Who it’s for: ATS administrators
Platform: Sense ATS
Available on: Elite tier and above, or Professional tier with ATS add-on
Before you begin
Make sure you have:
☑️ Access to Sense ATS
☑️ Permission to manage ATS settings
☑️ An idea of the hiring stages your organisation uses
☑️ An understanding of where different recruitment processes may need different pipeline templates
Overview
Pipeline templates define the hiring stages that can be selected when creating a vacancy.
For example, you might create:
a standard recruitment pipeline
a driver recruitment pipeline with licence checks
a senior leadership pipeline with additional interview stages
a seasonal recruitment pipeline
Sense ATS includes a default pipeline template, but you can create additional templates for different hiring processes.
When you create or edit a vacancy in ATS > Vacancies, you select one of the pipeline templates saved in ATS > Settings > Pipelines.
🖊️ Pipeline templates vs vacancy pipelines
A pipeline template is created and managed in ATS > Settings > Pipelines.
A vacancy pipeline is the version of the pipeline attached to a specific vacancy. You manage that from ATS > Vacancies > [select vacancy] > Pipeline tab > Edit pipeline.
Editing a vacancy pipeline only changes that vacancy. It does not update the original pipeline template.
⚠️ Important: Stages are reusable
Stages are shared across ATS. If you edit a stage, the change applies everywhere that stage is used, including pipeline templates and vacancies.
Navigation path
View pipeline templates
In Sense ATS, select Settings from the left-hand menu.
Select Pipelines.
Open the Pipelines tab.
You’ll see a table showing the pipeline templates saved to your ATS system.
The table includes:
Column | Description |
Pipeline name | The name of the pipeline template. |
Description | A short description of the pipeline template. |
Creation date | The date the pipeline template was created. |
# of pipeline stages | The number of stages included in the pipeline template. |
From this page, you can:
click a pipeline template to open and edit it
use search, sort, and filters to find a pipeline template
click Create to create a new pipeline template
use the More actions (…) menu to copy, edit, or delete a pipeline template
Create a pipeline template
Go to
ATS > Settings > Pipelines.Make sure the Pipelines tab is selected.
Click Create.
Enter a Pipeline name.
Optionally, enter a Pipeline description.
Click Next.
Design the pipeline template
After clicking Next, the pipeline designer opens.
The pipeline designer includes:
a list of available stages on the left
a design canvas in the centre
the stages currently included in the pipeline template
a Save button in the upper-right corner
To add stages to the pipeline template:
Find the stage in the left-hand Stages list.
Drag the stage onto the design canvas.
Drop it into the correct position.
Repeat for each stage you want to include.
The order of stages on the canvas determines the order they appear in the pipeline.
💡 Tip: Use the search box in the Stages sidebar to find an existing stage quickly.
Create a new stage while building a pipeline template
You can create a new stage directly from the pipeline designer.
In the left-hand Stages sidebar, click + Add new.
The Stage properties panel opens.
Enter the Stage name.
Optionally, enter a Description.
Select a Colour.
Select a Status.
Click Apply.
Drag the new stage from the sidebar onto the pipeline canvas.
About stage status
The Status field helps identify the applicant status associated with the stage.
Available statuses include:
Applicant
Talent pool
Hired
Rejected
For example, an interview or shortlisting stage may use Applicant, while a successful final stage may use Hired.
🖊️ Note: The effect of stage status will depend on how your organisation manages applicants, reporting, and workflows.
Edit a stage while building a pipeline template
You can edit a stage from the pipeline designer.
Drag and drop the stage onto the pipeline design canvas.
Click the stage on the pipeline canvas.
The Stage properties panel opens.
Update the Stage name, Description, Colour, or Status.
Click Apply.
⚠️ Caution: Stage edits are global
Pipeline tempate Stages are reusable across ATS. If you edit a stage, the change applies everywhere that stage is used, including other pipeline templates and any vacancies that use that stage.
If you only need a small variation, consider creating a new stage instead of editing the existing one. Or, if the change only applies to one vacancy, update that vacancy’s pipeline later from ATS > Vacancies > [select vacancy] > Pipeline tab > Edit pipeline.
Save the pipeline template
When you’ve finished adding and ordering stages:
Review the pipeline canvas.
Click Save.
✅ The new pipeline template is added to the Pipelines list and can now be selected when creating or editing a vacancy.
Manage existing pipeline templates
Edit a pipeline template
Go to ATS > Settings > Pipelines.
Open the Pipelines tab.
Click the pipeline template name, or open the More actions (…) menu and select Edit.
Make your changes.
Click Save.
🖊️ Note: Editing a pipeline template’s structure, such as adding, removing, or reordering stages, does not automatically update existing vacancy pipelines created from that template. However, stages are shared across ATS, so editing a stage’s properties updates that stage everywhere it is used, including existing vacancy pipelines.
Copy a pipeline template
Copy a pipeline template when you want to create a similar hiring process without starting from scratch.
Go to
ATS > Settings > Pipelines.Open the More actions (…) menu for the pipeline template.
Select Copy.
Update the pipeline name, description, and stages as needed.
Click Save.
Delete a pipeline template
Go to ATS > Settings > Pipelines.
Open the More actions (…) menu for the pipeline template.
Select Delete.
Confirm the deletion.
