Key Product Pivots - 

  • Introducing new "Leads" stage to capture passive candidates
  • Renamed the existing "Sourcing" stage to "Applicants"
  • Updated default hiring stages and substages
  • Introducing new filter 'last contacted'
  • Bulk transition of candidates across stages
  • Email outreach to passive candidates
  • UI/ UX enhancements

Passive Candidate Sourcing

Traditionally recruitment teams have relied on active candidates to apply for jobs as inbound applicants and more often than not, it has sufficed for the business to achieve its recruitment goals. With the current economic unpredictability and competitive markets, it’s more imperative than ever for recruiters to hunt for passive candidates ( not actively searching for jobs ) who might be a better fit for the open job positions.

Passive candidate sourcing refers to the practice of hunting and engaging with passive candidates to convert them into active candidates. 

Freshteam CRM helps you elevate your game with a powerful chrome plugin to capture details of passive candidates, a robust ‘outbound leads’ dashboard view to track and follow up with passive candidates and UI enhancements to make the hiring pipeline for each job, more seamless and intuitive.

NoteWe have renamed the existing ‘Sourcing’ stage to Applicants and introduced a new Leads stage before the Applicants stage. These can be viewed as tabs within the job. While the Applicants tab would capture the details of all active candidates who have applied for the job, the Leads tab would capture the passive candidates sourced by the recruitment team.

1. Leads Tab to Capture Passive Candidates

We have introduced a new stage in the hiring pipeline called ‘Leads’ to capture the passive candidates/ outbound leads that recruiters identify and add to the system. 

1.1 How to add new leads?

The recruitment team could add outbound leads either via the chrome plugin or by clicking on the ‘Add Candidate’ button, updating the corresponding details and selecting the stage as ‘Outbound Leads’. These candidates would be added to Freshteam and can be viewed in the Leads tab.

NoteSince the numbers of leads sourced by the recruitment team would be typically high, the default view is set as the ‘list view’ vs the typical 'kanban view'.

1.2 What are the substages in the Lead stage?

By default, a candidate in the Leads stage can be tagged to one of the following 2 sub-stages - 

  • Outbound Lead - This default sub-stage lists all the passive candidates identified by the recruiter through different sources.

  • Reached Out - This default sub-stage lists all the outbound leads who have been reached out to by the recruiter.

  • Customized substages - You can add other substages such as 'Multiple Follow-Ups' to track the list of candidates you might have followed up with after the first outreach.

1.3 How to engage with leads?

Once the recruitment team has added the list of passive candidates, you would want to reach out to them to gauge their interest and get them interested in the role ( and consequently apply for the job ). 

  • You can select the candidate by clicking on the radio button in the candidate column and then clicking on the fifth tab that says ‘Email’. You could also email the lead via candidate 360.

  • This opens up a pop-up window for you to draft a customized email based on the passive candidate’s profile. You could add attachments such as a company overview PDF or JD for the candidate to review.

  • You can click on 'Send' to email the candidate, which would automatically be advanced to the next sub-stage. Alternatively, you could manually select one of the options from the ‘Send’,  ‘Send and Advance to Reached Out’ or any other substage that you have added under Leads. The substage for the particular candidate would be updated accordingly. 

  • You can choose to customize the outreach by segregating candidates with different filters such as the ‘last contacted’ filter. ( more details below )

  • You could also edit the stage from leads to applicants if the previously passive candidate applies to the job ( turns active ).

NoteYou can email all or more than one passive candidate with a generic email within a few clicks. You can select the corresponding radio buttons for more than one candidate from the Candidates column, click on the fifth icon that says ‘Email’ and follow the same process as mentioned above.


2. Understanding Hiring Dashboard, Stages, Substages and Filters

2.1 Default Hiring Stages, Substages and Filters

With every job posting, there are different stages that a candidate has to go through to get hired ( we call this, the hiring process or hiring pipeline ).

