manage the application
The layout of both Simple and Detailed views can be altered using the Layout button
It is not possible to drag and dop applications from one stage to another
Each tab includes a Select All button that can be used to process all applications selected at once
Progressing Applicants
Now that you fully understand the views and the filters available, you can now begin to effectively manage your applicants through the workflow. There are three ways you can do this, depending on how you prefer to work:
Drag and Drop
📌 Note - this feature is not available on the Tab View.
The simplest way of updating your pipeline is to drag and drop your applicants as required. Simply click the body of the applicant card and drag to the next stage or column as required.
A successful transition will be followed by a confirmation in the bottom left hand corner:
Now that the applicant is at the new stage, you will be able to update the status, create an action / interview or even invite the candidate to select their own interview slot.
Depending on the configuration of your workflow, the transitions available to you may have certain requirements. For example, before you can drag an applicant away from an action stage, the action must first be completed. If you attempt to do this, or attempt any transition that is not available, you will get an error message in the bottom left hand corner:
🤓 Tip – You can also to move applicants en masse, by selecting multiple records. When you click the first card, it will become highlighted. Select the rest of the applications that you wish to update before dragging one of them to the destination stage. Although there is no Select All button within the Pipeline view, you can select multiple applications within a single workflow stage at once by selecting the first application, scrolling to the last application you want to select, then hold SHIFT on your keyboard and clicking at the same time.
The Process Menu
The process menu gives you the ability to move applications from one stage to another without needing to drag and drop.
When selecting a single or multiple applications, as described above, the Process Button 
will appear in the bottom right-hand corner of your screen. Click this button to display the process menu.
The options available to you will depend on the configuration of the current workflow, meaning that options may be limited when attempting to move from specific points in the workflow.
📌Note – If you attempt to move multiple applicants who are within different workflow stages, an error message will be displayed within the process menu itself. If you get this error, ensure you have only selected applications which are at the same stage and try again.