--- title: Autopilot: Pipeline and Outreach Automations slug: autopilot-pipeline-and-outreach-automations description: Track replied candidates on the Pipeline board and configure how Pin answers questions, schedules meetings, and follows up. icon: โœˆ๏ธ docTags: createdAt: 2026-09-22T20:08:59.516Z --- # Managing replies with Pipeline and Outreach Automations When a candidate replies to your outreach, **Autopilot** adds them to your job's **Pipeline**, where you can track every conversation from first reply to hire. With **Outreach Automations** turned on, **Autopilot** can also handle the back-and-forth for you: answering candidate questions, coordinating interview times, nudging candidates who go quiet, and archiving those who aren't interested. This guide covers how the Pipeline board works, how to configure Outreach Automations for your whole team or a single job, and how **Autopilot** keeps you in the loop through Slack. ## How it works 1. A candidate replies to your outreach sequence and lands in the job's **Pipeline**. 2. **Autopilot** reads the reply and moves the candidate through stages as the conversation progresses (for example, from **Replied** to **Qualifying**). 3. Depending on your Outreach Automations settings, **Autopilot** replies on your behalf, sends a scheduling link, or books a meeting directly on your calendar. 4. If a candidate asks something **Autopilot** can't answer from what it has on file, **Autopilot** asks you (for example, via Slack) instead of guessing. ## The Pipeline board Open a job and select **Pipeline** from the left sidebar. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/oKQEMu_sJGpZG7dHwpXMT_pipeline-board-9-2026.png) Candidates are organized into columns by stage: | Stage | What it means | | ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Replied** | The candidate has responded to your outreach. | | **Qualifying** | **Autopilot** (or your team) is confirming interest, fit, and availability. | | **Interviewing** | A meeting is being arranged or has taken place. Cards are grouped into **Not scheduled**, upcoming meeting dates, and **Interviewed**. | | **Archived** | The candidate is no longer active, e.g., not interested, declined, or rejected. This column only shows candidates archived from the Pipeline; click **View all archived** to see every archived candidate on the job. | | **Hired** | The candidate has been hired. | ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/e9M3C7T-K13UUxEJ6psFI_02-pipeline-hired-column.png) ### Reading a candidate card Each card gives you the state of the conversation at a glance: - **โœฆ Latest activity summary** (purple text): a one-line summary of the most recent step, such as *"Sent available times for screening call"* or *"Declined โ€” staying at current company."* - **๐Ÿ’ฌ Open item** (grey text): something still pending, such as *"offered three times next week"* or *"asked manager about Friday."* - **Meeting time**: for scheduled candidates, the date and time of the meeting plus a countdown (for example, *Sep 28 ยท 4pm โ€” in 6 days*). - **Status reason**: for archived candidates, why they were archived (e.g., *Not Interested*, *Preferred Another Candidate*). ### Moving candidates manually Drag a card to any column to change its stage. Use this when you want to override where **Autopilot** has placed a candidate. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/BlEGI_wzYTfEnOL2Hu0d9_04-drag-card-between-stages.png) ### Filtering the board - **All Pipeline / My Pipeline**: view every candidate on the job, or only the candidates assigned to you. - **Entire Team**: filter by team member. - **Last Activity**: change the sort order. - **Filter**: narrow the board further. :::hint{type="info"} If **My Pipeline** is empty, no replied candidates are assigned to you yet. Switch to **All Pipeline** to see the whole team's candidates. ::: # Seeing what Autopilot did in the Inbox Click any candidate to open their conversation in the **Inbox**. Alongside the email thread, **Autopilot** logs key events so you can see exactly what happened and when: - **Candidate responded to outreach sequence** - **\[Candidate] moved to \[Stage]** - Replies **Autopilot** wrote and sent for you are marked **Sent by agent** ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/8RLCNT8OF-m43Zc9Ekg68_03-inbox-agent-reply.png) You can step in at any time using **Write message**, **Comment**, or **Schedule meeting** at the bottom of the thread. # Setting up Outreach Automations Outreach Automations can be set at two levels: - **Team-wide defaults**: apply to every job in your organization. - **Per-job overrides**: replace the team defaults for a single job. ### Set team-wide defaults 1. Click your name in the bottom-left corner and select **Settings**. 