Job Coordinator and Stage Owner

If you are a Job Coordinator (JC) or a Stage Owner (SO), you have some important responsibilities and privileges on Instahyre. In this article, we will explain what these roles mean and how you can perform them effectively.

Job Co-ordinator (JC)

What is a Job Co-ordinator?

A Job Co-ordinator (JC) manages the entire hiring process for a job—from posting the opening to closing it once filled. Every job must have one JC, and only one person can hold this role per job.

By default, the recruiter posting the job becomes the JC, since the job posting is typically done by the person who is primarily responsible for recruiting for that job. But you can assign any admin or recruiter role user subscribed to the job as JC.

JC roles & responsibilities on Instahyre:

As a Job Co-ordinator, you're responsible for overseeing the job opening and managing the candidate pipeline to ensure a smooth and efficient hiring process. Below are your key roles and responsibilities on Instahyre.

Publish a job based on the requirements provided by the hiring manager.
Create hiring stages for the job that mirrors the real-life hiring process
Conducting initial screening of candidates to check their suitability and interest for the job.
Email and nurture candidates to keep them engaged and informed throughout the hiring process.
Monitor pending evaluations and inactive profiles; take action as needed.
Scheduling interviews for other users, such as hiring managers or interviewers, who are involved in the hiring process.
Schedule, reschedule, or cancel interviews for others involved, and keep them informed.
Close a job when hiring is completed or the position is no longer available.

How Instahyre supports JCs in hiring

As a JC, you're responsible for keeping candidates moving through the hiring process. Instahyre helps by highlighting pending tasks that need your attention—both on the platform and via email. On your Home page, you’ll see all pending actions for the jobs you manage, including:

Pending events: Candidates without scheduled interview slots.
Pending evaluations: Feedback you or your team owe, so you can complete them or send reminders to evaluators.
Inactivity profiles: Candidates who haven’t been engaged in a while, helping you take timely action.

In addition to showing them on the platform, we send a daily reminder email if you have any of the above tasks pending.

When should you change the JC for a job?

You should change the Job Co-ordinator in these situations:

Change in recruiter: If the primary recruiter for the job changes, another subscribed recruiter should update the job and assign the new JC.
JC is removed from the team: If the current JC is deleted from your team on Instahyre, you'll be prompted to assign a replacement for every job they were managing.

Stage Owner (SO)

What is a Stage Owner (SO)?

A Stage Owner (SO) manages everything related to a specific stage in the hiring pipeline—scheduling interviews, collecting evaluations, and processing candidates.

Every stage must have one SO. By default, the Job Co-ordinator (JC) is assigned as the SO for all stages, but you can reassign this role to any admin, recruiter, or hiring manager on your team.

SO roles & responsibilities on Instahyre:

As a Stage owner, you have the following responsibilities on Instahyre:

Coordinate with candidates and interviewers for scheduling; handle reschedules or cancellations.
Ensure all rounds in the stage are completed and evaluations are submitted.
Move candidates forward or reject them—no one should remain unprocessed.
If Fair Evaluations is enabled, you can view submitted feedback without adding your own to take action based on existing evaluations.

How Instahyre support SOs in their hiring?

On your Home page, Instahyre highlights all pending tasks related to the stages you own, helping you stay on top of your hiring responsibilities:

Pending events: View and schedule interviews for candidates who haven’t been assigned a slot yet.
Pending evaluations: Feedback you or your team owe, so you can complete them or send reminders to evaluators.
Inactivity profiles (If subscribed to the job): Spot candidates across all stages who haven’t been engaged recently, so you can take timely action.

In addition to showing them on the platform, we send a daily reminder email if you have any of the above tasks pending.

When you should change SO for a stage?

By default, the Job Co-ordinator (JC) is the Stage Owner (SO) for all stages. However, you should change the SO when someone else—other than the JC—is responsible for scheduling interviews for a specific stage. Common scenarios include:

A junior recruiter is handling interview scheduling, while the JC (e.g., a senior recruiter) oversees the job.
A hiring manager prefers to schedule their own interviews.

Assigning the correct SO ensures the right person gets notifications and scheduling access for that stage.

How are JC and SO different from other users in a job?

Users assigned as JC or SO receive important alerts to ensure smooth and timely hiring processes.

Alerts	Job Co-ordinator	Stage Owner	Other users
Pending events alert	Yes – for all pending events in their jobs	Yes – for pending events in their owned stages	No alert
Pending evaluations alert	Yes – for all evaluations in their jobs	Yes – for evaluations in their owned stages	Yes – only if they are the evaluator or the requester for some pending evaluation
Inactivity profiles alert	Yes – for sourcing, “In Conversation,” and custom stages with alerts enabled	Yes – only in owned stages and if subscribed to the job	No alert

Additional Permissions that JC and SO have in a job:

Permissions	Job Co-ordinator	Stage Owner	Other users
Can view all candidates in a stage?	Yes	Yes – all stages if subscribed; else, only owned stages	Yes – all stages if subscribed; else, only where an event is scheduled
Evaluations shown even if Fair Evaluations is enabled?	Yes – in all stages	Yes – in owned stages	Only if exempted in the job form
Can move candidates to other stages?	Yes	Yes – only if user is an admin/recruiter and subscribed to the job	Yes – only if user is an admin/recruiter and subscribed to the job
Can see upcoming and past events?	Yes – all events in all stages	Yes – all events in their owned stages	Only if they’re a participant or organizer of the event
Can reschedule events?	Yes – all events in all stages	Yes – all events in their owned stages	Only if they’re a participant or organizer of the event

Updated on: 21/05/2025

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