🖊️ Note: Deleting a pipeline template removes it from Settings > Pipelines so it can no longer be selected for new vacancies. It does not delete or change pipelines already attached to existing vacancies.
Manage stages
Stages can be managed separately from the Stages tab in ATS > Settings > Pipelines.
View all stages
Go to ATS > Settings > Pipelines.
Select the Stages tab.
The Stages table shows all stages available in your ATS system.
The table includes:
Column | Description |
Stage name | The name of the stage. |
Description | A short description of the stage. |
Creation date | The date the stage was created. |
# of pipelines using this stage | How many pipeline templates currently use the stage. Click the number to open a list of those pipeline templates. |
# of vacancies using this stage | How many vacancies currently use the stage. Click the number to open a list of those vacancies. |
Create a stage from the Stages tab
Go to ATS > Settings > Pipelines.
Select the Stages tab.
Click Create.
Enter the Stage name.
Optionally, enter a Description.
Select a Colour.
Select a Status.
Click Save.
✅ The new stage is now available to add to pipeline templates and vacancy pipelines.
Edit a stage from the Stages tab
You can edit a stage directly from the Stages table.
Go to ATS > Settings > Pipelines.
Select the Stages tab.
Click the stage name directly, or open the More actions (…) menu and select Edit.
Update the stage details.
Click Save.
⚠️ Caution: Editing a stage affects every place it is used
Before editing a stage, check the # of pipelines using this stage and # of vacancies using this stage columns. This helps you understand where the change will apply.
Copy a stage
Copy a stage when you want to create a similar stage without changing the original.
Go to ATS > Settings > Pipelines.
Select the Stages tab.
Open the More actions (…) menu for the stage.
Select Copy.
Update the stage name and any other details.
Click Save.
Delete a stage
You can only delete a stage when it is not being used by any pipeline template or vacancy.
Go to ATS > Settings > Pipelines.
Select the Stages tab.
Find the stage you want to delete.
Open the More actions (…) menu.
Select Delete.
Confirm the deletion.
🖊️ Note: If a stage is being used by a pipeline template or vacancy, the delete option is not be available. Remove the stage from any pipeline template or vacancy first, then return to the Stages tab to delete it.
Check which vacancies use a stage
Use the vacancy count to see where a stage is currently being used.
Go to ATS > Settings > Pipelines.
Select the Stages tab.
In the # of vacancies using this stage column, click the number.
A Vacancies using this stage window opens, showing the vacancies that currently use that stage.
Check which pipeline templates use a stage
Use the pipeline count to see which pipeline templates include a stage.
Go to ATS > Settings > Pipelines.
Select the Stages tab.
In the # of pipelines using this stage column, click the number.
A Pipelines using this stage window opens, showing the pipeline templates that currently use that stage.
Best practice
Use pipeline templates for different hiring journeys, not minor wording differences.
For example, create separate pipeline templates for genuinely different processes, such as:
office roles
driver roles
seasonal roles
senior leadership roles
Use stages consistently across pipeline templates wherever possible, but be careful when editing them. Because stages are global, small wording changes can affect multiple pipeline templates and vacancies.
💡 Tip: You don’t need to create a new pipeline template for every minor variation. If only one vacancy needs a slightly different set of stages, manage the pipeline from ATS > Vacancies > [select vacancy] > Pipeline tab > Edit pipeline. This changes that vacancy only and does not update the original pipeline template.
Summary
Pipeline templates are reusable hiring journeys that can be selected when creating or editing vacancies.
Remember:
Pipeline templates are managed in ATS > Settings > Pipelines.
Vacancy pipelines are managed from the vacancy’s Pipeline tab.
Stages are reusable across ATS.
Editing a stage changes it everywhere it is used.
Editing a vacancy pipeline only changes that vacancy.
Copying a pipeline template or stage is safer when you need a similar but separate version.
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: What is a pipeline template in Sense ATS?
A: A pipeline template is a reusable hiring process made up of stages. It can be selected when creating or editing a vacancy.
Q: What is a stage in Sense ATS?
A: A stage is one step in the hiring process pipeline, such as Shortlisting, Interview, Background checks, or Final offer.
Q: What is the difference between a pipeline template and a vacancy pipeline in ATS?
A: A pipeline template is managed in ATS > Settings > Pipelines and can be reused across vacancies.
A vacancy pipeline is the version attached to a specific vacancy. It is managed from ATS > Vacancies > [select vacancy] > Pipeline tab > Edit pipeline.
Q: Does editing a vacancy pipeline in ATS update the pipeline template?
A: No editing a vacancy pipeline does not update a pipeline template. Editing a vacancy pipeline only changes that specific vacancy. It does not update the original pipeline template in Settings > Pipelines.
Q: Does editing a pipeline stage update it everywhere in ATS?
A: Yes, editing a stage updates it everywhere. Stages are reusable across ATS. Editing a stage updates it everywhere it is used, including pipeline templates and vacancies.
Q: In ATS, can I use the same stage in more than one pipeline template?
A: Yes. Stages can be reused across multiple pipeline templates in ATS.
Q: Can I delete a pipeline stage in ATS?
A: You can delete a pipeline stage only when it is not used by any pipeline template or vacancy.
Q: How do I know where a stage is being used?
Open ATS > Settings > Pipelines > Stages and check the # of pipelines using this stage and # of vacancies using this stage columns. Click the number to view the related pipeline templates or vacancies.