What does this feature do & when to use it?
The multiple hiring pipeline feature in Recruit CRM lets you:
Maintain a master hiring pipeline that contains all stages you might use across jobs.
Create custom hiring pipelines that use selected stages from the master pipeline.
This supports flexible, role-specific workflows while preserving consistent tracking, automation, and reporting. You can use this when:
You hire for different types of roles and need separate hiring pipelines for each.
You need to control which stages clients can see and use when reviewing submitted candidates.
Before you begin:
Plan availability:
Pro plan users can have one master (default) hiring pipeline and create one custom hiring pipeline.
Business plan users can create multiple custom hiring pipelines.
Permissions:
Only users in admin or account owner roles can customize the hiring pipeline.
Users on the Business plan and above can also create custom roles with access to the hiring pipeline.
System-locked stages:
Recruit CRM includes default stages that are system-locked across both the master hiring pipeline and all custom hiring pipelines.
These locked stages include: Assigned, Applied, Placed (final stage in the pipeline).
Locked stages cannot be edited, renamed, reordered, or removed in any pipeline.They are locked because the platform relies on them for core system functions such as application tracking, workflow automation, and consistent reporting across all jobs. Maintaining these stages ensures data accuracy and prevents workflow inconsistencies.
Dependency:
All stages you want to use in any custom hiring pipeline must first be added to the master hiring pipeline.
How to Customize the Master Hiring Pipeline 💫
Go to the Admin settings.
Under CRM Process, click Hiring Pipeline.
Click the Edit button at the top right to start adding or changing hiring stages.
Click the blue Add Stage button to add a new hiring stage.
Type the name of the new hiring stage in the field provided. To reorder a stage, click and drag the small equal-to icon next to the hiring stage to its new position in the pipeline.
You will also see a checkbox with the option "Let clients use" next to each hiring stage. If you have ticked the checkbox then, once you share your online "Submit Candidate" link, your clients will be able to move the candidates across the hiring stages you have ticked
To remove a hiring stage, click the X icon on the right of that stage.
After all additions, removals, and changes are complete, click Submit to save the updated master hiring pipeline.
How to Create a Custom Hiring Pipeline? 👷
Make sure all the hiring stages you need are already added to the master hiring pipeline.
Click the green Create New Hiring Pipeline button.
Enter a name for the new custom hiring pipeline.
Use the green Visibility toggle next to each stage to turn visibility on for stages you want to include in this custom pipeline, and off for stages you want to exclude.
Reorder the visible hiring stages by dragging them into the desired sequence in the pipeline. Once all changes are made, click Submit to save the new custom hiring pipeline.
After saving, you can mark this custom pipeline as the default pipeline if desired.
How to Choose the Hiring Pipeline for Each Job? 💼
When adding a new job, the hiring pipeline marked as default will be selected automatically.
For existing jobs, click on the pencil icon to open the job in edit mode to change the hiring pipeline.
Within the job edit view, locate the hiring pipeline option.
When editing a job, note that the pipeline currently marked as default will still appear as the default choice and then Save to update the job.
Handling warnings when changing pipelines on existing jobs
While selecting a new pipeline when editing a Job the system will give you a warning if some of the candidates in the job are in hiring stages that are not available in the new pipeline selected:
You can then move the candidates to one of the stages available in the new pipeline selected and then make the changes.
Troubleshooting
Problem: Clients cannot move candidates between certain stages
Problem: Clients cannot move candidates between certain stages
Likely cause: The Let Clients Use checkbox is not enabled for those stages.
What to check: In the master hiring pipeline, review the Let Clients Use setting for each relevant stage.
Resolution: Tick the Let Clients Use checkbox for the stages you want clients to manage, then save the pipeline.
Problem: Cannot create more than one custom hiring pipeline
Problem: Cannot create more than one custom hiring pipeline
Likely cause: Account is on the Pro plan, which allows only one custom pipeline in addition to the master pipeline.
What to check: Confirm the current plan (Pro or Business).
Resolution: On Pro, manage within the one allowed custom pipeline. To create multiple custom pipelines, upgrade to the Business plan.
FAQs
Who can customize the hiring pipeline in Recruit CRM?
Who can customize the hiring pipeline in Recruit CRM?
Only users in admin or account owner roles can customize the hiring pipeline. On the Business plan and above, custom roles with access to the hiring pipeline can also be created.
What is the difference between the master hiring pipeline and custom hiring pipelines?
What is the difference between the master hiring pipeline and custom hiring pipelines?
The master hiring pipeline contains all possible hiring stages and is the source for stages used in custom hiring pipelines. Custom hiring pipelines are built by turning visibility on or off for selected stages from the master pipeline and reordering them as needed.
Why are some stages like Assigned, Applied, and Placed locked?
Why are some stages like Assigned, Applied, and Placed locked?
These stages are system-locked because the platform relies on them for core system functions such as application tracking, workflow automation, and consistent reporting across all jobs. They cannot be edited, renamed, reordered, or removed.
Conclusion:
By configuring your master hiring pipeline and setting up custom hiring pipelines, you can tailor Recruit CRM to match different hiring workflows while keeping core tracking and reporting consistent.