The Candidate Portal allows candidates to track the progress of their applications. With the stage mapping and statistics controls in Recruit Craft, you can customize how this information is presented to candidates while keeping your internal hiring pipeline unchanged.
What this feature does and when to use it?
Stage mapping lets you map one or more internal Hiring Pipeline stages to a candidate-facing stage with a name of your choice. For example, Resume Review, Client Submission, and Client Approval can all be shown as In Progress on the Candidate Portal.
You can also control whether candidates see the activity date for their current stage and choose which Candidate Statistics are displayed on the portal.
This is useful when you want to:
Present simpler, candidate-facing stage names instead of internal workflow or client-related terminology.
Group multiple internal stages under a single candidate-facing stage.
Control the activity date shown to candidates.
Choose which statistics candidates can see.
📌 Please note:
These settings affect only the Candidate Portal. Your internal stage names remain unchanged in Recruit CRM, including in Kanban, the Assigned Jobs tab on the candidate profile, and reports.
Before you begin
The Candidate Portal must be enabled for your Recruit Craft project. See How the Candidate Portal Works.
Recruit Craft is an Enterprise plan feature that can also be added to Pro or Business plans.
Identify the internal stages that should be grouped under candidate-facing names.
How stage mapping works
A mapped stage is a candidate-facing stage with a custom name that represents one or more internal Hiring Pipeline stages. Multiple internal stages can be grouped under the same mapped stage. For example, Resume Review, Client Submission, and Client Approval can all be displayed to candidates as In Review.
Each internal stage can be assigned to only one mapped stage and cannot be mapped to another mapped stage. If an internal stage is already mapped elsewhere, Recruit Craft will indicate which mapped stage currently includes it. Mapped stage names can contain up to 50 characters.
Applied and Placed are fixed stages and cannot be renamed, so candidates will always see them as Applied and Placed. Any internal stages that are not mapped will continue to appear under their original names. Leaving a stage unmapped does not hide it from candidates.
If a mapped stage does not have any internal stages assigned to it, it will not appear on the Candidate Portal. Recruit Craft will display “No internal stages mapped. This stage won't show to candidates.”
Map internal stages to candidate-facing stages
Open Recruit Craft and select the required project.
From the dropdown at the top left, select Candidate Portal.
Click Sections from the left panel, this will now open up the Template Settings for the Candidate Portal.
In Template Settings, go to the Application Status section and make sure the Show Status toggle is enabled. Then, click Manage Status Mapping to configure the hiring stage mapping.
Click on Add Candidate Facing Status button to configure the mapping.
Add a Candidate Facing Status name that you want candidates to see, such as In Progress, and select the internal hiring stages that should be grouped under this name.
Repeat the process for any other candidate-facing stages you want to create by clicking the Add Candidate Facing Status to add new mappings.
Once you have finished configuring the mappings, click Save to save your changes.
Control the Activity Date
You can choose whether candidates see an activity date alongside their current stage.
In the Template settings, find Show Activity Data toggle under the Application Status section.
Turn the toggle on to show the activity date or turn it off to hide the activity date throughout the Candidate Portal.
Click Save, then Publish.
When the setting is enabled, the date shown depends on the candidate's current stage:
Unmapped stage: The date shown is the activity date of that stage.
Mapped stage: The date shown is the date the candidate entered the mapped stage during their current continuous run. If the candidate leaves the mapped stage and enters it again later, the date resets to the new entry date.
Choose which Statistics Candidates see
The Candidate Statistics setting lets you control which statistics appear on the Candidate Portal.
In the Template settings, turn Show Statistics on in the Candidate Statistics section.
Choose which statistics you want to display.
Click Save, then Publish.
When Candidate Statistics is turned off, the entire statistics panel is hidden.
When it is turned on, the following tiles are available:
Statistic | What it counts | Can it be hidden? |
Total Jobs Applied | Every job the candidate has ever applied to, regardless of its current stage | No |
Assigned | Jobs where the candidate is currently in the Assigned stage | Yes |
Placed | Jobs where the candidate is currently in the Placed stage | Yes |
Total Jobs Applied is always displayed when Candidate Statistics is enabled.
The Candidate Portal automatically adjusts its layout based on the statistics selected, so no empty spaces are displayed.
📌 Please note:
The Assigned statistics are based on the candidate's internal hiring pipeline stage. If either stage is mapped to a candidate-facing name, the statistic can still count jobs in that internal stage even though the candidate sees the mapped name on the application.
Troubleshooting
Problem: I cannot add an internal stage to a mapped stage.
Problem: I cannot add an internal stage to a mapped stage.
Likely cause: The internal stage already belongs to another mapped stage.
What to check: The message shown names the mapped stage that includes it.
Resolution: Remove the internal stage from that mapped stage first, or keep it there.
Problem: A mapped stage does not appear to candidates.
Problem: A mapped stage does not appear to candidates.
Likely cause: No internal stages have been added to it.
What to check: Look for the message "No internal stages mapped. This stage won't show to candidates."
Resolution: Add at least one internal stage, then save and publish.
Problem: The Assigned tile shows a number, but none of the candidate's jobs show the stage "Assigned".
Problem: The Assigned tile shows a number, but none of the candidate's jobs show the stage "Assigned".
Likely cause: "Assigned" is mapped to another name, such as "In Progress". The tile counts jobs in the internal Assigned stage, while each job shows its mapped name.
What to check: Whether "Assigned" is included in a mapped stage and the Assigned tile is turned on.
Resolution: This is expected, and the tile's info icon explains it. To avoid it, turn off the Assigned tile.
FAQs
Can I rename any stage shown to candidates?
Can I rename any stage shown to candidates?
You can rename internal stages by mapping them to a candidate facing stage. Applied and Placed are locked and cannot be renamed.
Can I hide an internal stage from candidates?
Can I hide an internal stage from candidates?
No. Any internal stage that is not mapped will continue to appear under its original name on the Candidate Portal.
Can one internal stage be included in more than one mapped stage?
Can one internal stage be included in more than one mapped stage?
No. An internal stage can belong to only one mapped stage.
Does stage mapping change the stages shown inside Recruit CRM?
Does stage mapping change the stages shown inside Recruit CRM?
No. Stage mapping affects only the Candidate Portal. Internal stage names remain unchanged in Kanban, the Assigned Jobs tab, and reports.
Can I create different stage mappings for different jobs or candidates?
Can I create different stage mappings for different jobs or candidates?
No. The stage mapping is configured at the Candidate Portal level and does not support separate mappings for individual jobs or candidates.
What is the maximum length of a mapped stage name?
What is the maximum length of a mapped stage name?
Mapped stage names can contain up to 50 characters.
Will candidates always see an activity date?
Will candidates always see an activity date?
The activity date is shown by default, but you can turn it off using Show activity date on candidate portal.
How is the activity date determined for a mapped stage?
How is the activity date determined for a mapped stage?
For a mapped stage, the date represents when the candidate entered that mapped stage during their current continuous run. If they leave the mapped stage and enter it again later, the date resets to the new entry date.
What does Total Jobs Applied count?
What does Total Jobs Applied count?
It counts every job the candidate has ever applied to, regardless of the candidate's current stage for that job.
Can I hide the Total Jobs Applied statistic?
Can I hide the Total Jobs Applied statistic?
No. Total Jobs Applied is always displayed when the Candidate Statistics panel is enabled. The Assigned and Placed statistics can be shown or hidden individually.
Conclusion
Stage mapping, the activity date toggle and statistics tile controls give you control over what candidates see in the Candidate Portal. Your internal pipeline stays unchanged in Recruit CRM, while candidates see clear, professional stage names.