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# Understanding Workflows, Pipelines, and Stages

# 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
![Understanding Workflows, Pipelines, and Stages: Pipeline stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_11uezo0.png)
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
![Understanding Workflows, Pipelines, and Stages: Workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_15b1ook.png)
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**.
![Understanding Workflows, Pipelines, and Stages: Qualified vs disqualified](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_ulnp9g.png)
* **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 ![Understanding Workflows, Pipelines, and Stages: How It Works Together](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1073258.png)
2. **Assign the workflow** to a job (or use the default) ![Understanding Workflows, Pipelines, and Stages: How It Works Together](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_zaxm1z.png)
3. **Candidates flow through stages** as they progress
4. **Automations trigger** based on stage changes (emails, tasks, AI scoring) ![Understanding Workflows, Pipelines, and Stages: How It Works Together](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_12bth0k.png)
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**](https://app.100hires.com/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"** ![Understanding Workflows, Pipelines, and Stages: Using different workflows for different jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1qp4ezn.png)
3. Select an existing workflow from the dropdown, or create a new one ![Understanding Workflows, Pipelines, and Stages: Using different workflows for different jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1npe6al.png)
4. Add pipeline stages using the dropdown at the bottom ![Understanding Workflows, Pipelines, and Stages: Using different workflows for different jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1or835v.png)

### Creating custom pipeline stages

1. In the job's **Workflow** tab, find the dropdown at the bottom
2. Start typing a new stage name ![Understanding Workflows, Pipelines, and Stages: Creating custom pipeline stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_15m1a5x.png)
3. Click to add it to the workflow
4. Reorder stages by dragging if needed ![Understanding Workflows, Pipelines, and Stages: Creating custom pipeline stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1hws0pr.png)

## Automations on stages

Click the bolt icon on any pipeline stage to add automations: ![Understanding Workflows, Pipelines, and Stages: Automations on stages](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/understanding-workflows-pipeli_1o7tgdj.png)

* **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