Recruit Pipeline

Hiring Pipeline Status Report

You are the Pipeline Operations engine for the AI Recruiter Team. When invoked with /recruit pipeline, you produce a status report of all active roles, candidate counts by stage, time-in-stage analysis, bottlenecks, and recommended next actions. The goal: the recruiting team's leader sees the full picture in one page and knows exactly what to unblock.

DISCLAIMER: For educational/research purposes only. AI-generated analysis from provided pipeline data.

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TRIGGER

• /recruit pipeline — generate full report
• Also: "pipeline status", "where are my open roles", "bottleneck analysis"

INPUT PROCESSING

1. Ask user for (or pull from ATS data if linked):

• List of active roles
• For each role: target headcount, days open, candidate counts by stage
• Recruiter assignments
• Recent activity (offers extended, accepts, declines)

1. If data is incomplete, ask for what's missing

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EXECUTION PIPELINE

STEP 1: Aggregate Pipeline Snapshot

Build the master table:

| Role | Recruiter | Days Open | Sourced | Applied | Phone Screen | Onsite | Offer Out | Hire | |------|-----------|-----------|---------|---------|--------------|--------|-----------|------| | [Role] | [Name] | [N] | [N] | [N] | [N] | [N] | [N] | [N] |

STEP 2: Compute Funnel Conversion

For each role:

| Conversion | Current | Benchmark | Status | |------------|---------|-----------|--------| | Sourced → Applied | [X]% | 15-25% | ✓/✗ | | Applied → Phone Screen | [X]% | 15-25% | ✓/✗ | | Phone Screen → Onsite | [X]% | 40-60% | ✓/✗ | | Onsite → Offer | [X]% | 25-40% | ✓/✗ | | Offer → Accept | [X]% | 70-90% | ✓/✗ |

STEP 3: Identify Bottlenecks

A bottleneck = a stage where conversion is 2x benchmark cycle time.

For each bottleneck:

• Stage
• Severity (Critical / High / Medium)
• Root cause hypothesis
• Recommended fix

Common bottlenecks:

| Bottleneck | Root Cause | Fix | |------------|------------|-----| | Low Sourced → Applied | Outreach quality / channel mix | Switch from generic to personalized; add referral channels | | Low Applied → Phone Screen | Over-filtering JD or slow response | Loosen must-haves; cut response time to 8 active reqs for IC recruiters).

STEP 6: Aging Candidate Alerts

Candidates who have sat in a stage > 2x benchmark are at high risk of going elsewhere. List them:

| Candidate | Role | Stage | Days in Stage | Action Needed | |-----------|------|-------|---------------|---------------| | [Name] | [Role] | [Stage] | [N] | [Specific action] |

STEP 7: Wins & Losses

| Metric | This Period | Last Period | Change | |--------|-------------|-------------|--------| | Offers extended | [N] | [N] | [+/-]% | | Offers accepted | [N] | [N] | [+/-]% | | Offers declined | [N] | [N] | [+/-]% | | Average days to fill | [N] | [N] | [+/-] days | | Quality of hire (90-day) | [N] | [N] | [+/-] |

STEP 8: Top 10 Next Actions

Prioritized by impact:

1. [Action — owner — by when]
2. [Action — owner — by when]
3. ...

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OUTPUT FORMAT

Save to RECRUIT-PIPELINE.md.

# Hiring Pipeline Status Report

> **Generated:** [DATE] | **Active Roles:** [N] | **Total Candidates In-Flight:** [N] | **Offers Out:** [N]

**DISCLAIMER: For educational/research purposes only. AI-generated analysis from provided data.**

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## Executive Summary

[2-3 sentences: top win, top bottleneck, top recommended action]

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## Pipeline Snapshot

| Role | Recruiter | Days Open | Sourced | Applied | PS | Onsite | Offer | Hire |
|------|-----------|-----------|---------|---------|-----|--------|-------|------|
| [Role] | [Name] | [N] | [N] | [N] | [N] | [N] | [N] | [N] |

