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What is stage mapping?

Stage mapping is the process of grouping the interview stages across all of your jobs in Greenhouse to a universal set of milestones that are reflected in Gem. This enables you to view comparative pipeline metrics holistically across teams, even if interview stages differ between departments or jobs. Stage mapping is required for Pipeline Analytics as well as the Consolidated view in Talent Pipeline.

Requirements

  • You must be a Gem Admin to set this up for your team. If you are not an Admin, contact us at support@gem.com and we will let you know who your Admin is so they can give you access.

  • You have already set up your Harvest API Key in Gem and configured Gem Webhooks in Greenhouse.

Planning

The actual procedure of mapping your Greenhouse interview stages within Gem is straightforward, but due to the various ways teams may use or have their interview stages organized in Greenhouse, we strongly recommend taking the time to think about how you would like to group them together before setting them up in Gem. If you need to discuss with other team members, it can be helpful to create a spreadsheet with columns that outline how you would like your interview stages to be organized, relative to Gem’s stages.

In the example below, Gem stages are in the yellow boxes while Greenhouse interview stages are in the green boxes.

Setup

  1. Verify that you meet the requirements listed above.

  2. If you do not have access to our Pipeline Analytics or Talent Pipeline features yet, contact your Gem Customer Success Manager or Solutions Consultant when you are ready. If you are not sure who they are, reach out to support@gem.com for assistance with getting access.

  3. Go to your Team Settings page and click on the Greenhouse settings tab.

  4. Under “Pipeline stage mapping”, click “Edit stage mapping”.

  5. On the left side of the setup window, add the Gem stage groups that you wish to use.

  6. Once you’ve set your stage groups, click and drag your Unmapped stages to add them to the appropriate group.

  7. Click “Save stage mapping”

  8. On your Settings page, verify that your Greenhouse interview stages are listed under the correct Gem stage.

FAQs & Best Practices

How does Gem determine what stage a candidate should be in?

Stage movement in Gem is based on both the stage that a candidate is set to in Greenhouse as well as activity within that stage. Moving a candidate into a stage in Greenhouse alone is not enough to progress them through the pipeline in Gem. There needs to be activity that has occurred within the stage, specifically a filled out scorecard, a scheduled interview (if your report’s date range includes the date of the interview), or an offer getting created.

How long does it take for Gem to reflect any stage mapping changes that I’ve made?

It will depend on the size of your Greenhouse database, but syncing your changes will typically take about 20-30 minutes to complete. Please note this will cause temporary downtime for your team with Pipeline Analytics and Talent Pipeline (Consolidated view) until the sync completes. You will be sent an email once it finishes.

What is the difference between a Default Stage and a Custom Stage?

Default stages are not customizable as they will be be included, by default, in all pipelines (ex. App Created and Offer). Custom stages are ones that you can create yourself.

What stages should I skip?

App Review, Offer, and Hired don’t need to be mapped because those are always included by default. You only need to map stages that you’d like to see passthrough rates or activity for. For example, teams might not map “reference checks” in some instances since they don’t need to see stage movement for it.

Why don’t I need to map Default stages like App Created, Offer, Offer Accept?

Gem automatically grabs Default stage details from Greenhouse.

Why are some stages required?

Some stages, like Offer and Hired, are required as they are default stages from Greenhouse.

What if I have an Assessment stage that may come before or after another stage, depending on the team or department?

Ideally, you’ll want to bucket those interview stages together so that the Gem milestone stages are universal for all your roles. However, if you need this level of granularity, contact your Gem Customer Success Manager about options for creating multiple pipeline stage mappings.

What happens if I add or remove a stage in the future?

All historical passthrough rate and activity data will update to reflect your new stage mapping.

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