Instead of managing visibility on every individual job, configure it once per access group or user and it applies across all jobs automatically.
What is Stage Group Visibility?
Stage Group Visibility lets you restrict which workflow stage groups a user or access group can see. For example, you can limit Hiring Managers to only see candidates in the “Interview” stage group, while preventing them from seeing candidates in “Applied” or “Offer” stages.
Key benefits
Configure once, applies to all jobs automatically — no more updating visibility on every new job
Control exactly what hiring managers, executives, and other user types can see
Keep users focused on the stages relevant to their role
Reduce confusion by hiding stages that aren't relevant to certain users
Example use case:
Your Talent Acquisition team needs full visibility across all stages, but your Hiring Managers should only see candidates who have reached the “Review” and “Interview” stages. Rather than configuring this on every job individually, set it once on the Hiring Manager access group and it applies everywhere.
Setting Up Stage Group Visibility
Before You Start
Make sure you have:
Workflow Stage Groups configured in
Templates > Hiring Workflows > Workflow Stage Groups
Admin permissions to edit access groups or individual users
Step 1: Navigate to Access Groups or Users
Go to:
Company > User Management
You can configure stage group visibility on either:
Access Groups (recommended) — applies to all users in the group
Individual Users — for one-off overrides
Step 2: Edit an Access Group or User
Click on the access group or user you want to configure.
Navigate to the "Visibilities" tab, and you will see the "Default hiring stage visiblitles" section
Step 3: Configure Workflow Stage Group Visibility
Find the Workflow Stage Groups section. You’ll see three options:
All stage groups (default)
The user can see candidates in every stage group.
This is how all existing users and access groups are set up by default.
Include specific groups
The user can only see candidates in the stage groups you select.
All other stage groups are hidden.
Exclude specific groups
The user can see candidates in all stage groups except the ones you select.
Choose which stage groups this access group or user can see
Step 4: Save
Click Save to apply your changes.
The visibility settings take effect immediately for all users in the access group (or the individual user).
How Stage Group Visibility Works
What Users See
When a user has restricted stage group visibility:
Job candidates view: Only candidates in visible stages appear. Candidates in hidden stages are not shown in the “All” tab.
Candidate record: If a candidate's current application is in a hidden stage, that application is hidden on the candidate record.
Moving candidates: Users cannot move candidates to stages within hidden stage groups.
How It Combines with Job Visibility
Stage group visibility works as an additional layer on top of your existing job visibility settings.
A user needs both:
Job visibility — to see the job at all
Stage group visibility — to see candidates within specific stages of that job
If a user has visibility of a job but not a particular stage group, they won't see candidates in those stages.
Common Configurations
Hiring Managers — Interview Stages Only
Restrict hiring managers to only see candidates who have reached interview stages:
Edit the Hiring Manager access group
Select Include specific groups
Choose only the “Interview” stage group (and optionally “Review”)
Save
This prevents hiring managers from seeing early applicants or sensitive offer details, keeping them focused on candidates ready for their input.
Executives — Offer and Hired Only
Give executives a focused view of final-stage candidates:
Edit the Executive access group
Select Include specific groups
Choose “Offer” and “Hired” stage groups
Save
Full Access for Talent Acquisition
Your TA team typically needs to see everything:
Edit the Talent Acquisition access group
Select All stage groups
Save
Best Practices
Configuring Access Groups
Use access groups, not individual users
Configure stage group visibility on access groups rather than individual users wherever possible. This ensures consistency and reduces admin work.Plan your stage groups carefully
Since visibility is controlled at the group level (not individual stages), make sure your stage groups align with the visibility boundaries you need.Start with “All” and restrict
All existing users default to seeing all stage groups. Review which user types should have restricted access and update their access groups accordingly.
Choosing Include vs. Exclude
Include specific groups works best when users should only see a small number of stage groups (e.g., Hiring Managers who only need “Interview”)
Exclude specific groups works best when users should see most stages but need a few hidden (e.g., everyone except “Offer”)
Frequently Asked Questions
Will this affect my existing users?
No. All existing users and access groups default to “All stage groups”, which maintains their current access. You can then restrict visibility as needed.
Do I need to configure this for every job?
No. That’s the key benefit — configure it once per access group or user, and it automatically applies across all jobs they have visibility of.
Can I set different permissions for different stage groups?
No. Stage group visibility controls whether a user can see a stage group or not. It does not control what actions they can take within visible stages. Use the standard permissions system to control actions like editing or moving candidates.
Can I hide specific stages within a group?
No. Visibility is at the group level — all stages in a group are either visible or hidden. If you need different visibility for individual stages, consider reorganizing your stage groups.
Can I set stage group visibility when inviting a new user?
No. Invite the user first, then edit their access group or individual settings to configure stage group visibility.
Can I bulk edit stage group visibility for multiple users?
Not currently. Configure it on access groups to apply settings to many users at once, rather than editing users individually.
Can users see candidate counts for hidden stage groups?
No. Hidden stage groups are completely hidden — users won’t see counts, candidates, or the ability to move candidates to those stages.
Where do I manage which stage groups exist?
Stage groups are managed in:
Templates > Hiring Workflows > Workflow Stage Groups
You define which stages belong to which groups there. See our Hiring Workflow Groups guide for more details:
Need Help?
If you have questions about Stage Group Visibility or need help configuring it for your organization, contact our support team. We're happy to help you set up the right visibility structure for your team.