Move the work
Sourcing and submitting are different things. Most trackers conflate them.
A person you are considering for a role is not yet an application, and treating them as one is how a client ends up seeing a candidate you were still deciding about.
The first layer
A working pipeline that nobody outside can see.
The pre-submission pipeline is where sourcing happens — people you are considering for a role, moving through a short set of working states while you decide. Nothing here is visible to a client or a vendor, because none of it is a submission yet.
The application is the formal step, and it is a different object: its own record, its own scorecards, its own audit trail, its own outcome. That separation is why a shortlist can be revised without anybody outside noticing you revised it.
- Kanban or list —
Your view, not ours.
- A deliberately short set of states —
The working pipeline ships with a fixed, small set of states rather than a configuration exercise. That is a real limit and it is answered plainly further down this page rather than discovered on a demo.
- Rejection reasons are structured —
A reason comes off a list, not out of a free-text box, which is what makes the loss analysis on the insights pages mean anything at all.
- It feeds the letter —
The reason chosen here is one of the inputs to the candidate's feedback letter, so a decision recorded properly does a second job.
The second layer
What you are doing, and what the client has actually said.
Every agency tracker eventually hits the same problem: a candidate is sitting with the client, the client has said nothing for two weeks, and there is one status field to describe it. Whatever you put in that field is wrong. Submitted is stale. Rejected is untrue. Under review is a guess about somebody else's inbox.
So there are two axes and they move independently — your internal state, and the client's stated position. The vocabulary on the internal axis differs depending on whether the role is your own hire or a client's, because those really are different processes.
- Candidate ASenior Data EngineerSubmitted12 SepNothing back9 days waiting
- Candidate BSenior Data EngineerSubmitted15 SepShortlistedanswered
- Candidate CPlant Maintenance LeadInterviewing18 SepUnder review3 days waiting
- Candidate DPlant Maintenance LeadSubmitted04 SepNothing back17 days waiting
What that buys you
The silence becomes a number.
Once the client's position is its own field, the absence of one is measurable. How long a submission has been waiting, which client is slowest to answer, how many of yours are unanswered right now — those stop being grievances and become a column you can point at in a review.
And the client sees the same figures in their own portal, which changes the conversation from you never respond to here is the median, and here is ours.
- Client-side status is agency work only —
A corporate requisition has no second axis, because there is no second party. Same product, one part switched off.
- Both sides read the same figure —
Responsiveness is shown to the client in their portal and to you on the insights pages, computed once.
Straight answers
Including the ones that are currently no.
›Can we configure our own stages per role?
Not today. The working pipeline ships with a fixed, short set of states. We would rather you knew that from this page than found it in week two — and if per-role stage design is a condition of the deal, say so on the call and we will tell you where it stands.
›Can we move a group of people at once?
Not today — stage changes are one person at a time. The one bulk action that does exist is enrolling people into a campus, walk-in or hackathon cohort, and it writes a reviewable record of every batch: how many were targeted, how many landed, how many were skipped, and who ran it.
›Do you have tags?
No. Custom fields do the work tags usually get asked to do, and they are typed, filled from the CV with a source quote, and classifiable as sensitive. Tags are not on the roadmap as a separate idea.
›Why keep two statuses instead of one?
Because one status forces a recruiter to choose which half of the truth to record. The cost of that choice shows up months later, when nobody can say whether a role stalled on your side or theirs.
›Does the client see our internal pipeline?
No. A client sees submissions, and only what the submission was allowed to carry. The working pipeline is yours.
Book a demo
Bring the process you actually run.
Including the stage everyone skips, and the client who never replies. The second one is the demo worth watching.