2. Under **Global Preferences**, select **Outreach Automations**. 3. Configure the options described below. Changes apply to all jobs that don't have their own override. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/WDREDHbQuZNnMI2qbiLCR_08-global-outreach-automations.png) The top of this page shows how many positions currently override the team defaults. Click it to see which jobs. ### Override settings for a single job 1. Open the job and go to **Outreach โ†’ Edit Sequence**. 2. Select **Outreach Automations**. 3. Turn on **Override team's global settings**. 4. Configure the options below. These apply to this job only. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/ezyvejhiGoXiPRKZYsAOr_05-job-outreach-automations.png) :::hint{type="info"} Use **Go to team settings** at the top of the page to jump to the team-wide defaults. ::: # Outreach Automations options ### Answering candidate questions **Answer candidate questions**: controls what **Autopilot** does when a candidate asks a question it's confident it can answer. For example: - **Answer Automatically**: **Autopilot** replies to the candidate on your behalf. - **Create drafts**: **Autopilot** writes a reply for you to review before it's sent. :::hint{type="info"} **Note: **Drafts are the default. Answering candidate questions starts on Create drafts, and there's no off option. ::: **Autopilot will ask you if it doesn't know the answer**: choose how **Autopilot** reaches you when it can't answer a question from what it has on file (for example, **Ask me via Slack**). **Knowledge base**: **Autopilot** stores what it learns about the position and company so it can give better answers over time. Click **Knowledge Base** to review it or see [Knowledge Base below](https://docs.pin.com/autopilot-pipeline-and-outreach-automations#knowledge-base) for what to add. ### Scheduling meetings **Schedule a meeting if candidate qualifies**: choose how **Autopilot** handles scheduling once a candidate is qualified: | Option | What **Autopilot** does | | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------- | | **Do not schedule** | **Autopilot** does not coordinate meetings. You schedule manually. | | **Send Scheduling Link** | **Autopilot** sends the candidate the link you enter in the **Scheduling Link** field (e.g., a Cal.com, Calendly link, etc.). | | **Schedule Meeting** | **Autopilot** coordinates times with the candidate directly and books the meeting on your connected calendar. | ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/t03PFjDTNU2edmoRAoP21_06-schedule-meeting-options.png) When **Schedule Meeting** is selected, you'll also see: - **Connect calendar to find free time**: **Autopilot** checks your calendar to avoid double-booking. This must show **Connected**. - **Schedule time window**: the days and hours **Autopilot** can offer. Toggle each day on or off and drag to set the time range. - **Event duration**: the default meeting length, in minutes. - **Event attendees**: additional email addresses to include on the meeting invite (for example, a hiring manager). - **Dates to skip scheduling**: days **Autopilot** won't offer, such as holidays. Click **Manage Pause Dates** to edit them. See [How to set up custom and U.S. holidays](https://docs.pin.com/calendar-preferences). ### Follow-ups and archiving ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/jGlTHfC0pEFQk0cMRj7kf_07-automation-rules-reply-speed.png) - **Archive "Not Interested" candidates**: if a candidate says they're not interested, **Autopilot** archives them automatically. - **Nudge unresponsive interested candidates**: if an interested candidate stops replying, **Autopilot** sends a reminder after the number of days you set. - **Archive unresponsive candidates**: **Autopilot** auto-archives candidates who haven't replied after the number of days you set. ### Reply speed **Reply speed**: controls how quickly **Autopilot** responds. - **Natural pace**: **Autopilot** waits a few minutes before replying, like a person would. - Near-instant replies go out within seconds. # Staying in the loop with Slack If you've set **Autopilot** to ask you via Slack, **Autopilot** uses its Slack app to keep you informed. (The Slack integration must first be installed by a Pin admin under **Settings โ†’ Slack Integration**.) **Status updates**: **Autopilot** sends a direct message when it takes a scheduling step, such as offering times or booking an interview. Most of these are heads-ups only; reply only if you want to change something. