Projects and Pipeline

Group candidates into a project, move them through pipeline stages on a kanban board or list, and share the project with your team.

Before you start

• Projects is in the sidebar for everyone who can source candidates. Use it for talent pools and searches that are not tied to a public job posting. Roles with a public posting live under Jobs and use the same board.
• To link a project to an ATS job you need a connected ATS. See Integrations.
• Moving a candidate to Placed opens a placement form. Fill it in as described in RECORD a placement.

Steps

CREATE a project

1. Click Sidebar > Projects. The Projects page (/projects) lists your projects with their status dot, creator, Collaborators, Active Candidates and Updated date.
2. Click New Project (or the + shortcut next to Projects in the sidebar, which opens /projects?new=true). The Create Project dialog opens.
3. Fill in the form:
   • Project name (required), for example “Senior Engineers Q3”.
   • Description (optional).
   • Visible to entire organisation - tick it to share the project with everyone in your organization. Leave it unticked and use Share with to pick specific teammates.
4. Click Create Project.

You can also create a project from candidates you already found. In search results or the Talent Map, select candidates and click Create Project. The dialog then offers a tick box to add the selected candidates to the new project.

The Projects page has a search box (Search projects…), a Sort by menu (Default, Updated at) and Show archived. The archive icon on a row archives a project. You can restore it with Show archived.

ADD candidates to a project

• From the project: click Add Candidate to Pipeline in the board toolbar, search for candidates in the Add Candidate dialog, select them and confirm.
• From search results or the Talent Map: select candidates and click Add to Project, then choose one or more projects.
• From a candidate profile: open the profile and click Add to Project.

See New Search and Talent Map.

USE the board and the list

1. Click a project name. The project opens at /project/[projectId] in a new tab, showing the kanban board.
2. Use the view toggle at the top right (Kanban view and List view) to switch. Projects not linked to a public job posting can use either view.
3. Stages. Each column is a pipeline stage. Typical columns are Recommended, Applicant, Pipeline, Contacted, Replied, Submitted, Offer, Placed and Rejected. Some projects also have Interview 1, Interview 2 and so on. The exact columns come from the project’s configuration. Use Columns to show or hide columns.
4. List view has the tabs Pipeline, Contacted, Replied and Rejected, and a Show filter (All, LinkedIn Only, In ATS, Uploaded).

MOVE candidates between stages

• Drag and drop a card into another column.
• Or open More actions on the card, choose Move to and pick the stage. This works well on touch screens.
• Moving a card to an interview stage can open the Schedule Interview dialog when AI Interview Scheduling is enabled. See Scheduled Interviews.

RECORD a placement

Dragging a card (or using Move to) into Placed does not move it straight away. A placement form opens first. The candidate stays in the old column until you save it.

1. Fill in the required fields (marked *): Legal candidate name, Company, Designation, then Invoice contact name, Invoice contact email and Terms of business. Add notes with Add notes if needed.
2. Look for suggestion chips under the fields. They come from past placements and contacts at the company and are labelled with their source, for example “Past placement”. Click a chip to fill the field. Suggestions never overwrite what you have typed, and you can ignore any chip you do not want.
3. If the project has more than one job, a job picker appears at the top of the form.
4. Click Save Placement Record. Click Cancel to leave the candidate where they were.

WORK on several candidates at once

Tick the checkboxes on cards (or rows in list view). A badge shows how many are selected. Clear selection (the x) removes the selection.

• Add to sequence - enrol the selected candidates in an email or LinkedIn sequence. See Email Sequence and LinkedIn Sequence.
• Export N candidates as CSV - downloads the selection. In list view, Export all as CSV and Export all in [stage] as CSV are also available.
• Move to (list view) - moves the selected candidates to Contacted or Replied.
• Reject (list view) - moves the selected candidates to Rejected.

Recommended candidates are not exported until you move them into the pipeline. A dialog titled Recommended candidates excluded explains this.

SHARE a project

1. Open the three-dot menu (Project actions) on the project page.
2. Click Manage contributors. Only the project creator can do this.
3. Tick Visible to entire organisation to make the project visible to everyone in your organization, or search for a teammate under Search team members… and add them as a contributor. Remove a contributor with Remove from contributors.

