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What is stage mapping?

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


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

  • Your team has been configured to integrate with SmartRecruiters by a Gem team member.

  • Your team has enabled data sync from your Admin dashboard so that we can pull in your interview stages.


The actual procedure of mapping your SmartRecruiters interview stages within Gem is straightforward, but due to the various ways teams may use or have their interview stages organized in SmartRecruiters, we strongly recommend taking the time to think about how you would like to group them together before setting them up in Gem.

Important to note during planning:

  • The standard stages/statuses in SmartRecruiters are: Lead, New, In Review, Interview, Offer, and Hired. If you’ve created sub-stages underneath any of these standard stages, they are considered their own independent stage groups in Gem.

  • If you have set up sub-stages set up in SmartRecruiters, do not map your higher-level SmartRecruiter stage groups (ex. In Review, Interview, and Offer) to Gem stages. Instead, map the independent sub-stages to your Gem stages and skip your standard higher-level SmartRecruiter stages.

  • However, you will still need to map the Lead, New, and Hired stage in Gem to the appropriate standard (stand-alone) stages in SmartRecruiters. (See below for an example.)

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. Here is an example:


  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 for assistance with getting access.

  3. Go to your Gem Settings page and click on the SmartRecruiters 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. See the “Planning” section above for important details about this step and Step 6.

  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 SmartRecruiters interview stages are listed under the correct Gem stage.

FAQs & Best Practices

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 Default Stage and a Custom Stage?

Default stages are not customizable as they should be included, by default. Custom stages are ones that you can create yourself.

What stages should I skip?

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 SmartRecruiters.

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.

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 SmartRecruiters.

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