Job Coordinator and Stage Owner
Understanding Job Coordinator (JC) and Stage Owner (SO) Responsibilities on Instahyre
Instahyre provides two key recruiter roles for managing hiring processes efficiently: Job Coordinator (JC) and Stage Owner (SO). These roles help streamline job postings, candidate pipeline management, and interview coordination.
Overview of Responsibilities
Job Coordinator(JC)
Job Management
- Create and edit jobs on the platform.
- Close a job once hiring is complete.
Candidate Management
- Set up hiring stages that mirror the actual recruitment process.
- Source candidates from Instahyre and external channels.
- Communicate with candidates via email.
- Schedule, reschedule, and cancel interview events.
- Ensure interviewers complete evaluations post-interview.
- Track pending evaluations, interviews, and inactive candidate profiles.
- Move candidates through the hiring pipeline where no SO is assigned.
Stage Owner(SO)
Stage Management
- Oversee candidate progress in assigned stages.
- Email candidates and coordinate interview schedules.
- Ensure interviewers submit evaluations.
- Track pending evaluations and inactive candidates.
- Move candidates forward only if subscribed to the job; otherwise, the JC is responsible.
Eligibility and Defaults
- The JC is the recruiter who posts the job by default, ensuring accountability for the entire recruitment process.
- A job must have one JC at all times, and only a subscribed recruiter/admin can be assigned.
- The SO for all hiring stages is initially the JC, but different SOs can be assigned to specific stages.
- Each hiring stage, including Rejected/Hired, must have one SO.
- An SO can be any recruiter, admin, or hiring manager, regardless of job subscription status.
When to Change JC or SO
- If the primary recruiter for a job changes, a new JC must be assigned by an existing subscribed recruiter.
- If a JC leaves the team, a replacement must be set for each of their jobs.
- If interview scheduling is handled by someone other than the JC (e.g., junior recruiters or hiring managers scheduling their own interviews), they should be made the SO for relevant stages.
How Instahyre Supports JC and SO Roles
Feature | Job Coordinator (JC) | Stage Owner (SO) |
|---|---|---|
Home Page Task Tracking | Displays pending interview events, evaluations (own and others’), inactive candidate profiles, and unpublished jobs (for Fine-tune users). | Displays pending interview events, evaluations, and inactive candidate profiles (if subscribed). |
Daily Reminder Emails | Sent for pending tasks related to their jobs. | Sent for pending tasks related to their assigned stages. |
Differences Between JC, SO, and Other Users
Alerts
Alert Type | Job Coordinator (JC) | Stage Owner (SO) | Other Users |
|---|---|---|---|
Pending Interview Events | Receives alerts for all events in their jobs | Receives alerts for events in their assigned stages | No alerts |
Pending Evaluations | Receives alerts for all pending evaluations | Receives alerts for evaluations in their assigned stages | Alerts only for evaluations where they are an evaluator or requester |
Inactive Profiles | Alerts for inactivity in sourcing stages, in-conversation stages, and custom stages with alerts enabled | Alerts only for inactivity in owned stages if subscribed to the job | No alerts |
Not Live Jobs | Alerted via the Home page and email if the job is not published within 24 hours | Shown on the Home page to all subscribers, email sent only to the job poster (if different from JC) | No alerts |
Permissions
Permission | Job Coordinator (JC) | Stage Owner (SO) | Other Users |
|---|---|---|---|
View all candidates in a stage | Yes | If subscribed, all candidates; if not, only in owned stages | If subscribed, all candidates; if not, only candidates with scheduled events |
View evaluations when Fair Evaluations is enabled | Yes, for all stages | Only for their owned stages | Only if exempted in the job form |
Move candidates to other stages | Yes | Yes, only if admin/recruiter subscribed to the job | No |
View upcoming and past events | Yes, all events in all stages | All events in their owned stages | Only events where they are a participant or organizer |
Reschedule events | Yes, all events in all stages | All events in their owned stages | Only events where they are a participant or organizer |
By clearly defining these responsibilities, Instahyre ensures that hiring processes remain structured, transparent, and efficient for all stakeholders.
Updated on: 02/04/2025
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