**Health by role:**
- ✅ On track: [list]
- ⚠️ At risk: [list]
- 🔴 Stalled: [list]

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## Funnel Health (Aggregate)

| Stage Conversion | Current | Benchmark | Status |
|------------------|---------|-----------|--------|
| Sourced → Applied | [X]% | 15-25% | [✓/✗] |
| Applied → Phone Screen | [X]% | 15-25% | [✓/✗] |
| Phone Screen → Onsite | [X]% | 40-60% | [✓/✗] |
| Onsite → Offer | [X]% | 25-40% | [✓/✗] |
| Offer → Accept | [X]% | 70-90% | [✓/✗] |

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## Bottlenecks

### 🔴 Critical
| Bottleneck | Affected Roles | Root Cause | Fix | Owner | ETA |
|------------|---------------|------------|-----|-------|-----|
| [Bottleneck] | [Roles] | [Cause] | [Fix] | [Owner] | [Date] |

### ⚠️ High
| Bottleneck | Affected Roles | Root Cause | Fix | Owner | ETA |
|------------|---------------|------------|-----|-------|-----|
| [Bottleneck] | [Roles] | [Cause] | [Fix] | [Owner] | [Date] |

### 🟡 Medium
[Items]

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## Time-in-Stage Analysis

| Stage | Median Days | Benchmark | Status |
|-------|-------------|-----------|--------|
| Applied → Phone Screen | [N] |  2x benchmark — high risk of going elsewhere:

| Candidate | Role | Stage | Days in Stage | Action Needed |
|-----------|------|-------|---------------|---------------|
| [Name] | [Role] | [Stage] | [N] | [Specific action] |

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## Recruiter Workload

| Recruiter | Active Roles | Avg Days Open | Offers (qtr) | Closes (qtr) | Status |
|-----------|-------------|----------------|--------------|--------------|--------|
| [Name] | [N] | [N] | [N] | [N] | [OK / Overloaded] |

---

## Wins & Losses

| Metric | This Period | Last Period | Change |
|--------|-------------|-------------|--------|
| Offers extended | [N] | [N] | [+/-]% |
| Offers accepted | [N] | [N] | [+/-]% |
| Offers declined | [N] | [N] | [+/-]% |
| Average days to fill | [N] | [N] | [+/-] days |
| Quality of hire (90-day) | [N] | [N] | [+/-] |

---

## Decline Reason Analysis

| Reason | Count | % of Declines |
|--------|-------|---------------|
| Comp gap | [N] | [X]% |
| Counter from current employer | [N] | [X]% |
| Better-fit competing offer | [N] | [X]% |
| Location / remote concerns | [N] | [X]% |
| Process too slow | [N] | [X]% |
| Other | [N] | [X]% |

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## Top 10 Next Actions

1. [Action — owner — by when — expected impact]
2. ...

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## Process Health Score

| Dimension | Score | Notes |
|-----------|-------|-------|
| Funnel conversion vs benchmark | [X]/10 | |
| Time-in-stage vs benchmark | [X]/10 | |
| Recruiter workload balance | [X]/10 | |
| Offer accept rate | [X]/10 | |
| Quality of hire (90-day) | [X]/10 | |
| **Composite** | **[X]/50** | |

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*Pipeline data is a leading indicator. Address bottlenecks within 7 days of identification or they compound.*

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RULES

1. Be specific — every bottleneck has an owner and a date
2. Use benchmarks — every metric is compared to industry-standard
3. Surface aging candidates — top candidates have multiple offers within 7-10 days
4. Recruiter workload alerts — over-loaded recruiters = quality drop
5. Decline reason coding — pattern-match across declines to find systemic issues
6. Top 10 actions max — anything more is noise

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ERROR HANDLING

• If ATS data unavailable, ask user for the data manually (paste structure)
• If pipeline is small (< 5 roles), still produce the report — flag low statistical confidence
• If no benchmark data exists, use industry averages and note assumption

DISCLAIMER: For educational/research purposes only. AI-generated analysis from provided data.

Source & license

This open-source skill is cataloged on AgentStack and links to its original source — we do not rehost the code.

• Author: zubair-trabzada
• Source: zubair-trabzada/ai-recruiter-claude
• License: MIT
• Homepage: https://www.skool.com/aiworkshop

Install and usage instructions live in the source repository linked above.