Move Candidates Through The Hiring Pipeline

Once a vacancy is open and you have candidates in the pool, hiring becomes a steady march along a pipeline: every application starts at Applied and moves forward one stage at a time — Screening, then Interview, then Offer — or steps aside into Rejected or Withdrawn if it does not work out. Veona will not let you jump a stage; the path is deliberate so nobody is ever “hired” by accident. This is your ATS — applicant tracking system, the board that tracks every applicant from first contact to hire. We’ll follow Tunde, an HR Officer, and Dr. Bello, a line manager who interviews.

Who / when: the HR Officer or HR Manager runs the pipeline; a Line Manager steps in only to interview. You do this from the moment a candidate applies until they reach an offer.

The main path

1. HR Officer — open Human Resources → Recruitment → Requisitions, find the open vacancy, and select “Pipeline” on its row. The pipeline board opens for that requisition, showing the columns Applied, Screening, Interview, Offer and Hired.
2. HR Officer — select “Add Candidate”, pick the person in the “Candidate” searchable picker, and select “Add”. They drop into the Applied column as a new application (it gets a reference like HRAPP-…). An application can only be added to an Open requisition, and the same candidate cannot be added to the same vacancy twice.
3. HR Officer — on the candidate’s card, select ”→ Screening” to advance them to the next stage. Each card carries a single forward button that moves it to the very next stage — Applied to Screening, Screening to Interview, Interview to Offer.
4. HR Officer — when an application reaches Interview, select “Open” on its card to reach Human Resources → Recruitment → Candidates (the Application Detail), then “Schedule Interview”. Pick the “Interviewer” (a searchable staff picker), set “When”, choose the “Mode” (In Person, Phone, Video, Panel or Technical), and select “Schedule”.
5. Line Manager — Dr. Bello opens Human Resources → Recruitment → Candidates (his “My Interviews” view), finds the interview assigned to him, selects “Record Outcome”, chooses “Pass”, “Fail” or “Hold”, optionally enters a “Score” (0–100), and selects “Record”.
6. HR Officer — back on the Application Detail, with the interview passed, select ”→ Offer” (or the “Offer” advance) to move the application to the Offer stage, ready for an offer to be built.

Note

The pipeline is deny-by-default: the only legal moves are forward one stage, or sideways to Rejected / Withdrawn. The board’s advance button always offers exactly the next stage — there is no way to skip ahead, so the process stays honest.

Tip

Every stage move is written to the application’s “Stage History” tab with who did it and when. If anyone ever asks how a candidate progressed, the answer is already recorded — you do not have to remember it.

Other ways this goes

If the candidate is rejected or withdraws

1. HR Officer — on the Application Detail, move the application to “Rejected” (you can add a reason) or “Withdrawn”. You can do this from any active stage — Applied, Screening, Interview or Offer.
2. The card drops into the “Closed Applications” lane at the bottom of the pipeline board, with its terminal status and reason shown. A rejected or withdrawn application is closed for good; if the person reapplies later, you add a fresh application.

Blocked: you cannot skip straight to Hired

1. HR Officer — if you try to push a card directly to Hired, Veona refuses: hiring is never a plain stage move. An application becomes Hired only through “Convert To Employee” on the Application Detail, which provisions the staff account and starts onboarding. (That conversion is covered in the next guide.)
2. The card stays where it was, and nothing changes until you run the proper convert step.

Deny: a line manager can only touch their own interview

1. Line Manager — Dr. Bello sees only the applications he is assigned to interview, in his “My Interviews” view, and can record an outcome only for an interview that is his.
2. If he somehow tries to record an outcome on someone else’s interview, Veona blocks it: an interviewer may record only the outcome of an interview assigned to them. He has no access to the wider pipeline, offers or requisitions — that authority stays with HR.

HR records any interview outcome

1. HR Manager — because HR holds the full recruitment authority, an HR Manager or HR Officer can record the outcome of any interview, not just their own. From the Application Detail, select “Record Outcome” on any interview row and enter the result.
2. This lets HR close out an interview when the assigned interviewer is unavailable, without waiting.

What happens next

With the application at the Offer stage and its interviews recorded, the hiring decision is essentially made — what remains is to put the terms in writing. The next guide builds the offer, signs it off, captures the candidate’s decision, and converts the accepted offer into a fully provisioned employee. Everything you did here — the stage moves, the interview outcomes — travels with the application into that final step.

Follow the trail

• Previous: Publish A Posting And Capture Candidates
• Next: Issue An Offer And Convert To Employee
• Related: Raise And Open A Job Requisition · Publish A Posting And Capture Candidates · Configure Approval Chains And Delegations