> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pastahr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up and Customise Application Phases in PastaHR

> Configure and manage hiring pipeline stages in PastaHR so your team always knows exactly where each candidate stands in the process.

<Note>
  Phase configuration can only be performed by users with Admin rights in your PastaHR workspace.
</Note>

## What Are Application Phases?

Phases are the stages you move candidates through as you evaluate them. Think of them as the columns in a recruiting pipeline, for example, **New**, **Phone Screen**, **Interview**, **Offer**, and **Hired**. Every application sits in exactly one phase at any given time, giving you an instant view of your pipeline's status.

## Configuring Your Phases

You can add, rename, reorder, and remove phases to match your hiring process. Changes apply to your entire organisation, so it's worth aligning on the phase configuration with your recruiting team before making changes.

<Steps>
  <Step title="Open Settings">
    Click the **Settings** icon in the left navigation bar of the PastaHR web app to open the settings panel.
  </Step>

  <Step title="Navigate to Workflow">
    Inside Settings, select **Workflow**. You'll see a list of the current phases in your hiring process.
  </Step>

  <Step title="Add a new phase">
    Click the **+** icon in the top-right of the desired category. Enter a unique name for the phase and set the **data retention period**, which defines how long application data is kept after the last activity in this phase.
  </Step>

  <Step title="Reorder phases">
    Drag and drop phases within each category into the order that matches your hiring sequence. This order is the sequence candidates move through in the applications overview.
  </Step>

  <Step title="Edit an existing phase">
    To rename a phase or update its retention period, click the **three-dot menu** (⋯) to the right of the phase and make your changes.
  </Step>

  <Step title="Remove a phase">
    A phase can only be deleted when it contains no applications. Move all candidates out first, then delete via the three-dot menu.
  </Step>
</Steps>

<Warning>
  Deleting a phase is irreversible. Before removing a phase, make sure every candidate assigned to it has been moved to a suitable alternative phase, so no applications disappear from the overview.
</Warning>

## Moving Candidates Between Phases

Once your phases are configured, you can move any candidate forward or backward in the pipeline directly from the application detail view.

<Tabs>
  <Tab title="From the Application Detail View">
    Open an application and use the phase selector at the top of the detail panel. Click the current phase name, choose the new phase from the dropdown, and the change is saved instantly.
  </Tab>

  <Tab title="From the Applications List">
    In the applications overview, click the status value in an application's table row and choose the new phase from the dropdown menu. This is the fastest option when you're updating several candidates directly from the overview.
  </Tab>
</Tabs>

<Tip>
  Keeping phases up to date in real time means your team always has an accurate view of the pipeline, especially valuable when several recruiters are working on the same job posting at once.
</Tip>

## Best Practices for Phase Design

<Accordion title="Keep the number of phases manageable">
  More phases means more precision, but also more overhead. A pipeline with 5–7 clearly named stages is usually easier to maintain than one with 12 micro-stages. Start simple and add phases only when a real handoff or decision point exists between them.
</Accordion>

<Accordion title="Align phase names with your team's language">
  Use the same terminology your hiring managers and interviewers use day-to-day. If everyone calls it a "technical screen" rather than "Stage 2", name the phase accordingly, this reduces confusion and makes status communication easier.
</Accordion>

<Accordion title="Create a clear end state for rejected candidates">
  Make sure you have at least one phase that represents a closed or rejected outcome. This keeps your active pipeline clean and makes conversion-rate reporting significantly more accurate.
</Accordion>

<Accordion title="Set appropriate data retention periods">
  Each phase has a configurable retention period that determines how long candidate data is kept after the last activity. Set shorter retention periods for early-stage rejections and longer periods for finalists or hires, in line with your data protection policy.
</Accordion>

## Syncing with Your ATS

If your workspace is connected to an ATS, hires and rejections are pulled automatically from the ATS into PastaHR, provided your ATS supports it. Contact [support@pastahr.com](mailto:support@pastahr.com) to find out if this is possible for your ATS.

<Note>
  This sync runs in one direction only, from the ATS to PastaHR. The status you set in PastaHR has no effect on the status in the ATS.
</Note>