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)

A job coordinator (JC) is someone who manages the entire hiring process for a job, from creating and publishing the job opening to closing it when the position is filled. A JC is required for every job and there can be only one JC per job. A JC can be any user with an admin or recruiter role who is subscribed to that job.

As a job coordinator, you have the access to the following roles and responsibilities on Instahyre:

Job opening management

Publish a job based on the requirements provided by the hiring manager.
Create a hiring process for the job on Instahyre that mirrors the real-life hiring scenario for that job. You can customize the stages, rounds, and evaluators for each job.
Close a job when hiring is completed or the position is no longer available.

Manage candidate pipeline

You can also manage the candidate pipeline for the job, which involves:

Filling the candidate funnel by sourcing candidates from Instahyre and other channels.
Conducting initial screening of candidates to check their suitability and interest for the job.
Emailing and nurturing candidates to keep them engaged and informed throughout the hiring process.
Keeping a check on pending evaluations, and inactive profiles and taking appropriate actions to move the candidates forward or reject them.
Scheduling interviews for other users, such as hiring managers or interviewers, who are involved in the hiring process.
Rescheduling or canceling interviews if needed and informing the relevant parties.
Coordinating with hiring managers and interviewers for their availability and feedback.
Ensuring that interviewers submit a proper evaluation after the event so that the next action can be taken on the candidate.

Stage Owner (SO)

A stage owner (SO) manages a specific stage in the hiring pipeline, such as screening, technical, or final. A SO schedules and coordinates interviews, collects evaluations, and processes candidates for that stage. A SO also receives notifications and reminders for that stage. Every stage needs a SO and only one user can be the SO for a stage. The SO can be any user with an admin, recruiter, or hiring manager role who is part of the team for that job. The JC is the SO for all the stages by default, but you can change the SO for any stage to another user. This lets you assign different users to different stages as per your hiring scenario.

As a stage owner, you can:

Schedule and coordinate interviews for all the rounds within that stage. You can choose the date, time, mode, and duration of the interview and invite the candidate and the interviewer.

Ensure that all the rounds within a stage are completed and the evaluations are collected, if applicable. You can send reminders to the evaluators or follow up with them if they have not submitted their feedback.

Ensure that no candidate in a stage is left unprocessed. You can move the candidate to the next stage, reject the candidate, or put the candidate on hold depending on the outcome of the stage.

If Fair Evaluations is enabled, you can see the submitted evaluations for that stage without submitting your own. This can help you make an informed decision about the candidate.

You will also get notified of any affairs related to that stage, such as:

Pending events: You can schedule pending events for the candidates who have not been assigned an interview slot yet.

Pending evaluations: You can send reminders to the evaluators who have not submitted their feedback yet.

Inactive profiles: You can check the profiles that have not been updated for a long time and take appropriate actions to revive them or reject them.


1. Why have JC and SO been added in the first place?

Instahyre asks JC for each job and SO for each stage so that the right user can be notified timely. For example, a JC is sent daily emails for pending tasks like pending events, pending evaluations and inactivity profiles for their job. So, the JC and SO helps us identify who is in charge of a stage and who should receive the relevant notifications and reminders. If we did not have JC and SO, we would have to send these messages to all the job subscribers, which would be unnecessary, annoying, and confusing for those who are not involved in that stage.

2. Who can be a JC?

Every job needs a JC and only one user can be the JC for a job. The JC can be any user who has an admin or recruiter role on Instahyre platform.

3. Who can be an SO?

Each stage requires a SO and only one user can be the SO for a stage. By default, the JC is also the SO for all the stages, but you can change the SO for a stage to any other user who has an admin, recruiter, or hiring manager role.

4. Why is Stage Owner required when there is JC already or vice-versa?

Stage Owner allows you to assign different users to different stages of the hiring process. By default, the Job Coordinator is the SO for all the stages, so you don’t have to set the SO for each stage separately. However, if you want to, you can change the SO for any stage to another user who is part of the team and has an admin, recruiter, or hiring manager role. This gives you the flexibility to handle different hiring scenarios.

Updated on: 30/11/2023

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