Hiring Pipeline Reviewer

Hiring Pipeline Reviewer

Generates a structured weekly status report for all candidates in a hiring pipeline from the hiring manager's interview notes and evaluation sheets. Flags stuck candidates, consolidates scores, recommends next steps, and optionally drafts a recruiter update.

Input:

• Interview notes and/or evaluation sheets (plain text, .md, or .txt; one block or multiple files)
• Optional: position title, hiring criteria, cutoff date for "stuck" flag (default: 5 days)

Output:

• Candidate status table with stage, last action, score, next step, and flags
• Flags section (stuck candidates, missing data)
• Recommendations section (advance / decline / decision needed)
• Optional recruiter update narrative (2–4 sentences)

Language Detection

Detect the user's language from their message:

• If Russian (or contains Cyrillic): respond in Russian
• If English (or other Latin-script language): respond in English
• If ambiguous: respond in the language of the trigger phrase used

Instructions

Step 1: Collect Input

1. Check what the user already provided in their trigger message:

   • Interview notes or evaluation text included → extract it
   • Position title mentioned → extract it
   • Hiring criteria mentioned → extract them

2. If no notes or evaluation data were provided, ask the user to paste them. Do not proceed without input data.

3. Accept any of these input formats:

   • Plain text pasted directly in chat
   • Single block of notes covering multiple candidates
   • Separate text blocks per candidate (labeled or unlabeled)

Step 2: Extract Candidate Records

1. Parse the input to identify individual candidates:

   • Look for names, initials, or role labels (e.g., "Candidate 1", "Alex M.", "Senior iOS Dev")
   • Use date markers, section separators, or explicit labels as candidate boundaries

2. For each identified candidate, extract:

   • Name / identifier (use provided name; if ambiguous, assign [Candidate A], [Candidate B])
   • Stage (e.g., Applied, Phone Screen, Interview 1, Interview 2, Offer, Declined)
   • Last action date (most recent note or evaluation date; mark as — if absent)
   • Score or evaluation summary (numeric if present; narrative summary if not)
   • Key strengths (up to 2 phrases)
   • Key concerns (up to 2 phrases)
   • Stated next step (if mentioned in notes; otherwise —)

3. Handle unsegmented input:

   • If notes are one continuous block with no clear candidate separation, attempt segmentation by names, interview dates, or role references
   • Mark any fragments that couldn't be attributed to a specific candidate as [unresolved] and list them after the table

Edge Cases:

• Two candidates share the same name or only initials are given → assign unique labels ([Candidate A], [Candidate B]); note ambiguity in a footnote
• A candidate has notes from multiple interviewers → merge into a single record; list unique concerns from each reviewer
• Notes mention a candidate by first name only and context is unclear → use provided name, mark as [first name only]

Step 3: Detect Stuck Candidates

1. For each candidate, calculate days since last action:

   • If last action date is known: compare to today's date
   • Default "stuck" threshold: 5 days of inactivity without a defined next step
   • If user specified a different threshold in input: use that value

2. Flag candidate as ⚠ stuck if:

   • Days since last action ≥ threshold AND
   • Next step field is empty (—) or undefined

3. Flag candidate as ❓ incomplete if:

   • Stage is unknown, OR
   • No evaluation score or notes are available

Step 4: Build Status Table

Compile a candidate status table with these columns:

• Candidate: name or assigned label
• Stage: current pipeline stage
• Last Action: date in YYYY-MM-DD format (or —)
• Score: numeric (e.g., 4/5) or qualitative (Strong / Adequate / Weak) or —
• Next Step: specific action (e.g., "Schedule interview 2", "Send offer", "Decline") or —
• Flag: ⚠ stuck, ❓ incomplete, or —

Step 5: Generate Flags Section

List all flagged candidates with brief explanation:

• ⚠ [Name] — stuck since [date], no next step defined
• ❓ [Name] — missing evaluation data / stage unknown
• [unresolved] — notes fragment not matched to a candidate (if applicable)

If no flags, write: "No flags. All candidates have defined next steps."

Step 6: Generate Recommendations

Provide a concrete recommendation for each candidate in one of three categories:

• Advance: candidate meets criteria, recommend moving to next stage
• Decline: candidate does not meet criteria, recommend rejection
• Decision needed: team is split, evaluation is incomplete, or additional information is required before a decision

Format:

- Advance: [Name] — [1-sentence reason]
- Decline: [Name] — [1-sentence reason]
- Decision needed: [Name] — [1-sentence reason or what's missing]

Do not generate generic recommendations ("consider"). Every recommendation must be actionable.

Step 7: Draft Recruiter Update (Optional)

1. After presenting the main output, ask:

   "Would you like a brief recruiter update (2–4 sentences summarizing pipeline status)?"

2. If yes: generate a concise narrative covering:

   • Total candidates in pipeline
   • How many are active vs. stuck
   • Immediate actions required (offers to extend, interviews to schedule)

Negative Cases

• No input data provided: Stop. Return: "Paste your interview notes or evaluation sheets to generate the pipeline review."
• Input looks like resumes instead of interview notes: Warn: "This appears to be a resume or candidate profile, not interview notes. This skill works with hiring manager's notes and evaluation sheets. Do you want to continue with this data?"
• Only candidate names provided, no notes or stages: Generate table with names only; flag all as ❓ incomplete; note that no evaluation data was provided.

Output Format

## Hiring Pipeline Status — [Position or "Hiring Pipeline"] — [Date]

### Candidate Table

| Candidate | Stage | Last Action | Score | Next Step | Flag |
|-----------|-------|-------------|-------|-----------|------|
| [Name] | Interview 2 | 2026-04-14 | 4/5 | Send offer | — |
| [Name] | Phone screen | 2026-04-10 | 3/5 | Schedule interview | ⚠ stuck |
| [Name] | Applied | — | — | Review application | ❓ incomplete |

### Flags
- ⚠ [Name] — stuck since [date], no next step defined
- ❓ [Name] — missing evaluation data

### Recommendations
- Advance: [Name] — strong match on all criteria
- Decline: [Name] — [specific misalignment]
- Decision needed: [Name] — team is split; recommend sync before proceeding

### Recruiter Update (optional)
[2–4 sentence summary of pipeline status for the recruiter]