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Pipeline Management

The Pipeline page

The Pipeline page gives you a single view of every candidate across all your roles. You can access it from the sidebar — it sits alongside your Inbox and role list.

Candidates are shown in a swimlane board grouped by stage (Shortlisted, Intro Requested, Intro Made, and Archived). Each role gets its own row, so you can see at a glance where things stand across your entire hiring pipeline.

You can filter the Pipeline by role — including your pinned roles — search for specific candidates, and sort by recent activity or candidate count. If you want to focus on a single role's pipeline, click into that role from the sidebar.

Pipeline stages

Every candidate Jill surfaces or you shortlist goes into your pipeline for that role. The pipeline tracks where each person stands:

  • Shortlisted: You or Jill have flagged this candidate as worth considering.
  • Intro requested: You've asked Jill to reach out. See Introductions for how this works.
  • Intro Made: Jill has introduced you and the candidate over email (after the candidate has accepted your Intro request).
  • Archived: The candidate passed, or you passed before intro, or you passed after intro, or you hired them!

The pipeline updates automatically as candidates move through the process. You can mark candidates as Archived or Hired from any stage after Intro Made. You can also unarchive a candidate if you change your mind — they'll return to their previous stage so you can pick up where you left off.

Searching, shortlisting and passing

Search: When you run a search, candidates go into the Search tab. You can review candidates from historical searches too. Learn more in Search and Candidate Discovery.

Shortlist: Each day, Jill will shortlist the best candidates for your role. You can also shortlist candidates. This helps Jill calibrate: the more you shortlist, the better she understands what you're looking for.

Pass: Remove the candidate from active consideration. Jill learns from passes too — if you consistently pass on candidates with a certain academic or professional background, she'll deprioritise similar profiles.

How searches and shortlists interact: Running a new search may surface some of the same candidates you've seen before, or entirely new ones — your Search tab updates each time. Your Shortlist, however, persists across searches. A good workflow is to work through your Shortlist first — request intros or pass on each candidate — and then head back to the Search tab when you're ready for more.

Candidate notes

You can add notes to any candidate in your pipeline. Notes are visible to your team by default: you can use them to record interview feedback, flag concerns, or leave context for teammates. Equally, you can toggle to "Only you" for private notes.

Jill can also see your notes, which gives her additional signal about what you're looking for.

ATS integration

If you use Ashby, you can connect it to Jack & Jill so your pipeline stays in sync. See the Ashby Integration Guide for setup instructions.