SeekOut connects to your Applicant Tracking System (ATS) and pulls in candidate activity as candidates move through your hiring pipeline. Because every ATS uses different terminology for the same recruiting steps, SeekOut uses stage mapping to translate your custom ATS stage names into a consistent set of pipeline categories.
Stage mapping is what allows SeekOut to reliably interpret where each candidate is in the hiring process, regardless of how your ATS labels those stages. Without accurate mappings, candidate data in your Candidates tab and Pipeline tab may be incomplete or appear in the wrong stage.
Why this matters Stage mapping directly powers SeekOut's funnel analytics and ROI reporting. Accurate mappings ensure that the pipeline data your team reviews, and the hiring metrics your CSM pulls for Quarterly Business Reviews, reflect what is actually happening in your recruiting process. |
How It Works
When your ATS sends over a candidate activity, SeekOut checks the stage name against your stage mapping configuration to determine which part of the funnel that activity belongs to.
For example, if your ATS uses the stage name "HM Review Completed," stage mapping tells SeekOut to count that as a Hiring Manager stage activity. If your ATS uses "Phone Screen Passed," that maps to the Screen stage.
If a stage name is not mapped or is mapped incorrectly, SeekOut cannot accurately categorize that candidate's progress. As an Org Admin, you can review and correct these mappings at any time.
Pipeline Stages
SeekOut maps all ATS stages to one of eight pre-built categories. These categories create a consistent view of your pipeline across different ATS platforms, roles, and teams.
Stage | What it means | Example ATS Stage Names |
Applied | Candidate has entered the top of the funnel by submitting materials or being surfaced for consideration, before any evaluation has taken place. | "Resume Submitted", "Application Received", "Candidate Shortlisted" |
Screen | Initial vetting of a candidate's fit before a formal interview loop begins. Covers recruiter-led reviews, resume screens, and pre-interview assessments. | "Recruiter Screen", "Resume Review", "Pre-Screen Assessment" |
Hiring Manager | The hiring manager is explicitly involved in reviewing the candidate or making an advancement decision. | "Hiring Manager Review", "HM Approval", "Submitted to Hiring Manager" |
Interview | Any formal interview, panel, or structured evaluation conducted after screening. Covers phone interviews, onsite loops, and technical assessments. | "Phone Interview Completed", "Onsite Interview", "Technical Assessment" |
Offer | A job offer is being prepared, extended, or is under consideration by the candidate, before acceptance. | "Offer Extended", "Offer Pending", "Verbal Offer Made" |
Hired | Candidate has accepted the offer and the hire is finalized. This is a terminal positive outcome. | "Offer Accepted", "Hired", "Start Date Confirmed" |
Rejected | Candidate has exited the funnel for any reason, including company-side rejections, withdrawals, or offer declines. Terminal negative outcome. | "Candidate Rejected", "Withdrawn", "Offer Declined", "Disqualified" |
Ignore | Activities that fall outside the recruiting funnel and should be excluded from funnel metrics and reporting. | "Test Activity", "System Log Entry", "N/A" |
How to Review and Edit Your Stage Mappings
Only Org Admins can access and update stage mappings. If you do not see the Stage Mapping option in your menu, contact your SeekOut account admin.
1 | Open Stage Mapping settings | Select your profile name in the lower-left corner of your SeekOut dashboard, then select Stage Mapping from the menu. |
2 | Review the two columns | In the pop-up window, you will see Map To (the SeekOut category each stage is currently assigned to) and Activity (your ATS stage names). |
3 | Correct any mismatches | Use the dropdown in the Map To column to reassign any stage that is mapped incorrectly. |
4 | Save your changes | Click Close. Updates take effect immediately for any new candidate activity pulled from your ATS. |
Troubleshooting tip If candidates are appearing in the wrong pipeline stage, or not appearing in the Candidates or Pipeline tabs at all, incorrect stage mapping is usually the cause. Please review your stage mappings, then contact SeekOut Support if you need any further help. |
Frequently Asked Questions
Who can edit stage mappings?
Only Org Admins have access to the Stage Mapping settings. If you need changes made and do not have Org Admin access, reach out to your organization's SeekOut admin.
What happens if a stage is not mapped?
If an ATS stage is not assigned to a SeekOut category, candidate activity from that stage will not appear in your pipeline view. Map any unrecognized stages to the appropriate category, or set them to Ignore if they are not relevant to your recruiting funnel.
When should I use the Ignore stage?
Use Ignore for any ATS stages that fall outside of your recruiting funnel, such as system test entries, administrative placeholders, or any activity that should not appear in pipeline reporting or ROI metrics.
How often should I review my stage mappings?
We recommend reviewing your stage mappings whenever your team adds new stages to your ATS, or if you notice that pipeline data looks incomplete or inconsistent. You can also reach out to your Customer Success Manager for guidance.