Understanding the RMS Pipelines and Stages
In this article, we'll break down the 2 pipelines that come with your AgentBase account. We'll focus on each pipeline's objective and, specifically, on each of the stages within it.
TABLE OF CONTENTS
RMS Pipeline Overview
The RMS Pipeline visually represents your contacts' journey through the workflow. As every contact is an opportunity for a "new hire," contacts are referred to as "opportunities" in the pipeline setting. The RMS Pipeline is designed to streamline your interactions and manage your contacts' progression efficiently. Here's a breakdown of the RMS Pipeline stages to help you understand how to track and manage your contacts effectively.
New Contact Stage
When a new contact is added to the Step 1, initial Outreach workflow, they'll appear as opportunities within the RMS Pipeline under the New Contact stage. Here's what you need to know:
Visibility: Simply clicking the contact card will give you a summary of the contact’s information and load an action menu.
Interaction: Clicking on the name on the contact card, however, takes you directly to the conversation with that specific contact.
Automation: When you add your contacts to the Step 1. Initial Outreach workflow they will automatically appear in the 'New Contact' stage.
Engaged Stage
Contacts move to the Engaged stage based on their interaction with the emails & texts sent in Step 1. Initial Outreach Workflow. That means that AgentBase is listening behind the scenes for the following 3 events to see if a contact is "engaged" or not...basically weeding out warm bodies from cold ones! The 3 events AgentBase "listens" for with the workflow are:
A contact opens the initial email the RMS workflow sends.
A contact replies to one of the texts the RMS workflow sends.
A contact replies to one of the emails the RMS workflow sends.
Once these activities occur, the system automatically updates its pipeline stage to Engaged.
Applied (Transfer Out) Stage
This stage keeps track of everyone who has completed the objective of our RMS Workflows, which is to apply for your position! Once an RMS contact applies via your branded application page, they'll be automatically moved into the 'Applied (Transfer Out)' stage. But that's not all! We also create a new opportunity for that candidate in your Application Submitted Pipeline so you can start tracking the next stage of their journey.
Transition: Post-application, their journey is tracked in the Application Submitted Pipeline.
Management: You'll oversee the candidate's progression in the Application Submitted Pipeline from this point forward.
Application Submitted Pipeline Overview
This pipeline aims to keep track of your engagement with all the new and interested candidates you have (job applicants). It is a manual pipeline, meaning you must physically drag candidates from one pipeline stage to the next to reflect where they are in your process. It has 4 stages and is designed to help you keep track of who you've contacted and who you've scheduled for whatever the next stage is in your hiring or recruitment process may be!
New Application Stage
Once a contact applies for a job, they'll automatically appear in your Application Submitted Pipeline under the New Application stage. As mentioned before, unlike the initial RMS Pipeline, to move a contact from one stage to the next requires manual intervention.
Subsequent Stages (Manual - Drag and Drop)
❓No Response: Manually move candidates here if you've contacted them, but they haven't responded to your attempt.
? Contacted: Manually move candidates to this stage if they've been reached out to and you've spoken to them but they haven't been scheduled for whatever the next step in your hiring or recruitment process is.
✅ Scheduled: Manually move candidates to this stage once you've scheduled the candidate for whatever the next step in your hiring or recruitment process is.
Open vs. Abandoned Opportunities
Maintaining an orderly pipeline is essential for effective pipeline management. As candidates drop out of your recruitment process or become inactive, it's important to mark them as such to ensure that you can filter them out of your pipeline view.
This will allow you to filter between all of your active candidates, abandoned candidates, or simply all of them. Based on pipeline activity, opportunities are automatically labeled as 'Open' or 'Abandoned.' If a candidate sits in the same stage for 7 consecutive days in either pipeline, they will automatically be marked as abandoned. However, if they change stages via automation or you manually update their stage, it will reset their 7-day timer in that new stage.
Open:
When added to the pipeline, contacts are initially marked as 'Open'. (See example image below)
Abandoned:
If a contact stays in any stage for more than 7 days without action, they're automatically marked as 'Abandoned'. (See example image below)
**Reminder** If an 'Abandoned' change stages (via automation or by you manually updating them), it will reset their 7-day timer in the new stage
By understanding these stages and how the RMS pipeline functions, you can effectively manage your candidates and ensure a smooth process from initial contact to the scheduled stage. Keep your pipeline clean and your opportunities fresh for optimal results.