This article explains how to move candidates between recruiting stages. Keeping candidates in the correct stage ensures you have an up-to-date overview of your applications. It also ensures your pipeline health metrics are accurate.

Recruiting stages are the steps a candidate goes through in the hiring process. Refer to our summary of recruiting stages to learn more about this concept. 

Before you start

To move candidates between stages, you need edit access to the Recruiting app. You can also move candidates between stages with the appropriate recruiting role permissions. You need to have edit access to the Applications section.

Move a candidate to a different stage

To move a candidate to a different recruiting stage, follow these steps.

1. Go to Recruiting > Applications.
2. Click the candidate’s name in the Application List to open their profile.
3. Click the button in the top-right corner that shows the current stage, for example, “Screening”.
4. Select the new stage from the drop-down menu.

Move multiple candidates to a different stage

Tip:
If you want to move multiple candidates in the same stage to the next stage, you can go to the Application List and filter by Stage. You can now view all candidates that are in the same stage.

To move multiple candidates to a different stage:

1. Go to Recruiting > Applications.
2. Check the box to the left of the relevant candidates’ names.
3. In the menu bar that appears, click Proceed.
4. Select the relevant recruiting stage.

The candidates are now in the recruiting stage you selected.

Create a new employee profile from the Hired stage

When you move a candidate to the Hired stage, Personio prompts you to create an employee profile for them. It’s important that you enter all relevant information to ensure the resulting profile is consistent and complete.

Follow these steps:

1. In the candidate profile, change the stage to Hired.
2. A window appears.

3. Important: In the field Select opening to fill, you have the option to select the relevant job opening. You can also check the box to archive the job opening. Depending on what you choose, there are a number of different scenarios. Carefully review these different scenarios in the table below. It’s important you choose the right option to ensure accurate reporting and job visibility.

   If you skip the Select opening to fill field:	The job remains Published. If you no longer need to hire for the job, you can manually archive it. The job opening remains Open in the Overview tab of the job details. You can’t change it to Filled. If a job has more than one opening, the job also remains Published and the opening remains Open.
   If you select the job opening and archive it:	The job now has the status Archived. The job opening appears as Filled in the Overview tab of the job details. If the job has more than one opening, the entire job is archived. The relevant opening appears as Filled in the Overview tab of the job details. To make any additional job openings live again, you need to republish the job.
   If you select the job opening and don’t archive it:	The job reverts to Draft status. If you want the job to remain live, you need to add a new job opening. The job opening appears as Filled in the Overview tab of the job details. If you have more than one job opening, the job remains Published and the opening appears as Filled. Any unfilled job openings remain Open.

4. Fill in the attributes.
   • Personio prefills the attributes First name, Last name, and Email based on the information in the candidate profile. It also automatically sets Employment type as “internal” and Weekly hours as 40/40. It also prefills other fields based on data from the candidate profile and job details. You need to fill in Hire date manually. You can adjust all prefilled values and add further attributes if needed.
5. Click Create.

Personio automatically creates a new employee profile with the status Onboarding. The profile contains the attributes you entered in the window, explained above.

Access data on recruiting stages

The number of candidates in a stage, the passthrough rates, and the time spent in each stage are important for your reporting. You can view this data in the Pipeline health section of the Metrics tab.