USE CASE

Structure Recruiting Pipeline

Get hiring out of email threads and spreadsheets. Track roles, candidates, stages, interviews and feedback in one place, so you know how many strong profiles you have for each position and how long it really takes to fill them.

Challenges

• Candidates spread across channels

CVs arrive via email, LinkedIn, referrals, job boards and internal intros. Nobody has a full, up-to-date list per role.

• Roles poorly defined and duplicated

Job descriptions sit in docs or chats, are slightly different in each posting, and nobody’s sure which version is current.

• Inconsistent stages and criteria

Some candidates jump straight to final interview, others do four calls.

“Strong” means something different to each interviewer.

• Interview scheduling is painful

Coordinating calendars across hiring managers, panel interviews and candidates takes forever and leaves no clear record.

• Feedback is late or incomplete

Interviewers forget to write notes, or they send them in random formats.

Comparing candidates becomes guesswork.

• No visibility on performance of hiring

You can’t answer basic questions:

How long do we take to fill roles?

Which sources bring the best hires?

Where do candidates drop off?

Capabilities

• Central roles and candidates databases in Notion

One place for all open roles and all candidates.

Each candidate is linked to a specific role, with fields for source, seniority, skills, salary expectations and current stage.

• Structured intake from every source

Route applications from job boards, forms and email straight into Notion.

Referrals and LinkedIn prospects are added via quick-capture views.

Notion Mail keeps original CV emails linked to the candidate record.

• Clear, shared hiring stages per role

Define a stage pipeline per role type (e.g. screen → hiring manager → skills interview → panel → offer).

Criteria and checklists for each stage live inside Notion so the process is consistent.

• Interview planning with Notion Calendar

Create interview events directly from the candidate record and see them in Notion Calendar.

You can filter by role, interviewer or week to understand load and avoid overbooking your team.

• Interview kits and scorecards

Each stage can have its own interview guide and rating form embedded in the candidate page.

Interviewers rate skills, culture fit and red flags using the same structure, which makes comparison much easier.

• Feedback captured fast, in one place

Interviewers get simple views of “feedback missing” candidates.

They click, drop their notes and ratings, and the candidate’s profile becomes the single source of truth for all input.

• Automated status updates and notifications

When a candidate moves stage, automations can notify hiring managers, create follow-up tasks, or tag candidates that need a response.

No more “who’s getting back to them?” confusion.

• Offer and decision tracking

Track offers made, accepted, rejected and declined, with reasons and compensation details.

You can later review why good candidates said no and spot patterns.

• Analytics on speed and quality

Dashboards show time-to-hire per role, conversion rates per stage, source performance (job boards vs referrals vs outbound) and funnel leaks.

You move from “I think hiring is slow” to “we lose people at stage X”.

• Permissions and privacy baked in

Sensitive information (comp, personal data) can be restricted to HR and key stakeholders.

Other teammates see only what they need to run great interviews.

Outcomes

• A hiring process everyone understands

Recruiters, hiring managers and leadership see the same roles, candidates and stages.

Decisions are made with full context.

• Better candidate experience

Candidates move through a clear process, get faster responses and meet interviewers who are prepared and aligned.

• Less operational drag on the team

Scheduling, tracking and follow-up take less mental energy.

Time goes into evaluating people, not wrestling with tools.

• Smarter hiring decisions

Structured feedback and comparable data allow you to choose between candidates with more confidence and less bias.

• Continuous improvement of your hiring machine

With real numbers on speed and quality, you can refine stages, change sources and invest where hiring truly works.

Want a recruiting pipeline your team actually trusts and uses?