Moving Candidates Through Stages

Need to progress a candidate through your hiring process or record a hiring decision? You can update a candidate's stage directly from their candidate profile.

Move a Candidate to a New Stage

1. Click Candidates in the left navigation menu.

2. Select the candidate you want to update.

   

3. In the candidate profile, review the Candidate Timeline on the right side of the page to see the candidate's current stage and stage history.

   

4. Use one of the following options:
   • Click Move to Next Stage to advance the candidate to the next stage in your hiring workflow.

   • Click the arrow next to the button to select a different stage or choose Mark as Hired.

     

Moving a Candidate to a Review Stage

If you move a candidate into a configured Review stage:

• The assigned reviewers receive a request to review the candidate.
• Review requests are sent either:
  • Automatically, or
  • Manually,

depending on how the review stage is configured in your hiring workflow settings.

Put a Candidate On Hold

If you'd like to pause a candidate without removing them from your hiring process:

1. Click the arrow next to Reject on the Candidate Timeline.

2. Select Put on Hold.

   

3. Choose the date the candidate should re-enter the hiring pipeline.

4. Optionally, add a note.

   

5. Save your changes.

While on hold:

• The candidate is temporarily removed from the active hiring pipeline.
• They automatically return to the stage they were previously in on the selected date.

• Their status displays as On Hold throughout the system.

  

• You can remove the hold at any time from the Candidate Timeline.

  

Reject a Candidate

When a candidate is no longer being considered:

1. Click Reject.

   

2. If applicable, choose a rejection reason.

   

3. Confirm the decision.

Decision reasons can be configured by a Super Admin under:

Settings → Reasons for Reject and Other Decision States

Administrators can:

• Edit available reasons.
• Require users to select a reason before completing the decision.

Mark a Candidate as Hired

When you've selected your successful candidate:

1. Open the candidate profile.
2. Click the arrow next to Move to Next Stage.
3. Scroll to the bottom of the stage list if necessary.

4. Select Mark as Hired.

   

5. Optionally choose to Lock the candidate profile, preventing future users from viewing the candidate record.

   

Archive a Candidate

You can archive a candidate at any time.

To archive a candidate:

1. Open the Reject dropdown.

2. Select Archive.

   

3. Choose an archive reason if prompted.

   

4. Confirm the action.

Mark a Candidate as Spam

If a candidate is determined to be spam:

1. Open the Reject dropdown.

2. Select Mark as SPAM.

   

If a candidate is marked as spam by mistake, you can restore them to the hiring process from the Candidate Timeline.

Decision Reasons

By default, Trakstar Hire makes it optional for users to select a reason when moving a candidate into a decision state, such as:

• Rejected
• Archived
• Hired
• Other configured decision states

A Super Admin can configure whether a reason is required for each decision state under:

Settings → Reasons for Candidate decision

Are Candidates Notified When Their Stage Changes?

No.

Moving a candidate to a different stage does not automatically notify the candidate.

Candidates only receive communications that are explicitly sent through:

• Automated application responses
• Candidate Messaging

When changing a candidate's stage, you can choose to open Candidate Messaging and send a message explaining the update if appropriate.

Questions? Feel free to reach out at any time! hire@trakstar.com