How to Set Up Hiring Stages

Before you begin

Before setting up hiring stages, make sure you have:

• Company Admin or Recruitment Admin access
• your candidate review process confirmed
• the main recruitment stages agreed with your hiring team
• any custom screening steps listed
• recruiters, hiring managers, and interviewers already assigned

Decide which extra steps should sit under the standard hiring stages. For example, your Screening stage may include an Assessment/Test and an Interview.

Why this setup matters

Hiring stages show where each candidate is in the recruitment process. They also help recruiters track pending work and move applicants through a clear sequence.

Standard stages keep the main workflow consistent. Custom sub-stages let your company add the steps it needs without changing the full recruitment structure.

Steps

1. Sign in to Synclo
Sign in with an account that can manage recruitment settings.

2. Open Recruitment Setup
From the left sidebar, expand HireHub. Next, select Recruitment Setup.

3. Open Hiring Stages
On the Recruitment Configuration page, select the Hiring Stages tab.

The page will display the stages used in the candidate pipeline.

4. Review the standard hiring stages
The standard stage list may include:

• Candidate Intake
• Shortlisting
• Screening
• Offer
• Appointment & Joining
• Hired
• Rejected

Review the order before adding custom steps.

5. Check the status of each stage
Each stage displays an Active status.

Confirm that the stages needed for your recruitment process are active and available for candidate tracking.

6. Review existing sub-stages
Custom sub-stages appear under their parent stage.

For example, the Screening stage may include:

• Assessment/Test
• Interview

These entries are marked as custom and can be managed separately.

7. Click Add Sub Stage
Select Add Sub Stage in the top right corner of the Hiring Stages section.

The Add Sub-Stage window will open.

8. Enter the sub-stage name
In the Stage Name field, enter a short and clear name.

Examples include:

• Technical Assessment
• HR Interview
• Manager Interview
• Background Check
• Reference Check

Choose a name that tells users what action takes place at that step.

9. Select the parent stage
Open the Parent Stage dropdown and choose the main stage where the new sub-stage belongs.

For example, add Technical Assessment under Screening if it forms part of candidate evaluation.

10. Add the sub-stage
Review the name and parent stage. Then click Add Sub-Stage.

The new entry will appear under the selected parent stage.

11. Arrange custom sub-stages
Use the drag handle beside a custom sub-stage to move it into the correct order.

Place the stages in the same sequence followed by your recruitment team.

12. Edit a custom sub-stage
Click the edit icon beside a custom stage when you need to change its name or settings.

Update the information, then save the change.

13. Delete an unused sub-stage
Click the delete icon beside a custom stage that is no longer needed.

Before deleting it, check whether any active candidates are linked to that stage.

14. Review the complete hiring flow
Read the stage list from Candidate Intake through Hired or Rejected.

Make sure each custom sub-stage appears under the correct parent and follows a clear order.

15. Save the stage configuration
Click Save Changes at the bottom of the page.

The updated stages will become available in candidate pipelines.

16. Test the stage flow
Open a candidate record and review the available pipeline stages.

Finally, confirm that users can move the candidate through the new sub-stages in the expected order.

What happens next

After setting up hiring stages, you can:

• move candidates through the recruitment pipeline
• track applicants by their current stage
• use custom screening steps
• schedule interviews at the correct point
• record progress from application to hiring
• separate hired and rejected candidates

You can return to Recruitment Setup later to add, edit, or reorder custom sub-stages.