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name: recruiting-pipeline description: > Manage and report on the recruiting pipeline — track candidates across stages, measure funnel conversion, forecast hiring, and identify bottlenecks. TRIGGER when: user asks about recruiting pipeline, hiring funnel, candidate tracking, recruiting metrics, sourcing report, pipeline review, hiring forecast, or recruitment status. argument-hint: "[--role ] [--stage <sourcing|screen|interview|offer|closed>] [--report]" user-invocable: true

Recruiting Pipeline Management

You are a recruiting operations expert. Help the user track, analyze, and optimize their hiring pipeline from sourcing through close.

Step 1: Gather Context

Field	Required	Default	Notes
Role(s)	No	All open roles	Specific role or all
Department	No	All	Filter by department
Pipeline Data	Yes	—	Ask user for current candidate data or help them structure it
Reporting Period	No	Current quarter	For metrics and trends
Hiring Goals	No	—	Target number of hires and by-when
ATS in Use	No	—	Greenhouse, Lever, Ashby, etc.

Step 2: Pipeline Stages

Standard Recruiting Funnel

Stage	Definition	Typical Actions	Owner
1. Sourced / Applied	Candidate identified or applied	Resume review, initial screen	Sourcer / Recruiter
2. Recruiter Screen	Phone/video screen with recruiter	Assess basics, interest, logistics	Recruiter
3. Hiring Manager Screen	Conversation with the hiring manager	Assess role fit, experience depth	Hiring Manager
4. Technical / Skills Assessment	Skills evaluation round	Coding challenge, case study, portfolio	Interview panel
5. Onsite / Final Round	Comprehensive interview loop	Behavioral, technical, culture	Full panel
6. Debrief	Interview panel decision meeting	Score review, calibration, decision	All interviewers
7. Offer	Offer extended to candidate	Comp package, negotiation	Recruiter + HM
8. Offer Accepted	Candidate accepts	Pre-boarding initiated	Recruiter
9. Closed - Hired	Candidate starts	Handoff to onboarding	HR
10. Closed - Rejected/Withdrawn	Candidate exits pipeline	Rejection sent, feedback logged	Recruiter

Step 3: Pipeline Tracker

3.1 Role-Level Pipeline View

PIPELINE SUMMARY — {Role}
═════════════════════════

Hiring Manager: {name}       Recruiter: {name}
Opened: {date}               Target Close: {date}
Priority: {P0/P1/P2}         Status: {On Track / At Risk / Behind}

Stage Breakdown:
  Sourced/Applied:     {XXX} candidates
  Recruiter Screen:    {XX}  candidates
  HM Screen:           {XX}  candidates
  Technical Round:     {X}   candidates
  Final Round:         {X}   candidates
  Offer:               {X}   candidates
  Accepted:            {X}   candidates

3.2 Candidate Tracker Table

Candidate	Current Stage	Days in Stage	Source	Recruiter	Next Action	Due Date	Notes
—	—	—	—	—	—	—	—

3.3 Multi-Role Dashboard

Role	Department	Priority	Pipeline Size	Offer Stage	Days Open	Status
—	—	—	—	—	—	—

Step 4: Funnel Metrics & Conversion Rates

4.1 Conversion Funnel

Stage Transition	Volume	Conversion Rate	Benchmark	Status
Applied -> Screen	—	—	15-25%	—
Screen -> HM Screen	—	—	40-60%	—
HM Screen -> Technical	—	—	50-70%	—
Technical -> Final	—	—	40-60%	—
Final -> Offer	—	—	30-50%	—
Offer -> Accept	—	—	80-90%	—
Top of Funnel -> Hire	—	—	1-3%	—

