Table of Contents
What is stage mapping?
Stage mapping is the process of grouping the interview stages across all of your requisitions in your ATS to a holistic set of milestones that are reflected in Gem, and to a set of universal benchmark stages. This enables you to view comparative pipeline metrics holistically across requisitions (even if interview stages differ between departments or jobs), and against other companies (in particular peer companies in the same industry. Read more on Peer Benchmarks here). This will show up in pipeline metrics reporting.
Stage mapping is required for Pipeline Analytics, as well as the Consolidated view in Talent Pipeline.
Requirements
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You must be a Gem Admin to set this up for your team. If you are not an Admin, contact us at support@gem.com and we will let you know who your Admin is so they can give you access.
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You have already worked with your Gem Customer Success Manager or Solutions Consultant to enable this feature and integrate your ATS with Gem:
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Greenhouse teams: You've created a Harvest API key for Gem, you have set up Gem Webhooks in Greenhouse, and a Gem team member has synced your Greenhouse data with Gem.
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Lever teams: You've integrated Lever with Gem for your team and have performed a full data sync.
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Other ATSes: Our Gem Customer Success team will provide setup guidance for teams on Workday or SmartRecruiters once you've gained access to features that require stage mapping.
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Planning
The actual procedure of mapping your ATS interview stages within Gem is straightforward, but due to the various ways teams may use or have their interview stages organized in their ATS’s, we strongly recommend taking the time to think about how you would like to group them together before setting them up in Gem. If you need to discuss with other team members, it can be helpful to create a spreadsheet with columns that outline how you would like your interview stages to be organized, relative to Gem’s stages.
Terminology
There are 3 supported stage types in Gem:
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Team-specific interview stages - your team’s unique interview stages from your ATS, across all of your requisitions.
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Gem pipeline stages - your team’s consolidated interview stages that allow you to compare pipeline metrics across all requisitions within your organization.
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Benchmark stages / categorization - Gem’s six universal stage categories that allow you to compare pipeline metrics to those of other companies, across all Gem teams.
In the example below, universal benchmark stages are in purple, Gem stages are in blue, and Team-specific Interview stages are in green.
Setup
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Verify that you meet the requirements listed above. Initially, your team will need assistance from Gem to get set up, but afterwards the stage mapping process is self-serve.
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If you do not have access to our Pipeline Analytics or Talent Pipeline features yet, contact your Gem Customer Success Manager or Solutions Consultant when you are ready. If you are not sure who they are, reach out to support@gem.com for assistance with getting access.
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Go to your Team Settings page and navigate to your ATS settings.
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Under “Pipeline stage mapping”, click “Edit stage mapping”.
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On the left side of the setup window, add the Gem Pipeline stages that you wish to use.
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Once you’ve set your Gem Pipeline stages, drag and drop your unmapped Team-specific interview stages to add them to the appropriate group.
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Move Gem Pipeline stage groups into one of six Benchmark categories:
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Pre-application (does not apply to Greenhouse)
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Application created (pre-mapped for Greenhouse only)
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Pre-onsite
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Onsite
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Offer (pre-mapped)
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Hired (pre-mapped)
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Skip any stages you do not need to track by selecting “Skip”.
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On your Settings page, verify that your Team-specific interview stages are listed under the correct Gem Pipeline stage, and under the correct Benchmark categories.
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Click “Save & Review”.
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Finally, “Sync mapped stages”
FAQs & Best Practices
How does Gem determine what stage a candidate should be in?
Stage movement in Gem is based on both the stage that a candidate is set to in your ATS as well as activity within that stage. Moving a candidate into a stage in your ATS alone is not enough to progress them through the pipeline in Gem. There needs to be activity that has occurred within the stage, specifically a filled out scorecard, a scheduled interview (if your report’s date range includes the date of the interview), or an offer getting created.
How long does it take for Gem to reflect any stage mapping changes that I’ve made?
It will depend on the size of your ATS database, but syncing your changes will typically take about 20-30 minutes to complete. Please note this will cause temporary downtime for your team with Pipeline Analytics and Talent Pipeline (Consolidated view) until the sync completes. You will be sent an email once it finishes.
What is the difference between a Default Stage and a Custom Stage?
Default stages are not customizable as they will be included, by default, in all pipelines (ex. App Created and Offer). Custom stages are ones that you can create yourself.
What stages should I skip?
App Review, Offer, and Hired don’t need to be mapped because those are always included by default. You only need to map stages that you’d like to see passthrough rates or activity for. For example, teams might not map “reference checks” in some instances since they don’t need to see stage movement for it.
Why don’t I need to map Default stages?
Gem automatically grabs Default stage details from your ATS.
Why are some stages required?
Some stages, like Offer and Hired, are required as they are default stages from your ATS.
What if I have an Assessment stage that may come before or after another stage, depending on the team or department?
Ideally, you’ll want to bucket those interview stages together so that the Gem milestone stages are universal for all your roles. However, if you need this level of granularity, contact your Gem Customer Success Manager about options for creating multiple pipeline stage mappings.
What happens if I add or remove a stage in the future?
All historical passthrough rate and activity data will update to reflect your new stage mapping.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.