How to filter candidates by recruitment stage

Use stage filter cards to quickly view candidates by recruitment stage.

For: Recruiters, Hiring Managers
Feature: Candidate Listing – Recruitment Phase Filters

Use quick filters to view candidates by recruitment stage

The Candidate Listing page now includes clickable filters for each recruitment phase - helping you quickly find candidates at New, Shortlisting, Interview or Offer stages.

These filters reflect your user permissions and only count candidates you are allowed to view.

Filter candidates by stage (for recruiters and managers)

Video: How to filter candidates by recruitment stage

1. Go to Jobs and select a job title to view the list of candidate applications.

2. At the top of the Candidate Listing page, review the stage filter cards:

• New / Unreviewed
• Shortlisting
• Interview
• Offer

3. Select a stage card to view only candidates in that recruitment phase.

Each card displays the number of matching candidates based on your permissions.

The candidate list will update instantly when a filter is selected. 

Understand what each candidate stage filter means

How to review and update which stage an application status belongs to

Recruitment stage filters on the Candidate Listing and Job List pages are powered by the "Recruitment Phase" setting assigned to each Application Status.

Update a status’s recruitment phase

For Superusers / Jobtrain Administrators only

1. In Settings > Application Statuses, select Edit next to the status.
2. Use the Recruitment Phase dropdown to assign the correct stage.
3. Select Save.

Changes apply immediately to filters and stage card logic:

Video: How to review and update which stage an application status belongs to

What each recruitment phase means

Tip:
To exclude Incomplete Applications from candidate stage filters, assign their status to the Other recruitment phase in Settings > Application Statuses.

FAQs

Why can’t I see any candidates under a stage?
You’ll only see candidates that match that phase and that you have permission to view. If none appear, try checking other stages or ask your recruiter to confirm your access.

Why isn’t the “Change candidate status to” box showing?
The dropdown only appears after you select at least one candidate using the checkboxes.

Can I edit which statuses belong to each phase?
Only System Administrators or Superusers can update recruitment phase mappings in Settings > Application Statuses.

Why does a filter show ‘0’ even though I know there are candidates in that stage?
The filter count reflects only the candidates you have permission to view. Other users may see different numbers based on their access.

Can I view candidates in more than one phase at a time?
No. The filters are single-select only. To view a different phase, select another filter card or deselect the current one to return to the full list.

How do I remove a selected filter?
Select the same filter card again to clear the filter and return to your default candidate list view.

Why are some candidates missing from all filters?
If a candidate’s status is assigned to the Other recruitment phase, they will not appear in any of the stage filters. This is often used for Incomplete Applications or internal statuses.

Who controls which statuses appear in each filter?
Recruitment phases are linked to individual application statuses by an admin. You can view this setup in Settings > Application Statuses.

If you have followed the guidance notes and have some further questions, please contact our Support Team on +44(0)161 8502004.