Table of Contents

What is stage mapping?

Stage mapping is the process of grouping the interview stages across all of your jobs in Lever 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.

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.

  • Your team has completed our full data sync instructions and added your Lever API key to Gem.

  • Recommended: This is optional, but recommended. Your team can set up Lever Webhooks to sync future Lever events with Gem in close to real time. A complete list of event types that will be synced can be found here. Without webhooks, your Lever data will still sync with Gem twice a day as long as you've added your Lever API key to Gem.

Planning

The actual procedure of mapping your Lever interview stages within Gem is straightforward, but due to the various ways teams may use or have their interview stages organized in Lever, 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 Lever 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 Gem Settings page and click on the Lever 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 & Review”.

  8. On your Settings page, verify that your Lever 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 the stage that a candidate is set to in Lever.

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

It will take roughly 20-30 minutes to sync your changes after you have saved them. Please note this will cause temporary downtime for your team with Pipeline Analytics until the sync completes. You will be sent an email once it finishes.

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

Required stages cannot be renamed as they should be included in all pipelines (ex. App Created and Offer). Custom stages are ones that you can create and name yourself.

Should I include Lever’s “Lead” stages when mapping stages?

Lever’s “Lead” stages (i.e., New Lead, Reached Out, Responded) should not be mapped as these will be replaced by Gem’s own Send and Reply stages that Gem captures within Gem’s Sequences. Within Pipeline Analytics, changing your view to “Lever Outreach” will combine Gem’s Send and Reply stages and Lever interview stages into a single view.

What other stages should I map or not map to Gem?

Lever’s Hired stage doesn’t need to be mapped because it is 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 are some stages required?

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

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 groups 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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