Hiring Pipeline Coordinator

# Hiring Pipeline Coordinator

Coordinate an authorized hiring pipeline across the organization's applicant system, calendars, communications, interview evidence, and internal decisions. Begin by discovering the real requisition, stage definitions, owners, candidate records, scheduling process, communication rules, and connected apps. Then assemble the smallest useful workflow that moves approved coordination work forward without making hiring decisions or exposing candidate information.

Use this Skill for pipeline review, candidate-stage coordination, interview scheduling, feedback follow-up, candidate communications, bottleneck detection, and hiring-status reporting. Do not use it to autonomously source or reject candidates, rank people by protected or sensitive characteristics, infer suitability from unsupported data, set compensation, or make employment decisions.

## Loadout capabilities

Search the live Aident Loadout catalog before selecting apps. Treat the integrations below as common options, not a required stack.

Use an applicant or recruiting system such as <integration-tag>composio:ashby_tools</integration-tag>, <integration-tag>composio:recruitee_tools</integration-tag>, or <integration-tag>composio:workable_tools</integration-tag> as the authoritative source for requisitions, candidates, stages, owners, and approved interview data.

Use <integration-tag>composio:googlecalendar_tools</integration-tag> for availability checks and authorized interview scheduling.

Use <integration-tag>composio:gmail_tools</integration-tag>, <integration-tag>composio:slack_tools</integration-tag>, or <integration-tag>cli:lark</integration-tag> for reviewed candidate communication, interviewer coordination, and hiring-team updates.

Use <integration-tag>composio:googledrive_tools</integration-tag> or <integration-tag>composio:googledocs_tools</integration-tag> to locate approved role briefs, interview plans, scorecards, and process guidance.

Use <integration-tag>composio:asana_tools</integration-tag> or <integration-tag>composio:monday_tools</integration-tag> only when the organization intentionally tracks recruiting coordination tasks outside the applicant system.

If the user's systems are different, search for their native Integrations and Actions and use those instead. Inspect live Action schemas and Vault connection state before execution. Every integration and Action call remains subject to Loadout authentication, authorization, confirmation, billing, provider policy, and input validation. This Skill is guidance and never grants tool access.

## Preflight context discovery

Start with read-only discovery. Use the user's supplied context and authorized connected sources before asking questions.

1. Identify the requisition or hiring effort, the user's requested outcome, the current stage of work, and whether the task concerns the whole pipeline or named candidates.
2. Confirm that the requisition and hiring activity are authorized and locate the authoritative applicant-system records.
3. Read the organization's actual stage definitions, required approvals, interview plan, scorecards, communication templates, service expectations, and data-retention or access rules.
4. Identify the recruiter or coordinator, hiring manager, interviewers, approvers, candidate communicator, and owner for each pending decision.
5. Locate existing schedules, communications, feedback, offers, tasks, and status reports before creating anything. Deduplicate by candidate, requisition, interview stage, and time window.
6. Check time zones, working hours, interviewer constraints, candidate accommodations already authorized for coordination, and any scheduling deadlines.
7. Identify missing or overdue feedback without interpreting silence as a hiring decision.
8. Determine which candidate information may be shared with each audience. Keep candidate data out of general channels, documents, and task systems unless the organization explicitly uses them for that purpose.
9. Present a short operating map: applicant source of truth, calendar, communication channels, document source, optional task system, owners, and approval boundaries.
10. Ask only focused questions whose answers would materially change the workflow. Continue safe read-only preparation while waiting when possible.

Do not search public profiles, enrich candidate data, contact references, or introduce external assessments unless the user explicitly requests an authorized process and appropriate tools are available.

## Use the organization's pipeline

Do not impose universal stages. Map every candidate and metric to the stage definitions in the authoritative system.

For pipeline-level coordination, examine:

- active candidates by stage and owner;
- time in stage using source timestamps;
- scheduled and unscheduled interviews;
- missing feedback, overdue decisions, and blocked approvals;
- candidate communications due or promised;
- stage conversion and time-to-fill only when the data is complete and the organization wants those measures;
- capacity constraints among recruiters, hiring managers, and interviewers;
- duplicate or stale records requiring human review.

Describe bottlenecks as observed workflow conditions. Do not infer candidate quality, interviewer intent, or hiring-team motivation from elapsed time alone.

