👤 For anyone running recruiting and selection in Pipefy
🔐 Available on all plans
🎯 For anyone who just cloned the Recruiting and Selection template and needs to get it ready to receive candidates
Hiring over email and spreadsheets means résumés lost in the inbox, candidates left without a reply, and no view of who is at which stage. When several openings run at once, nobody knows where each person stopped.
By the end of this article, you will have the Recruiting and Selection pipe configured for your process, with the AI agents reading résumés and the flow ready to operate with real candidates.
Template: Recruitment and selection 90% faster
📖 What you will do here:
What you have in your hands now
When you clone the template, you receive an entire hiring process already built. You do not build from scratch, you adapt it to your context.
The pipe comes with seven phases in this order: Résumé Reading, Fit Analysis, Diversity and Cultural Fit, Diversity and Fit Analysis, Résumé Screening, Move to R&S, and Do Not Proceed. The last two are final phases, where the card closes.
Three of these phases already carry an embedded AI agent: Résumé Reading, Fit Analysis, and Diversity and Fit Analysis. They do the heavy lifting of reading and classifying each candidate, and you will activate them further on.
The start form also comes ready. It asks for full name, email, phone, LinkedIn profile, a confirmation that the candidate has a résumé, and the résumé attachment itself. Each candidate enters the process through this form and becomes a card.
The cloned pipe arrives with the "(Copy 1)" suffix in its name. Rename it to your role or team before sharing, so the team does not confuse it with the original.
Configure it for your process
Here is the step by step to make the template match your process. Order matters: configure the entry first, then each phase, and the agents last.
1. Adjust the start form
Open the Start form tab. The contact fields are ready. What you need to review:
The "Do you have a résumé?" field is a Radio Select and controls entry. Keep the option that triggers the required résumé attachment, because it is the attachment that triggers automatic reading later.
Check that the résumé attachment field is set as required. Without an attached résumé, the reading agent has nothing to read.
2. Configure the Résumé Reading phase
This is the first work phase and the richest in AI-filled fields. It already carries the Résumé Reading Agent, which extracts and organizes the data from the attached résumé. In practice, the agent does the reading that used to be manual: instead of opening each résumé and transcribing data, you get the card already with structured information. This is the step that changes the scale of the process: résumé screening goes from around 80 hours of manual work to minutes with the AI Agents reading and classifying the résumés.
The fields the agent fills on its own, of the Long Text type: Professional Experience, Education, Courses and Certifications, Languages, Skills and Tools, Profile Summary, and Attention Signals.
- If you are unsure which field type to use when adapting, see Field types available in Pipefy. You type nothing into them, the agent writes based on the résumé.
There are also classification fields the agent fills: Main Area and Estimated Level, both Dropdown Select, plus City and State. Review the Dropdown options for Main Area and Estimated Level to match the areas and seniorities your company hires for.
The Total Professional Experience field is calculated by the agent from the experience periods. Leave it as is.
There is an important decision point in this phase: the "Was any relevant information missing, requiring the candidate to be contacted?" field, a Radio Select with Yes and No. When the answer is Yes, it signals that you should reach out to the candidate for the missing data, a manual step by the recruiter. It is the mechanism that avoids rejecting someone over an incomplete résumé.
The reading agent only fires when a résumé is inserted in the form's attachment field. If the candidate enters without an attachment, the AI fields arrive empty. That is why the attachment must be required at entry.
3. Configure the Fit Analysis phase
This phase compares the candidate against the role. It already carries the Fit Analysis Agent, which does the matching. The gain here is in screening: the agent scores each candidate's compatibility, so you enter the decision with the approved ones already highlighted instead of comparing résumé by résumé by hand.
The fields the agent fills: Compatibility Score (Numeric, 0 to 100), Classification by Area and Classification by Seniority (Dropdown Select), plus the fields for red flag detection, soft skills, and competencies (Long Text).
The agent also validates the candidate's location and availability, and evaluates salary expectation against the role's budget. The Classify Budget field is a Radio Select with three states: Within, Above, and Below. This is where you quickly see whether the candidate fits the budget.
The Automated Elimination Rules apply cutoff filters, such as missing prerequisites or not accepting the role's conditions. Review the elimination criteria to reflect your role's real requirements.
