Move applicants through pipeline stages on the board
Each posting has a kanban Pipeline with seven columns. Drag a card to change stage; rejecting needs a reason and hiring checks for an accepted offer and the hires target.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Open a posting and use the Pipeline tab. It shows seven columns: Applied, Screening, Interview, Offer, Hired, Rejected and Withdrawn. Each card shows the applicant's name, email, applied date and rating (or offer status). Click a card to open the applicant profile.
Users with the “edit recruitment” permission can drag cards between columns; others see a read-only board. Every move is recorded in the applicant's Stage history with who did it, and audit-logged.
Rules when moving stage: Moving to Rejected opens a "Reject applicant" box that requires a reason of at least 3 characters ("Give a reason for rejecting this applicant."). Moving to Hired needs an accepted offer on record; if there is none you get "Hire without an accepted offer?" with a Hire anyway option.
If the position has already reached its Hires wanted target you get "More hires than planned" with a Hire one more option. Moving a hired applicant back out of Hired clears the hire date. Scheduling an interview automatically moves an Applied or Screening applicant to Interview, and drafting an offer automatically moves them to Offer.
On the applicant profile you can also use the "Move to stage..." dropdown. Hiring only changes the applicant's stage; it does not create a staff login, so add the new employee through the normal staff/employee screens.
The Applicants tab (Recruitment > Applicants) is the flat list across all postings: filter chips per stage with counts, a Position filter, search by name or email, and columns Applicant, Applied for, Stage, Source, next Interview and Applied date.
You can also add an applicant yourself with Add applicant on a posting (source: Added by team, Referral, Walk-in or Agency).
Before you start
- The “edit recruitment” permission to move applicants, the “add recruitment” permission to add them
Steps
- Open Recruitment > Job postings and click the posting.
- Stay on the Pipeline tab.
- Drag an applicant card to the next column, or open the applicant and use "Move to stage...".
- For Rejected, type the reason and click Reject.
- For Hired, confirm "Hire anyway" or "Hire one more" if prompted.
- Review the Stage history on the applicant page to confirm the move.
Common problems
Rejecting an applicant does nothing.
A reason of at least 3 characters is required. Type it into the Reason box before clicking Reject.
I get "No accepted offer is recorded for this applicant."
Record and accept an offer first (applicant page > Offer tab), or confirm "Hire anyway" if you hired without a formal offer.
I get a message that the position wanted N hires and already has that many.
Either raise Hires wanted by editing the posting, or confirm "Hire one more".
Add applicant says the email has already applied.
An email can appear only once per posting. Search the Applicants tab and open the existing record.