WF-1.5 Recruiting Pipeline Data Capture

Version 1.0 | 2026-06-19 | Owner: Roger Thompson Value Driver: VD1 (Talent Pipeline) Status: Active — addresses the capture gap found in investigation CD-0148. Audience: Recruiter / BC.

The recruiting dashboard (Applicant Pipeline, Recruiting Funnel) only reflects what the recruiter records. If the funnel looks empty, it’s because the capture steps below weren’t done — not because there are no applicants. CD-0148 found exactly this: the Applicants calendar wasn’t being triaged and the Onboarding Gate Tracker gate columns were blank, so applicant_pipeline and recruiting_funnel_daily had nothing to populate from.

Check capture coverage first. Open the Recruiting Capture Health panel (recruiting_capture_health, on the HR Lifecycle dashboard). It reports coverage as CAPTURE GAP / LOW CAPTURE / OK. Anything other than OK means the steps below need attention.

1. Triage each applicant in the Applicants calendar

Lights up interviews. Do this for every new applicant.

Each new applicant is auto-added to the Applicants Google Calendar as an ALL-DAY event. For every one, do exactly one of:

• Scheduling an interview → change the event to a TIMED slot (give it a start time). The nightly sync records it as a scheduled interview.
• Discarding → delete / cancel the event. The applicant shows “discarded at initial review.”
• Leaving it all-day = “not triaged yet” — counts against triage coverage.

2. Record gate outcomes in the Onboarding Gate Tracker

Lights up pass / fail / hire. Do this for every applicant who has progressed.

Open the Onboarding Gate Tracker sheet (tab “Tracker”). For each applicant who has progressed, fill the gate columns using only the dropdown values below:

• Empty = “pending.”
• Out-of-range values reject the row — use only the dropdown values above.
• Hires flow automatically from the HR / Gusto feed; you do not record them here.

3. Add a referral or walk-in applicant

More technical — only when an applicant did not come through RouteElite.

RouteElite is the only automated intake. Add referral / walk-in applicants by hand so they appear in the funnel and the “Application source mix” chart:

1. Add a row to the manual applicants CSV (raw/manual_applicants/) with these columns:

   Column	Notes
   full_name
   source	Must be referral or walk_in (walk-in / walkin accepted)
   phone
   email
   applied_date	YYYY-MM-DD; blank defaults to today
   referred_by
   notes

2. The nightly ingest picks it up; they appear in the pipeline with their source set and in the funnel’s referral / walk-in counts.

Verify

Open the Recruiting Capture Health panel (recruiting_capture_health). When capture_status = OK, data is flowing. CAPTURE GAP / LOW CAPTURE means steps 1–2 need attention.