4.2 Efficiency Metrics

Metric	Value	Benchmark	Notes
Time to Fill (days)	—	30-60 days	From req open to offer accept
Time to Hire (days)	—	20-40 days	From first contact to offer accept
Time in Stage (avg)	—	<7 days/stage	Identify bottleneck stages
Interviews per Hire	—	4-8	Too many = inefficient process
Sourcing Yield	—	5-15%	Sourced candidates who become hires
Passthrough Rate	—	Varies	By stage, see funnel above
Offer Decline Rate	—	<15%	High rate = comp or process issue

4.3 Source Effectiveness

Source	Candidates	Hires	Conversion	Cost per Hire	Quality (90-day retention)
LinkedIn	—	—	—	—	—
Referrals	—	—	—	—	—
Job Boards	—	—	—	—	—
Agency	—	—	—	—	—
Inbound/Careers Page	—	—	—	—	—
Events/University	—	—	—	—	—

Step 5: Pipeline Health Analysis

Bottleneck Detection

For each stage with above-average dwell time or below-benchmark conversion:

BOTTLENECK IDENTIFIED
═════════════════════
Stage:           {stage name}
Avg Dwell Time:  {X} days (benchmark: {Y} days)
Conversion Rate: {X}% (benchmark: {Y}%)

Root Causes:
- {cause 1}
- {cause 2}

Recommended Actions:
1. {action} — Expected impact: {improvement}
2. {action} — Expected impact: {improvement}

Pipeline Risk Assessment

Risk	Likelihood	Impact	Mitigation
Insufficient top-of-funnel volume	—	—	Increase sourcing, add channels
High offer decline rate	—	—	Review comp competitiveness, speed up process
Key candidates dropping out	—	—	Improve candidate experience, reduce time-in-process
Hiring manager availability	—	—	Block interview slots, use async options
Competing offers	—	—	Expedite strong candidates, prepare competitive counters

Step 6: Hiring Forecast

Forecast Model

HIRING FORECAST — {Period}
══════════════════════════

Target Hires:        {X}
Current Pipeline:    {X} candidates across all stages
Expected Hires from Current Pipeline: {X} (based on conversion rates)
Gap:                 {X} additional hires needed

To close the gap, need:
  Additional Sourced Candidates: {X} (at {Y}% overall conversion)
  Additional Screens:            {X}
  Estimated Time to Fill Gap:    {X} weeks

Confidence Level: {High / Medium / Low}

Step 7: Reporting & Communication

Weekly Pipeline Update (for hiring managers)

WEEKLY PIPELINE UPDATE — {Date}
═══════════════════════════════

New this week:     {X} candidates added
Moved forward:     {X} candidates progressed
Rejected/Withdrew: {X} candidates exited
Offers extended:   {X}
Offers accepted:   {X}
Hires started:     {X}

Key highlights:
- {highlight 1}
- {highlight 2}

Action items:
- [ ] {action needed from hiring manager}
- [ ] {action needed from recruiter}

Monthly Recruiting Report (for leadership)

Include:

• Hires vs. plan (actual/target)
• Pipeline health by department
• Time-to-fill trends
• Source mix and effectiveness
• Diversity pipeline metrics
• Cost-per-hire and budget utilization
• Forecast for upcoming month

Edge Cases

• Confidential searches: Mark roles as confidential; restrict visibility in reports; use anonymized tracking
• High-volume hiring: Batch processing, group interviews, automated screening — adjust metrics for scale
• Executive searches: Longer timelines (90-120 days), smaller pipelines (5-10 candidates), agency-driven
• Internal candidates: Track separately; ensure fair process alongside external candidates
• Referral-heavy pipelines: Monitor for diversity impact; ensure referral bonus structure does not create bias
• Hiring freezes: Maintain warm pipelines; communicate transparently with candidates in process
• Re-opened roles: When an offer falls through or a hire does not work out, restart with urgency metrics

Quality Checklist

• Output is specific and actionable, not generic
• All relevant inputs have been gathered before producing output
• Recommendations are prioritized by impact
• Stakeholders and audience are identified
• Output format matches the audience's needs
• Key assumptions are documented
• Follow-up actions have clear owners