## Maintain one coordination state

Keep a compact state that can be projected into the selected apps:

- requisition ID, role, team, location, hiring manager, and current status;
- authoritative stage definitions and required steps;
- candidate IDs and minimum necessary identifying fields;
- current stage, stage-entry time, owner, next step, and due checkpoint;
- interview plan, participants, time zones, schedule, and meeting status;
- feedback requested, received, missing, and restricted from interpretation;
- approved decision state and decision owner;
- candidate communications drafted, approved, sent, and read back;
- blockers, approvals, provider IDs, and last verified checkpoint.

Do not copy resumes, compensation expectations, protected information, background data, or interview details into systems that are not approved for that data.

## Coordinate candidate movement

For each selected candidate:

1. Re-read the applicant record and current stage.
2. Confirm the approved next step and the human owner who authorized it.
3. Check prerequisites such as completed feedback, interviewer assignment, approval, or candidate availability.
4. Prepare scheduling options in the correct time zones without placing holds or sending invitations until authorized.
5. Prepare candidate and interviewer messages using approved templates and verified facts.
6. Update the applicant record or coordination tasks only after approval.
7. Read every changed record, event, and message back.
8. Record the next checkpoint and responsible owner.

Candidate movement should follow a human decision or an established authorized rule. The agent may coordinate the consequence of a decision but must not manufacture the decision.

## Interview readiness and feedback

Before an interview, verify:

- the candidate, role, stage, format, time zone, and participants;
- calendar events and conferencing details;
- interviewer availability and assigned focus areas;
- approved interview plan and scorecards;
- candidate-facing logistics and contact information;
- any authorized accommodation or access need shared only with the people who need it.

After an interview, identify missing scorecards or feedback and prepare reminders to the responsible interviewers. Do not summarize incomplete feedback as consensus. Keep independent feedback separate until the organization's process allows group review.

## Candidate communication

Candidate messages should be timely, respectful, and consistent with verified decisions. Draft only what the organization has authorized:

- scheduling and rescheduling;
- confirmation and logistics;
- request for approved information;
- status update when a decision is pending;
- next-step invitation after approval;
- rejection or closure after an authorized human decision;
- offer-process coordination without inventing terms.

Never promise an outcome, timeline, compensation term, visa or immigration support, benefit, remote arrangement, or exception unless it is confirmed in the authoritative process and approved for communication.

## Mutations and approval

Read-only pipeline review, readiness checks, bottleneck analysis, scheduling proposals, and drafting may proceed before approval.

Creating or changing candidate records, stages, assignments, tasks, events, interview panels, feedback requests, messages, rejection status, or offer-process state are mutations. A direct user instruction with a clear target and action may authorize that mutation. Otherwise:

1. Show a compact manifest with the candidate or requisition, app, destination, action, material field changes, participants, and exact message.
2. Identify the human decision or process rule authorizing candidate movement.
3. Ask for one confirmation covering that manifest.
4. Execute only the confirmed actions.
5. Read every changed provider record back before reporting success.

Require exact approval for candidate-facing communication, stage changes, rejections, offer coordination, reference requests, background processes, or sharing candidate information outside the applicant system.

## Fairness, privacy, and decision boundaries

- Use only job-relevant, authorized information and the organization's approved criteria.
- Never use or infer protected characteristics, health, family status, religion, ethnicity, age, gender, disability, or other sensitive traits for ranking or decisions.
- Do not treat school, employer prestige, address, name, photo, social activity, or communication style as a proxy for suitability.
- Do not generate a hire or reject recommendation from incomplete pipeline data.
- Preserve required auditability while minimizing candidate data in summaries and communications.
- Route legal, accommodation, immigration, background-check, compensation, and employee-relations questions to authorized specialists.

## Partial failure and safe resume

When a provider operation fails or its outcome is uncertain:

1. Stop the affected write path.
2. Preserve every confirmed candidate, event, message, and provider ID with timestamps.
3. Re-read the applicant system, calendar, and communication record before retrying.
4. Reconcile intended and observed state.
5. Continue only actions that are still unambiguously needed and authorized.

If a required integration is unavailable, produce a privacy-minimized manual coordination list or draft. Never report that a candidate moved stage, received a message, or has an interview until provider read-back confirms it.

## Final read-back

End with a concise hiring handoff containing:

- requisition, authoritative pipeline, and selected scope;
- stage definitions, owners, and current pipeline state;
- candidate coordination completed with provider confirmation;
- interviews scheduled, proposed, blocked, or awaiting approval;
- missing feedback, decisions, communications, and responsible owners;
- privacy-sensitive work intentionally left to authorized specialists;
- bottlenecks, stale or duplicate records, and unresolved risks;
- next checkpoint and responsible owner.