4. Configure the Diversity and Cultural Fit phase
This phase is different from the others: it sends a form for the candidate to answer. It is a responsible phase, not an agent phase.
The content comes ready, with an opening message to the candidate and the diversity and cultural fit questions. The message is sent by an email automation already configured in this phase, using a ready-made email template in the pipe's Email tab (the "Candidate] Diversity and Cultural Fit Survey"). Review its text and sender for your company's tone before using it.
To understand how this kind of trigger works, see [How to send automatic emails when a card changes phase. The questions cover identification with diversity groups, disability, gender, minority belonging, plus open questions about work style and values.
The email template ships with a test address in the CC field. Remove that CC before using it, so you do not send candidate data to an unintended recipient.
Review the opening text for your company's tone, but keep the notice that responses are optional, confidential, and do not affect the application. That notice is what makes the collection ethical.
5. Configure the Diversity and Fit Analysis phase
Here the Diversity and Cultural Fit Analysis Agent reads the answers the candidate gave in the previous phase and generates the profile reading.
The fields filled by the agent: Cultural Analysis, Perceived Soft Skills, Work Style, Diversity Perception, and Cultural Profile Summary (Long Text). There is also the Overall Cultural Alignment Classification, a Radio Select with High alignment, Intermediate, and Misalignment, and the Final Recommendation for HR, a Dropdown Select.
There is nothing to type in this phase. The work is the agent's. What you do is read the recommendation and decide.
6. Configure the Résumé Screening phase
This is a manual decision phase. It carries a simple instruction: apply a filter, switch to list view, and use the "bulk move" feature to send the approved candidates at once to the next stage.
There is no AI field here. It is the moment when you, with all the data the agents already filled, decide who proceeds. The heavy lifting of reading and classifying happened before it reached you: your decision is fast because it happens over already-organized candidates, not over a pile of raw résumés. The decision that would take around 10 days in a manual flow now happens within minutes of the résumé arriving. Your decision role remains what defines the hire; the difference is that it now happens inside a process that runs in minutes, not days.
7. Review the final phases
Move to R&S and Do Not Proceed are the two exits of the process, both marked as final phases. Confirm that each candidate's outcome lands in the right phase. An approved candidate closes in Move to R&S, a rejected one in Do Not Proceed.
Before opening the role, adjust who has access. By default, the cloned pipe is open to the whole organization (anyone can view and join as a member) and comes with only you as Admin. Because recruiting handles résumés, which are sensitive data, it is worth restricting the privacy and adding only the team involved in the process, defining who views and edits each card.
- To get the roles right without granting too much access or blocking people who need to work, see Roles and access in Pipefy.
Phase colors follow a responsibility logic: agent phases have one color, the responsible phase another. Keep this pattern when renaming, it helps the team read the flow at a glance.
The automations that come switched on
The template arrives with seven automations already configured. You do not need to create them, just understand what each one does so you do not turn anything off by mistake.
- When a card is created, the Résumé Reading Agent is triggered to read the attachment.
- When a card is created and the answer to "do you have a résumé" is No, the card is moved automatically.
- When a field is updated, the Fit Analysis Agent is triggered.
- When the card enters the Fit Analysis phase, a card field is updated.
- When the card enters the diversity phase, an email template is sent to the candidate with the survey.
- When the card enters the diversity analysis phase, the Diversity and Cultural Fit Analysis Agent is triggered.
- When the comfort-to-express-authentically field is filled, the card is moved.
Put it to run
Before opening the role for real, test with a sample candidate.
Create a card through the start form, attaching a real test résumé. Watch whether the Résumé Reading Agent fills the first phase fields. Move the card through the phases and confirm that the Fit Analysis Agent generates the compatibility score and that the diversity form is sent. Check that the two final phases close the card correctly.
If any AI field arrives empty, open that phase's agent automation and check that the trigger points to the right field, starting with the résumé attachment at entry.
Before opening the role, confirm that you:
- Renamed the pipe removing the "(Copy 1)" suffix
- Set the résumé attachment as required in the start form
- Reviewed the Main Area and Estimated Level options for your context
- Adjusted the Elimination Rules criteria for the role's requirements
- Reviewed the diversity form text keeping the confidentiality notice
- Tested the flow with a sample candidate end to end
- Added the recruiting team and defined who views and edits each card
- Confirmed the three AI agents fill the fields when the card moves
