(Talent/Recruiting) Workflow Guide: Manage Your Hiring Pipeline

This article walks through the recommended workflow — from initial sourcing to active pipeline management — for using lists as a lightweight ATS alternative.

Phase 0: Set Up Your Pipeline List

Before you start searching, create your list so it's ready when you need it.

1. From the Lists tab, create a new Contacts list with a clear, identifiable name (e.g., "Founding Engineer at Company A - PIPELINE"). Organize active pipeline lists into folders as needed.
2. Naming conventions can be changed later, but consistency across your team makes pipelines easier to search.
3. Give the list a few minutes to sync into People Finder before moving on to sourcing.

Phase 1: Source and Manage Outreach in Findem

All sourcing and outreach should happen in People Finder before candidates move anywhere else.

1. Open People Finder within a new or existing project.
2. Search for candidates matching your open requisition.
3. Manage outreach directly within the project.
4. Track responses and engagement in Findem until a candidate is actively in process.

Best practice: Keep all sourcing, messaging, and early-stage communication in People Finder. Don't move candidates to your list until they've responded and are progressing through your pipeline.

Phase 2: Move Active Candidates from Your Project to Lists

Once a candidate has responded and is actively progressing, bring them into your list to manage the hiring pipeline.

1. Select the candidate in your Findem project, then use the 3-dot menu to select Add to list.
2. Choose the list you created in Phase 0. Don't use the Create list option from this dropdown — if you haven't created your list yet, go back to the Lists tab first.
3. Allow a couple of minutes for the profile to sync after being added.
4. Once populated, open the list and switch to Kanban view for a visual overview of each candidate's stage.
5. Set up stage columns to match your hiring pipeline (e.g., Screening, Interview, Offer, Hired), and place the candidate in the appropriate column.

Best practice: Only move candidates to your list once they're actively in process — this keeps the list focused and actionable.

Phase 3: Manage and Track Candidates

With candidates on your Kanban board, your list becomes your day-to-day pipeline hub.

1. Use Kanban view as your working to-do list — each column is a hiring stage, and cards show candidate status at a glance.
2. Move cards across columns manually as candidates progress. Note: Note: Stage updates are not automatic. You will need to update each candidate’s stage directly as decisions are made.
3. Refer back to email threads in your gmail or People Finder to review communication history and inform stage decisions.
   • If your Gmail or Outlook inbox is integrated into People Finder, you can continue existing email threads without starting a new one, keeping communications clean and consolidated.
4. Use the board to prioritize follow-ups and spot stalled candidates.