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# How to Move Candidates Between Pipeline Stages

# How to Move Candidates Between Pipeline Stages

Pipeline stages represent the steps in your hiring process. When viewing a job's Pipeline tab, candidates are organized into columns, with each column representing one stage. This guide explains how to move candidates between stages manually and automatically.

## Understanding Pipeline Stages ![How to Move Candidates Between Pipeline Stages: Understanding Pipeline Stages](https://100hires.com/wp-content/uploads/2026/08/pipeline-kanban-overview-clean.png)

Pipeline stages track candidate progress through your hiring workflow:

* Default stages: Sourced, Applied, Interview, Offer, Hired
* Customize stages to match your hiring process
* Each stage has two tabs: Qualified and Disqualified
* Disqualified candidates remain visible in their last stage (on the Disqualified tab)

## Manual Methods to Change Stages

### Method 1: Pipeline stage dropdown

The quickest way to move a single candidate:

1. Open the candidate profile
2. Find the **Pipeline stage** dropdown in the profile header
3. Click the dropdown and select the new stage ![How to Move Candidates Between Pipeline Stages: Method 1: Pipeline stage dropdown](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_1sgtj8d.png)
4. The candidate immediately moves to that stage
5. Any automations configured on the new stage will trigger

### Method 2: Keyboard shortcuts for fast screening

Use keyboard shortcuts to quickly screen multiple candidates:

Hold the **Shift** key while viewing a candidate profile:

| Shortcut | Action |
| ---- | ---- |
| Shift + S | Move candidate to next stage |
| Shift + Z | Move candidate to previous stage |
| Shift + ↓ | Move to next candidate |
| Shift + ↑ | Move to previous candidate |
| Shift + Q | Qualify or disqualify candidate |

**Quick screening workflow:**
1. Open the first candidate in table or pipeline view
2. Review their profile
3. Press Shift + S to advance OR Shift + Q to disqualify
4. Press Shift + ↓ to move to the next candidate
5. Repeat for rapid screening

**Additional navigation shortcuts:**
* Shift + P: Open Profile tab
* Shift + R: Open Resume tab
* Shift + F: Open Forms tab
* Shift + D: Open Discussion tab
* Shift + E: Open Messages tab
* Shift + C: Open Calendar/Interviews tab
* Shift + T: Open Tags dropdown
* Shift + Ctrl + S: Open Sources dropdown
* Shift + Esc: Close candidate modal

### Method 3: Bulk actions

Move multiple candidates to the same stage simultaneously:

1. Select candidates using checkboxes in table or pipeline view
2. Click the checkbox in the header to select all candidates on the current page
3. Click "Select All X candidates" link to select the entire filtered set ![How to Move Candidates Between Pipeline Stages: Method 3: Bulk actions](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_3b7t4g.png)
4. Click the "Stage" button
5. Choose the target stage ![How to Move Candidates Between Pipeline Stages: Method 3: Bulk actions](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_s9c2sh.png)
6. All selected candidates move to that stage

**Available bulk actions include:**
* Send email
* Schedule nurture campaign
* AI score
* Disqualify (with reason selection)
* Change pipeline stage
* Assign job
* Add tags
* Add sources
* Export
* Delete (moves to Deleted tab)
* Cancel Send (cancel scheduled emails)

## Automatic stage changes

100Hires can automatically move candidates between stages based on specific triggers:

### 1. Nurture campaign response

Automatically move candidates who reply to your outreach emails:

**Setup:**
1. Create or edit a nurture campaign
2. Enable "If candidate responds, move to stage" toggle in the campaign step settings
3. Select the target stage ![How to Move Candidates Between Pipeline Stages: 1. Nurture campaign response](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_9ml3t1.png)
4. When candidates reply, they automatically move to the separate stage

**Use case:** Separate engaged candidates who respond to cold outreach from those who don't.

### 2. Form submission rules (Act If Form Is Filled)

Move candidates based on their application form or questionnaire responses:

**Setup:**
1. Add questions to your application form or questionnaire
2. Go to the job's **Workflow** tab
3. Set up "Act if form is filled" automation on a pipeline stage ![How to Move Candidates Between Pipeline Stages: 2. Form submission rules (Act If Form Is Filled)](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_3184v8.png)
4. Configure conditions:
* Contains, doesn't contain, empty, not empty, greater than, less than
5. Choose action: Disqualify, Move to stage, or Assign additional job

**Example uses:**
* If required question is not empty → Move to next stage
* If salary expectation > X or < X → Move to stage or disqualify
* When questionnaire is completed → Move to next stage for AI scoring

### 3. AI score threshold

Automatically advance or disqualify candidates based on AI scoring results:

**Setup:**
1. Set up AI Score automation on a pipeline stage ![How to Move Candidates Between Pipeline Stages: 3. AI score threshold](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_i232oo.png)
2. Configure threshold actions:
* Score > X → Move to stage
* Score < Y → Disqualify
3. Optional: Just score without moving candidates

**Use case:** Automatically advance high-scoring candidates to interview stage while disqualifying low-scoring candidates.

