Understanding Workflows, Pipelines, and Stages

This guide explains how candidate tracking works in 100Hires: what workflows, pipelines, and stages are, and how disqualification fits into the process.

Key Concepts

Pipeline stages

Pipeline stages represent the steps in your hiring process. When you view a job's Pipeline tab, you see candidates organized into columns, with each column being a stage.

Default stages:

• Sourced
• Applied
• Interview
• Offer
• Hired

You can customize stages to match your hiring process (e.g., add "Phone Screen," "Technical Interview," "Reference Check").

Workflows

A workflow is a collection of pipeline stages plus the automations attached to each stage. You can have:

• Default workflow: Used for most jobs
• Custom workflows: For specific roles (e.g., "Developer Workflow" with Technical Interview and Bar Raiser stages)

Qualified vs disqualified

Each pipeline stage has two tabs: Qualified and Disqualified.

• Qualified tab: Candidates actively being considered
• Disqualified tab: Candidates who didn't pass screening at that stage

This lets you track rejection rates at each stage while keeping disqualified candidates visible in context.

How It Works Together

1. Create a workflow with your desired pipeline stages
2. Assign the workflow to a job (or use the default)
3. Candidates flow through stages as they progress
4. Automations trigger based on stage changes (emails, tasks, AI scoring)
5. Disqualified candidates stay in their last stage but move to the Disqualified tab

Setting up workflows

Using default workflow

By default, all jobs use the same workflow. Edit it at Settings / Workflow.

Using different workflows for different jobs

1. Open a job and go to the Workflow tab
2. Enable "Use different workflows for different jobs"
3. Select an existing workflow from the dropdown, or create a new one
4. Add pipeline stages using the dropdown at the bottom

Creating custom pipeline stages

1. In the job's Workflow tab, find the dropdown at the bottom
2. Start typing a new stage name
3. Click to add it to the workflow
4. Reorder stages by dragging if needed

Automations on stages

Click the bolt icon on any pipeline stage to add automations:

• Email to candidate: Auto-send emails when candidates reach a stage
• Nurture campaign: Multi-step email sequences
• AI Score: Automatically score candidates
• Disqualify If: Auto-reject based on screening questions
• Assign Task: Create tasks for team members

Common setup example

Sales role workflow:

1. Applied (automation: send thank you email)
2. Phone Screen (automation: notify recruiter)
3. Interview (automation: send interview prep email)
4. Reference Check
5. Offer
6. Hired

Developer role workflow:

1. Applied (automation: AI score candidates)
2. Technical Assessment (automation: send coding challenge)
3. Technical Interview
4. Bar Raiser Interview
5. Offer
6. Hired

Updated on: 28/12/2025