Every job starts with six stages: Applied, Screening, Interview, Offer, Hired and Rejected. You can rename, add, reorder and automate them. Stages belong to one job, so changes don't affect your other jobs.
Who can manage stages
Only the team owner and admins can manage stages and automations. If Manage stages isn't in the job's More job actions menu, ask an admin.
Editing stages
- Open the job and click the More job actions menu.
- Choose Manage stages.
- Drag a stage by its handle to reorder it. Changes are saved automatically.
- Hover over a stage and click the pencil to rename it or change its type, then click Save.
- Click Add stage to create a new one, give it a name and type, then click Add.
- Click Done.
To delete a stage, hover over it and click the bin. Any candidates in it move to the first stage. A job needs at least one stage, so you can't delete the last one.
Stage types
Each stage has a type: Screening, Interview, Assessment, Offer or Archive. The type sets the stage's colour on the board. It also affects candidates:
- New candidates land in the first Screening stage. If there isn't one, they land in the first stage.
- When you move a candidate with a Katara profile into an Interview, Offer or Archive stage, they get a status update, if they have notifications turned on.
Outcomes: hired and rejected
An Archive stage can also have an outcome:
- Hired: moving someone here records them as hired. Their Onboarding tab appears, their onboarding checklist is created, and if someone referred them, the referrer is notified.
- Rejected: moving someone here records them as rejected.
- Neither (e.g. Withdrawn): an archive stage with no outcome.
Each job can have only one Hired stage and one Rejected stage. Moving a candidate out of a hired or rejected stage clears that outcome.
When an offer is signed
At the bottom of Manage pipeline stages, When an offer is signed sets where a candidate moves after signing. Pick a stage, or Leave them where they are. Only a stage with the Hired outcome counts them as hired.
Adding an automation
Automations run an action when a candidate enters or leaves a stage.
- In Manage stages, click the lightning icon next to a stage.
- Click Add automation.
- Under When, choose A candidate enters this stage or A candidate leaves this stage.
- Under Do, choose an action (see below).
- Under Timing, choose Immediately or a delay from After 1 hour to After 1 week.
- Fill in the details for the action and click Add automation.
Use the switch to turn an automation off without deleting it, the pencil to edit it, or the bin to remove it.
Automation actions
| Action | What it does |
|---|---|
| Email the candidate | Sends an email with your Subject and Message. |
| Send an interview booking link | Emails the candidate a link to book a time. You set the Length, Format, at least one of the Interviewers, and an optional expiry in days. Include {{booking_url}} in the message so they get the link. |
| Notify the team’s integrations | Posts a message to your connected Slack, Discord, Teams or webhook integrations. Leave Post to unticked to post to all active ones. |
Messages can use these placeholders: {{first_name}}, {{candidate_name}}, {{job_title}}, {{team_name}}, {{stage_name}}, {{booking_url}} and {{portal_url}}.
When an automation doesn't run
Delayed automations check again before they run. Katara skips the action if the automation was switched off, the candidate has already moved on, or their data was erased. It also skips email actions when the candidate has no email address, and team notifications when no integrations are active.