### 4. Enrichment results

Move candidates based on whether contact information was found:

**Setup:**
1. Add "Enrich Based on Existing Data" automation to a stage ![Enrich based on existing data automation with contact-finder vendor order](https://100hires.com/wp-content/uploads/2026/08/enrich-based-on-existing-data-readable.png)
2. Configure which data to find (personal emails, work emails, phone numbers, LinkedIn URLs)
3. Choose action based on results:
* Move to next stage
* Move to specific stage
* Do nothing if not found
4. Set stop conditions: one/all optional fields found, one/all required fields found

**Use case:** Automatically advance sourced candidates once their email address is enriched.

### 5. Stuck candidate alerts

Trigger actions when candidates haven't moved for a specified time:

**Setup:**
1. Add "Act If Candidate Is Stuck" automation to a stage ![How to Move Candidates Between Pipeline Stages: 5. Stuck candidate alerts](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_1h0jqt.png)
2. Set the number of days (e.g., 7 days)
3. Choose actions:
* Email teammate
* Move to stage
* Disqualify
4. Set email repeat frequency (e.g., every 1 day, every 10 days)

**Use case:** Notify hiring managers when candidates have been waiting in the Interview stage for too long.

## What happens when stages change

### Automations trigger

When a candidate moves to a new stage, any automations configured on that stage will execute:

Click the bolt icon on any pipeline stage to view or add automations: ![How to Move Candidates Between Pipeline Stages: Automations trigger](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_1yqhrvl.png)

1. **Email to Candidate** - Auto-send email when candidate reaches stage
2. **Email to Teammate** - Notify colleague when candidate reaches stage
3. **Nurture Campaign** - Start multi-step email/SMS sequences
4. **Disqualify If (Knockout)** - Auto-reject based on screening questions
5. **Enrich Based on Existing Data** - Find contact information via APIs
6. **Validate Candidate's Emails** - Check email validity with ZeroBounce
7. **Assign Task** - Auto-create task for team member
8. **AI Score** - Score candidate automatically
9. **Act If Candidate Is Stuck** - Monitor time in stage
10. **Act If Form Is Filled** - Trigger based on form responses

### Discussion history updated

All stage changes appear in the candidate's Discussion tab:
* Shows who moved the candidate and when
* Full history of all candidate actions
* Creation timestamp visible

### Notifications sent

Hiring team members may receive notifications:
* "Email to a teammate when candidate was moved to a stage" automation (if enabled)
* Additional notifications from other triggered automations

## User permissions

Different user roles have different permissions for changing stages:

| Role | Can Change Stages |
| ---- | ---- |
| Administrator | Yes - for all candidates in all jobs |
| Recruiter | Yes - for candidates in assigned jobs |
| Interviewer | Limited - only for assigned jobs |

**Access requirements:**
* You must be on the job's Hiring Team to see candidates and change their stages
* OR be an Administrator (who sees everything but doesn't receive notifications unless on the team)

**Managing hiring teams:**
1. Open the job
2. Go to the **Team** tab ![How to Move Candidates Between Pipeline Stages: User permissions](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_1hn19tp.png)
3. Select hiring team members
4. Hiring team members can:
* See this job and its candidates
* Receive notifications about this job
* Move candidates between stages

Administrators see all jobs and candidates but don't receive notifications for jobs they're not on the team for.

## Setting up workflows and stages

### Using default workflow

By default, all jobs use the same workflow configured at **Settings** > **Workflow**:

1. Go to **Settings** > **Workflow**
2. Edit the default pipeline stages ![How to Move Candidates Between Pipeline Stages: Using default workflow](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_cokqjd.png)
3. Changes apply to all jobs using the default workflow

### Using different workflows for different jobs

Create custom workflows for different types of positions:

1. Open the job
2. Go to the **Workflow** tab
3. Enable "Use different workflows for different jobs" toggle ![How to Move Candidates Between Pipeline Stages: Using different workflows for different jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_12navpi.png)
4. Select an existing workflow from the dropdown OR create a new one
5. Add pipeline stages using the dropdown at the bottom

### Creating custom stages

To add new custom pipeline stages:

1. Go to the job's **Workflow** tab
2. Enable "Use different workflows for different jobs" toggle
3. Open the workflow dropdown menu
4. Click **Add new workflow** at the bottom ![How to Move Candidates Between Pipeline Stages: Creating custom stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_i9a6ae.png)
5. Name your workflow (e.g., "Designer workflow", "Developer workflow")
6. Add pipeline stages using the dropdown at the bottom ![How to Move Candidates Between Pipeline Stages: Creating custom stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-move-candidates-between_pfqpt0.png)
7. Start typing to add new custom stages or choose from existing ones

**Common custom workflows:**
* **Designer workflow:** Culture Fit stage, Hiring Manager interview stage
* **Developer workflow:** Technical Interview, Bar Raiser, Hiring Manager stages

### Troubleshooting: Why stages don't show on new jobs

If you added stages to Pipeline Stages settings but they don't appear on a job:

**Problem:** Adding stages to the Pipeline Stages settings page is NOT enough.

**Solution:**
1. Go to the job's **Workflow** tab
2. Enable "Use different workflows for different jobs" toggle
3. Add the stages to the specific workflow being used by that job

## Import/Export with stages

### Importing candidates

When importing candidates from CSV:
1. Choose the job
2. Select the pipeline stage where new candidates should start
3. Import the file

### Exporting candidates

Export candidates from any pipeline view or table view:
1. Use filters to find candidates (optional)
2. Select candidates using checkboxes
3. Click "Select All X candidates" to select the entire filtered set
4. Click "Export" bulk action
5. CSV file includes current pipeline stage information