Recruiting pipeline stages: example and metrics
A clear pipeline tells you at any moment how many candidates you have, which stage they are in and where you are losing time. Here is how to build one.
What a recruiting pipeline is
A recruiting pipeline is the sequence of stages a candidate goes through, from first contact to hire (or rejection). Once it is defined, you see at a glance how many people are at each step and where work piles up.
Typical stages
| Stage | What happens | What to check |
|---|---|---|
| New / sourced | The profile enters the database | Source and privacy consent |
| Contacted | First message or call | Reply within 3-5 days, otherwise follow up |
| Screening | Call to verify motivation, salary, notice period, requirements | Factual notes |
| Interview | In-depth meeting (video or on site) | Written assessment right after |
| Submitted to client | Profile sent to the client | Feedback expected by a date |
| Client interview | One or more meetings with the client | Prepare the candidate, collect feedback |
| Offer | Salary and contract proposal | Negotiation, response time |
| Hired / rejected | Closing | Reason, to learn and for data |
There is no list that fits everyone: an agency working for several clients will have more stages than an in-house recruiter. What matters is that they are few, clear and unambiguous.
How to design your pipeline
- One stage = one verifiable fact. "Interview done" is clear, "under evaluation" is not.
- At most 7-9 stages. More, and you stop updating them.
- Include exit states: rejected, declined by candidate, on hold. They matter for data and for future re-contact.
- One pipeline per type of work if needed: hiring a technical profile and a salesperson may need different steps.
Metrics that matter
- Conversion rate between one stage and the next: shows where you lose most candidates.
- Average time per stage: candidates cool off if they wait too long.
- Source of hired candidates: tells you where to invest your time.
- Time to hire: from first contact to signature.
Most common mistakes
- Too many stages, or stage names that change from day to day.
- Candidates left for weeks in the same stage with no follow-up date.
- Rejections with no reason recorded: you lose the chance to reuse the profile.
- No overview: knowing "where we stand" means opening twenty records.
Pipeline in Excel or in a CRM
In Excel a "Stage" column with a dropdown and a count per stage is enough (it is in the free template). Dedicated software adds a Kanban view, where you drag candidates from one column to another. In JobDesk CRM stages are customisable, so you can match your own way of working, and every candidate has a follow-up with a notification. You can try it in the browser demo without installing anything.
Also read: how to manage candidates: a practical guide.
Keep reading
- How to manage candidates — a 7-step method
- Managing candidates in Excel — free guide and template
- LinkedIn X-ray search — find profiles with Google
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Frequently asked questions
How many stages should a recruiting pipeline have?
Usually 6 to 9, including exit states. More than that becomes hard to keep updated.
What is the difference between a pipeline and an ATS?
The pipeline is the candidate's path; an ATS (or recruiter CRM) is the software that manages it, with candidates, CVs, follow-ups, messages and statistics.
What is a Kanban view?
A board with one column per stage where you drag candidate cards. It shows immediately where work is concentrated.
Can I customise the stages in JobDesk CRM?
Yes, the pipeline stages are customisable so you can adapt them to your process.