The same menu has Rename (creator only).

SHARE a pipeline with client contacts

Use Share pipeline to let approved contacts at your client company view a job’s candidate pipeline without a Scout account.

Before you start. The Share pipeline button appears only when all of these are true:

• You are on a Job board (the /job/... page). It is not shown on plain projects.
• Pipeline sharing is available for your organization. Available on request. Ask your Scout admin or Scout Support. If it is not available, the button is not shown.
• The job has an employer (client company) attached. If no employer is attached, the button is shown greyed out. Hover over it to read “Attach an employer to share this pipeline”, then attach an employer to the job and try again.

1. Open the job and click Share pipeline in the board toolbar. The Share candidate pipeline dialog opens, with the tabs People and Activity.
2. On People, find the contact under Contacts at [company name]. Use Search by name, title or email to filter. Only active contacts with an email are listed. To add someone who is not listed, click Add contact.
3. Click Invite next to the contact. The toast reads “Invitation sent.” If the email could not be delivered, it reads “Invitation created, but the email could not be delivered. Try resending.”
4. Invited people appear under Shared with, with a status of Invited, Active, Access paused, Expired or Revoked. For each row you can:
   • Resend the invitation email.
   • Generate new link (or View link) to get that person’s own link and copy it yourself.
   • Revoke access to remove them. Confirm Revoke access? with Revoke. They lose access immediately and their existing link stops working.
5. Open the Activity tab to see recipient activity. It reads “No recipient activity yet.” until someone opens the board.

Each person receives their own time-limited link. They must verify their email in each browser before opening the board. Recipients can move candidates between client-controlled stages and add client notes.

ADD project and job notes

Notes keep your team in sync on a job.

• On a candidate: open the candidate profile, go to the Notes tab, write in the box (“Add a note… Use @ to tag and notify a colleague.”) and click Add Note.
• Mention a teammate: type @ and pick a colleague from the list. Mentioned colleagues are notified.
• Tag a job: under a note, click + Tag a job (or the pencil, Change job tag), search with Search jobs… and pick from Suggested or Recent jobs. Scout may also offer a suggestion such as “Tag to [job]?” with Accept suggestion and Dismiss suggestion. A note tagged by AI shows a sparkle icon and “Tagged by AI”. Remove a tag with Clear job tag.

USE the Job notes drawer

1. Open a job and click Notes in the job header. A badge shows how many notes the job has.
2. The Job notes drawer opens with the job specification pinned at the top and the newest note at the bottom. Scroll up to load older notes (“Loading older notes”).
3. Use the tabs All, Job, Candidate and Contact to filter. The Candidate and Contact tabs show notes on candidates and contacts that are tagged to this job.
4. Use Search notes, people, attachments… to find a note.
5. Write in Add a job note (“Write a note. Use @ to mention someone.”) and click Add note. Press Ctrl or Cmd + Enter to save from the keyboard.
6. On a note, open Note actions to Edit or Delete. Deleting asks “Delete this note?” and confirms with Delete note.

LINK to an ATS job

On a project that is not a Scout job, open the three-dot menu and click Link to ATS Job. Search by job title or company, select the job and click Link Job. A confirmation reads “ATS job linked successfully.”

What you should see

• A new project in the Projects list with 0 Active Candidates.
• Candidate cards in the stage columns after you add them. Counts update when you move cards.
• A toast such as “Export started.” after Export as CSV.

Common problems

• Move to and Reject are greyed out. They need at least one selected candidate. The tooltip reads “Select candidates to enable”.
• A card did not move to Placed. The placement form must be saved first. Cancelling it leaves the card where it was.
• “A move in these columns is still saving. Please wait.” Another move is in progress. Wait a moment and try again.
• “Refresh these columns before moving another candidate.” The board is out of date. Refresh the columns and retry.
• Rename is greyed out. Only the project creator can use it. Manage contributors is also limited to the creator.
• The Link to ATS Job menu item is missing. It is shown only on projects that are not Scout jobs.

Related pages

• Jobs
• Scheduled Interviews
• Resume Upload
• Glossary

Pro Tip

Archive finished projects instead of leaving them in the list. You can always bring them back with Show archived.