The typical hiring pipeline includes the following 5 stages -

  • Leads - Passive Candidates (outbound leads ) sourced by the recruiters via different sources

  • Applicants - Active Candidates (inbound applicants) who have applied via career site, external job boards or any other channel

  • Screening -  At this stage, the candidate gets screened by the recruiter with an assignment or an exploratory call based on the company’s hiring process

  • Interviews - This stage includes the necessary interview rounds defined for specific job roles

  • Offer and Hire - This is the final stage where the offer is made to the candidate and hiring is confirmed on offer acceptance.

Note: An outbound lead ( passive candidate) would show up in the ‘Leads’ stage. The recruiters can leverage Freshteam to reach out to the passive candidate and pitch the role to convince the candidate to apply for the role. If the lead shows interest and applies for the job, he/ she would move to the 'Screening' or one of the further stages. 

An active candidate ( inbound applicant ) would start the hiring journey from the ‘Applicants’ stage.

Each stage has a set of default substages and customizable substages. You could add more substages based on the recruitment process or customize them based on the job role.

  • Leads - 

    • Outbound Leads ( Default ) 

    • Reached Out ( Default )

  • Applicants - 

    • Inbound Applicants ( Default ) 

    • Longlisted 


  • Screening - 

    • Recruiter Phone Screen 

    • HM Review 

    • HM Shortlist 

    • Exploratory Call 

    • Test Assignment

  • Interviews - 

    • Round 1

    • Round 2

    • Round 3

    • Round 4 

    • Culture Fit Round 

  • Offer and Hire - 

    • Offer In-Draft ( Default )  

    • Offered ( Default ) 

    • Offer Accepted ( Default )  

    • Offer Declined ( Default )

    • Hired ( Default ) 

Apart from the above, we have the following stages available for every job posting - 

  • Rejected

  • Archive to Talent Pool

  • Deleted

  • Blacklisted

You can filter candidates by sub-stage by clicking on the sub-stage drop-down in the navigation ribbon as shown below. 

You can choose to filter candidates based on a list of other factors as shown below.  By selecting the Last contacted' filter, you can also filter candidates based on when they were contacted last.

2.2 Hiring Pipeline Dashboard - Kanban View & List View

The hiring pipeline dashboard would include 5 stages - leads, applicants, screening, interview and offer and hire. Since the number of candidates in the leads and applicants stages would be typically high, the default view for these 2 stages would be ‘List view’ as referred below - 

The next 3 stages - screening, interview and offer and hire, would have ‘Kanban view’ as the default stage. You can switch to the ‘List view’ by clicking on the ‘Candidate List View’ button.

2.3 Candidate Movement Across Stages

Leads and Applicants Stages

The dashboard would show the respective candidates for the leads and applicants stage in a ‘List View’. You can edit the stage and substage for an individual candidate by clicking on the 'stage' and selecting the subsequent option from the drop-down menu.

Note: You can also move candidates in bulk across stages and substages. You can select the corresponding radio buttons for more than one candidate from the Candidates column and click on the fourth tab ‘Move Stage’. This opens up the drop-down menu with all the stages and substages for you to choose the future stage. 

You could also move all the candidates to the leads or candidates stage by clicking the select all radio button and following the same process as above.

Screening, Interview and Offer and Hire Stages

The dashboard would show a 'Kanban View' for the screening, interview and offer and hire stages. You can choose to move individual candidates across sub-stages with a simple drag and drop. You could also use the '>>' icon on the individual candidate card to open the stages dropdown.

You can move one or more candidates across stages by selecting the candidate card(s) and clicking on the fourth tab ‘Move Stage’ as shown below. Further, you can select the relevant substage ( and stage ) in the drop-down menu.

Note: You could also move all the candidates to a particular stage by clicking the ‘select all’ radio button and following the same process as above. 

Note: We have also enhanced Candidate 360 to showcase candidates who have applied to multiple job roles more intuitively and track the current stage and sub-stage

3. Reports in Freshteam

As a part of this update, you might need to make some updates to ensure that your reports work seamlessly. Know more about the necessary changes to be made with this support article.

You can download the chrome plug-in for passive candidate sourcing by clicking on this link.