Using the Hiring Pipeline and Interview Scheduler

Who this is for: Facility administrators hiring for permanent or long-term positions CS use: Send when a facility asks how to move a candidate forward, doesn't understand the pipeline stages, or wants to schedule interviews inside the portal

How the pipeline works

Every applicant to a job posting moves through a structured set of stages in Jobs Mode, then Applicants. The stages run from Applied through Invite to Interview, Scheduled, Interview Completed, Trial Shift, Offer, and finally Hired. You can also mark a candidate as Not a Good Fit at any point, which removes them from the active pipeline.

To move a candidate forward, open their profile and use the action buttons at the top. Each stage shows only the actions available for where the candidate currently is, so you won't see an "Extend Offer" button until they've been through the interview process.

Scheduling an Interview

Once you're ready to move a candidate from "Invite to Interview," you can schedule the interview directly from their profile. No external calendar tool needed.

Click Schedule Interview, fill in the date, time, duration, interviewer name, and meeting link (Zoom, Google Meet, Teams, whatever you're using), then save. The interview populates your Jobs Mode Schedule calendar automatically. Rescheduling and cancellation both work the same way: open the event from the candidate's profile or your calendar, and click the relevant option.

Trial Shifts

Before making a final decision, you can offer a candidate a trial shift. Open their profile when they're at or past the Interview Completed stage, click Offer Trial Shift, and set the hours, dates, and location.

Trial shifts are managed through the hiring pipeline, not through the Shifts section. If a facility can't find a trial shift they've scheduled, it's in Jobs Mode, then Schedule.

Applicant Notes

You can add internal notes to any candidate's profile to track interview impressions, feedback from multiple interviewers, or anything else your team needs to keep track of. Notes are visible only to your team. Candidates never see them.

To add a note, open the applicant's profile and scroll to the Notes section.