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Use custom job stages when updating candidate status

Updated last month

Set up custom hiring stages on a job, move submitted candidates into those stages from application details, and review the stage email in the preview before it sends.

When a job has stages configured, the application details footer shows stage moves instead of the built-in Shortlist and Reject buttons. Available actions and the email preview both follow the stages and stage email templates set for that job.

Add or review stages for a job

Manage stages in the job’s Custom stages settings tab.

  1. Open the job, then open job settings (gear icon → settings).

  2. Select Custom stages.

  3. Review the fixed pipeline stages at the top: Invited, In-progress, Disqualified, and To be reviewed.

  4. In the editable list, review your hiring stages. If you have not added custom stages yet, the list starts with Shortlisted and Rejected.

  5. To add a stage, click Add new stage, enter a Label (at least 2 characters) and optional Description, then click Save.

  6. To change a stage, click Edit, update the fields, and click Save.

  7. Drag a stage by its reorder handle to change the order of the editable list.

You can click Deactivate on an editable stage only when no applications are currently in that stage. If applications are still there, Hirevire blocks deactivation and shows how many applications are in the stage.

Turn on a stage email template

Stage emails are configured under Emails / SMS, not on the Custom stages tab.

  1. In the same job settings, open Emails / SMS.

  2. Find the section for the stage. Custom stages appear as Moved to [stage label] Stage, with the description “Send an email when candidates are moved to [stage label]”.

  3. Turn the template on, edit the content if needed, and save.

Custom stage templates can use the Current Stage magic variable, which inserts the name of the stage the application was moved into. See Magic Variables in Email templates.

Automated emails require email collection on the job. If collection is off, the Emails / SMS tab explains that automated emails cannot be sent until you turn it on.

For the built-in shortlist and rejection templates when you are not using a custom stage list, see Send an automated shortlisted email to a candidate and Send an automated rejection email to a candidate.

Move a candidate to a stage

From a submitted application’s details page, use the footer stage controls to change status.

  1. Open the candidate’s application details.

  2. In the footer, use Move to [next stage] to advance to the next stage in order, or open the stage menu (labeled Move to) and choose any stage by its label.

  3. The option for the candidate’s current stage is disabled.

Stage controls are hidden while an application is still in pre-submission statuses such as Invited. Use them after the candidate has submitted.

If the job has no configured stages, the footer shows Shortlist and Reject instead of the stage menu.

Review the email preview before sending

When the selected stage has an active email template, Hirevire opens an Email preview before the stage change is applied.

  1. After you choose a stage, review To, From, Reply to, CC (when present), Subject, and the message body.

  2. Click Send to apply the stage change and send the email.

  3. Click Cancel to close the preview without applying that pending stage change and email.

  4. Click Edit to open the job’s Emails / SMS settings and update the template.

If there is no active template for the stage, Hirevire updates the stage immediately and does not show the preview.

Move several candidates at once

On the applications list, select candidates, open Bulk actions, and choose a stage labeled [stage label] (n). If no stages are configured, the menu shows Shortlist (n) and Reject (n) instead.

Bulk stage moves do not open the email preview. When a stage template is active, Hirevire updates the selected applications and schedules that stage’s email for each one.

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