Table of contents

Overview

Talent Pipeline allows you to see which stage a candidate is in within your pipeline, along with other details related to their application. In addition to this, you can tell how long each candidate has been in a stage using our built-in status (both default and custom) and service level agreement (SLA) indicators.

By knowing a candidate’s status within a stage and how long they’ve been in it, you can prioritize your work accordingly and determine who you need to pay attention to right now and what action(s) you need to take with them.

Requirements

This feature is relevant to teams that have access to Talent Pipeline. To learn more about Talent Pipeline or add it to your account, contact our Sales team at sales@gem.com.

How It Works

Default Statuses with SLAs

  • We have implemented default SLAs in Gem that are based on research with customers. These statuses will change color based on how long a candidate has been in a particular stage.

  • Default Statuses with SLAs:

Status

Time elapsed until SLA warning (YELLOW)

Time elapsed until SLA target is missed (RED)

Why am I seeing this status?

Contributing factors

Needs feedback

12 hours

24 hours

  • When a scheduled interview or interviews are complete, but not all scorecards have been filled out

  • A non-schedulable interview (i.e. App Review) does not have a scorecard/feedback

  • Moving candidate into a stage with non-schedulable interviews

  • Interview completion

Needs decision

24 hours

36 hours

When all scorecards/feedback have been received for completed interviews

Scorecard/feedback completion

Needs scheduling

24 hours

36 hours

If at least one interview for a stage has not been scheduled yet

Moving candidate into a stage

Needs offer

12 hours

24 hours

A candidate was moved into the Offer stage, but the offer has not been created in Greenhouse yet

Moving candidate into the Offer stage

Needs offer sent

12 hours

24 hours

An offer has been created in Greenhouse, but has not been sent to the candidate yet

Offer creation

Offer sent

60 hours

72 hours

An offer has been created and sent to the candidate in Greenhouse, but is awaiting a resolution

Sending an offer

Default Statuses without SLAs

  • Some statuses do not require an SLA or are outside of your control, so no SLA will be applied.

  • Default Statuses without SLAs:

Status

Why am I seeing this status?

Interviewing

When the candidate is actively in an interview OR when one or more interviews in a stage has been completed, but there are still some scheduled

Scheduled

If at least one interview has been scheduled in a stage

Offer accepted

When a candidate accepts an offer (will only appear briefly or not at all since hired candidates are not displayed in Talent Pipeline)

Rejected

When a candidate has been rejected (no distinction between rejected by them or you)

Custom Statuses with SLAs

  • Since most organizations have different expectations on when to get back to candidates, this feature allows your team to customize SLAs (in hours) based on your organization’s own guidelines.

  • Your organization’s SLA settings can be modified. Gem Admins on your team can open Talent Pipeline and click on the “SLA: Any” dropdown menu button to edit them.

  • Statuses and SLA numbers are interpreted as follows:

    • The first “Show warning after” column represents how much time must pass (without a status change) before an application turns yellow.

    • The second “SLA missed after” column represents how much time must pass (without a status change) before an application turns red.

      • This includes the time when the status is yellow. For example in the screenshot below, an application with the status “Needs scheduling” will be green for the first 24 hours with no changes, turn yellow for the next 12 hours, then become red at the 36 hour mark.

Please note:All teams that have access to Talent Pipeline can have access to this SLA feature, but only Gem Admins can edit them.

Usage Notes

  • Status SLAs are purely based on time spent in the status. Events such as emails being sent/received or other candidate-related activity will not impact SLA.

  • This feature was released on March 11, 2022. Candidates with stage movements prior to this date will default to the yellow (warning) SLA. Once the candidate’s status changes, their current state will be displayed.

  • We currently do not have any additional granularities for custom SLAs. They are only custom SLAs at the company level.

  • Setting the warning time to be equal to the missed time will result in behavior where there is essentially no warning/yellow time period (i.e. will go from green straight to red).

  • Greenhouse teams: Refer to this guide to learn more about the amount of time it takes to sync activity from Greenhouse into Gem.

  • Coming soon: Ability to filter on candidate statuses and SLAs in Talent Pipeline.

Have any questions about this feature? Please contact our Technical Support team at support@gem.com for assistance.

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