The Workflow Stage Groups feature in Pinpoint allows you to categorize different stages of the hiring process for improved reporting, and visibility. This functionality enables you to customize the way you view and analyze your hiring workflow, providing deeper insights into your recruitment process, as well as controlling which stages of the hiring workflow your users have access to. In this guide, you'll learn how to create a new hiring workflow group, subsequently generate a report based on that group and assign visibility to a specific stage group. For a video showing how this works, please check out the Hiring Workflow article.
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How to create a new Hiring Workflow Stage Group
Create a Hiring Workflow Stage Group Report
Controlling User Visibility with Stage Groups
How do I Create a New Hiring Workflow Stage Group?
To create a new hiring stage workflow group, follow these steps:
Navigate to Hiring Workflows
Go to Templates > Hiring Workflows, then click on the Workflow Stage Groups tab and select "Create New".
Name Your Group
Give your new group a name and pick a color. Click "Create".
Add a Stage to Your Group
Now that you have created the group, go to the Workflows page and select a workflow to which you want to add a stage.
Edit or Create a Stage
Either create a new stage or edit an existing stage. From here, select the new Workflow Stage Group for that stage. You may need to refresh the page for the option to show up.
That's it! You have successfully created a new hiring workflow stage group. You can now use this group to analyze time spent in each stage and conversion rates within the group.
How do I Create a Hiring Workflow Stage Group Report?
Once you have created your hiring workflow stage group, you can generate a report to analyze the data within that group. This helps you gain valuable insights into your hiring process and supports informed decision-making.
Navigate to Insights Hub
Go to the Insights Hub and either create a new page or open an existing one.
Add a Widget
Click on the "Add Widget" button in the top right corner.
Select Data
You can now add workflows as a subject and select the appropriate data from there.
For example, I created a bar chart showing the average time spent in each group.
Now, I can see my report from the Insights page, which has been updated in real-time.
Congratulations! You now know how to create a new hiring workflow group and generate a report for it. We hope this feature helps you gain valuable insights and streamline your hiring process.
Controlling User Visibility with Hiring Workflow Stage Groups
In addition to reporting, Workflow Stage Groups can also control which stages of the hiring process different users can see. This allows you to configure visibility once per access group or user, and it applies automatically across all jobs.
For example, you could restrict Hiring Managers to only see candidates in the "Interview" stage group, preventing them from seeing candidates in "Applied" or "Offer" stages — without having to configure this on every individual job.
How It Works
To assign a Workflow Stage group visibility to an access group, If you navigate to User Management, under company in the left hand navigation bar, and access groups in the top right corner, and click on the name of the access group you wish to assign a stage group visibility to.
Then navigate to the "visibility tab"
You should then see a "default stage group visibility" section
In here you will have 3 options
All stage groups — the user can see candidates in every stage group (this is the default)
Include specific groups — the user can only see candidates in the stage groups you select
Exclude specific groups — the user can see all stage groups except the ones you select
Users still need job visibility to see any candidates. Stage group visibility is an additional layer of control on top of your existing visibility settings.
For a full setup guide, common configurations, and FAQs, see our How to Control User Visibility by Workflow Stage Group article.
FAQs and Troubleshooting
Does the order of the groups matter?
Yes, the order of the Hiring Workflow Groups is the order the report will show in. You should order the groups in the most typical linear progression that candidates should take for the most accurate reporting.