Pipeline Templates

Personalise and streamline your recruitment processes with pipeline templates.

A pipeline template maps out the specific stages you would like your candidates to go through as part of the hiring process, e.g. Applied, First Interview, Second Interview, and Hired. You must select a pipeline template when creating a job to define the hiring stages.

Pipeline templates are fully customisable, allowing you to add stages specific to your hiring processes.

We know that different jobs have different screening requirements; that’s why Occy allows you to create as many pipeline templates as you like, so that you can tailor the stages of the recruitment process to the role you’re hiring for.

To get you started, Occy provides a default pipeline template that contains the basic stages of recruitment: Applied, Filtered, Offer, and Hire. Choose to use this template as it is or create new templates with this as your starting point.

Learn how to streamline and customise your hiring stages here.

The Pipeline Template Library

All pipeline templates are stored in the Pipeline Templates library. To find this, click Settings in the main menu, then Job Settings, and finally, Pipeline Templates.

From here, you can create, edit, duplicate, and delete pipeline templates. 

As well as key information for each pipeline template, the following actions can be performed using the icons in the Actions column next to each template.

• Edit an existing pipeline template using the pencil icon.

Note: Any changes made to pipeline templates currently in use on an active job with a live campaign will not automatically update within the job. Changes will only be visible on jobs created after the change. Workflows can be updated on live jobs, but users must consider the impact on processes and candidates currently within the workflow.

• Delete a pipeline template using the bin icon.
• Click the three-dot menu to duplicate or rename a pipeline template, or access the workflow, where you can add or edit the automations attached to each stage in the pipeline.

Creating a Pipeline Template

• Click the +Create New Pipeline button to get started.

• Next, select an existing pipeline template to use as a base to start from; Occy provides a default template with basic stages that can be used for this.
• Then, give your new template a name; consider including a job title or key information that will make it easily identifiable when creating a job.
• If you would like to add further reference information, add it to the Pipeline Description box.
• Click Create.

• The template will now appear in your pipeline templates list.
• Click the pencil icon to customise the template by adding, removing, and moving stages.

Note: Any changes made to pipeline templates currently in use on an active job with a live campaign will not automatically update within the job. Changes will only be visible on jobs created after the change. Workflows can be updated on live jobs, but users must consider the impact on processes and candidates currently within the workflow.

Pipeline templates are organised into five key sections - Source, Screen, Select, Offer, and Hire. To provide a basic structure to the candidate flow, certain stages are locked and cannot be removed or moved; these are shown by the padlock symbols. The locked stages are Applied, Filtered, Offer and Hired.

Additional, commonly used stages are also included in the default pipeline. 

• If you would like to remove these from the pipeline, click the three-dot menu and click the Include Stage toggle. As this is a default stage, the stage will automatically be toggled on.

• Add a new stage to the pipeline by clicking the Add Stage button at the top of the template.

• Next, add a stage name.
• Select the section that you would like the stage to appear in. 

Note: After creating the stage, it can be moved to a different position within the section, but cannot be moved to a different section. If you need to move the stage to a different section, you will need to remove the stage and recreate it, selecting the new section.

• Finally, click Submit.

The stage will now appear in the selected section of the pipeline template.

• Change the order of stages within a section by dragging and dropping them to a new position.

• Next, to ensure that the stage is visible within the pipeline template, click the three-dot menu next to the stage and switch the toggle on. This can be switched on and off where necessary to enable you to easily edit pipeline templates without spending extra time on deleting and recreating stages.

You can also rename and delete stages from the three-dot menu.

• Remember to click Save at the top of the page after finishing your pipeline template.

Adding Automations to Stages

Once you have created and organised the stages in your pipeline template, you can add automations to each stage using the Workflow button. 

But first:

What is the difference between a workflow and a pipeline template?

While a pipeline template maps out the stages you will use, a workflow details the automations and actions taken in each stage.

By adding an automation to a stage, the system will automatically carry out an action once the candidate is placed into the stage, saving you time on extra admin. Examples of automated actions include sending an email, form, or interview invite. Further automations can be added to automatically decline or move candidates into a different stage once a specific condition is met. 

• Access the pipeline's workflow using the Workflow button at the top of the page, or from the three-dot menu, found in the Actions column in the main Pipeline Templates section.