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The Candidates tab on a job shows all candidates linked to that role, organized by stage. It gives you a clear overview of progress and lets you manage every step of the hiring process.

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Access a job’s pipeline

The Candidates tab in board view
In Spott, go to Jobs, open the job, and click the Candidates tab.

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Pipeline stages

Candidates move through your pipeline stages, for example Sourced, Engaged, Interview, Presented, and Placed. The stages are fully customizable from Settings → Stages. They are set workspace-wide, not per job, so a change applies to every job that uses that pipeline. If your workspace uses multi-track, each job follows one track and its pipeline shows only that track’s stages. Two jobs on different tracks can therefore show different columns. The track is chosen when the job is created and cannot be changed afterwards.

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Add a candidate to the pipeline

Click the + on any stage column to add a candidate directly to that stage. Search for an existing candidate, or use Upload CV to create one on the spot, then click Add to job.
The Add candidate to job dialog opened from a stage's plus button

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Two views

  • Board view: a Kanban-style board with drag and drop.
  • List view: a table that is sortable and filterable, including on the custom attributes you added to applications.
In board view, click the number at the top of a column to cycle what it counts: all candidates, in-process, or rejected.

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Applicants waiting for review

Inbound applicants stay out of the pipeline until someone accepts them, so a popular job does not fill your stages with spam. You still see that they are there: when a stage has applicants waiting for review, it shows # applicants with an inbound icon. In board view that is a dashed card at the top of the column; in list view, a row at the bottom of the stage’s group. Rejected applicants are counted separately, in the rejected group. Click it to open the job’s Applicants tab, filtered to the ones For review, accept the good ones, and they join the pipeline.

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Candidate cards

A candidate card with quick actions
Each candidate appears as a card showing their name and role, plus quick actions for notes, the latest CV, tasks, communication, and opening the full profile. Drag and drop cards to move candidates between stages, or drop them on the rejected group to reject them. A card shows what you tell it to. Open the View settings column and add the fields and shortcuts you want on the card, so the information you check on every candidate is there without opening anything. See using views. One of the fields you can add is whether the candidate is currently published on the Company Portal. It is available in both board and list view, so you can see at a glance who the client can already see and who is still internal, without opening the portal tab to check.

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Clicking a card

Clicking a candidate’s card opens their application for this job, which is where the day-to-day work happens:
  • Quick actions for the next step on this candidate
  • The activity feed, so you can see everything that has happened on the application in one place
  • The internal thread, for the conversation your team has about this candidate without it leaving Spott
See the application record for the full tour, including what the three interview buttons do.
An application opened from a pipeline card

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Rejected and placed cards

A card carries its outcome. Rejected candidates move to the Rejected group with a red header saying who rejected them, and a placed candidate turns green.
A rejected candidate card in the Rejected group
A placed candidate card
You do not need to create a rejected stage. Rejection is handled across the stages in Spott, so you keep track of which step of the process a candidate was rejected at. Reject them from the stage they are in, rather than moving them forward first, and your stage-conversion reporting stays accurate. To reverse a rejection, open the application and bring the candidate back into the pipeline.

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Bulk actions

The bulk actions snackbar on the pipeline
Select multiple candidates with the checkboxes to act on them at once: move to a stage, change label, reject, present, enroll in a campaign, add to another job or a list, send an email, create a task for each of them, or publish them to the Company Portal. Mark placed works on a single selection. Select one candidate and it opens the placement form with the job, company, and candidate already filled in, so you record the placement without opening the application first. On a candidate who is already placed, the same action reads Extend placement.

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Take someone off a job without rejecting them

A candidate added to the wrong job should not be rejected, because a rejection is a real outcome and it stays in the reporting. Select them in the pipeline and use the three dots to remove them from the job instead. The candidate keeps their record and their history, and the job loses an application that never should have been there. Use the search bar (Boolean queries supported) or filters to quickly find candidates in the pipeline by name, company, or other attributes.