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/1vjtai7YsHgWIzvWlD806_10-slack-scheduling-update.png) **Open questions**: when a candidate asks something **Autopilot** can't answer from what it has on file, the question appears under **Open questions** on the **Autopilot** app's **Home** tab in Slack. Answer it in the DM thread, and **Autopilot** will follow up with the candidate. ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/M88XwELcEj3nAx6m1s4A-_09-slack-open-questions.png) # Knowledge Base The Knowledge Base is everything Autopilot knows about a position. The more useful details you add, the more candidate questions Autopilot can answer without checking with you. To open it, go to the job, then **Outreach โ†’ Edit Sequence โ†’ Knowledge Base.** ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/Dksq6lszNdFVBY63X6md4_cleanshot-2026-09-25-at-42521-pm-2x.png) ### Add details about the position Use the text box to add anything candidates commonly ask about that isn't obvious from the job description. For example: - **Compensation and benefits:** Salary range, bonus or commission structure, equity, and perks. - **Team and reporting:** Team size, who the role reports to, and who they'll work with. - **Interview process:** Number of rounds, who's involved, and typical timeline. - **Work setup:** Location, in-office days, travel, and time zone expectations. - **Deal-breakers:** Things you can't offer, like visa sponsorship or fully remote work. Click **Save Changes** when you're done. :::hint{type="success"} **Tip: **Only add information you're comfortable sharing with candidates. Autopilot can use anything in the knowledge base in its replies. ::: ### Allow learning With **Allow learning** on, Autopilot adds new facts to the knowledge base based on your replies. For example, if you answer a candidate's question about parental leave, Autopilot can use that answer the next time someone asks. Turn it off if you'd rather control every detail in the knowledge base yourself. ### Hiring company's Knowledge Base Details that apply to every role at a company, like office locations, hybrid policy, or company background, belong in the hiring company's knowledge base instead. Add them once and Autopilot uses them for every position at that company. Click **Hiring Company** to open it, or go to **Settings โ†’ Hiring For** and select the company. :::hint{type="info"} **Note:** Recruiting on behalf of a client who wants to stay confidential? In **Settings โ†’ Hiring For**, turn on **Hide details** to keep the company name out of your emails and outreach. ::: # FAQ **Why is my Pipeline empty?** Candidates only appear in the Pipeline after they reply to outreach. If you're viewing **My Pipeline**, switch to **All Pipeline** to see candidates assigned to other team members. **Autopilot placed a candidate in the wrong stage. Can I fix it?** Yes. Drag the card to the correct column. **I want to review Autopilot's replies before they're sent.** Set **Answer candidate questions** to **Create drafts**. **Can one job use different settings from the rest of my team?** Yes. Open the job, go to **Outreach โ†’ Edit Sequence โ†’ Outreach Automations**, and turn on **Override team's global settings**. **Autopilot isn't booking meetings.** Check that **Schedule a meeting if candidate qualifies** is set to **Schedule Meeting**, your calendar shows **Connected**, and your **Schedule time window** has at least one day turned on. Also check **Dates to skip scheduling** for paused dates. **Autopilot keeps asking me questions it should know.** Add the missing details to your company information under **Settings โ†’ Hiring For**, and review the job's **Knowledge Base**. **Can I customize the Pipeline?** Not at this time. **Will Autopilot move a candidate to Hired?** Yes, it recognizes signals like a candidate accepting an offer. It's also worth noting that if you drag a card manually, Autopilot keeps updating the stage as the conversation continues. **Can I move a candidate I didn't outreach directly to replied or interviewed stage without sending an outreach?** There's no 'direct' way to do this, but you can pause the outreach, add the candidate to outreach, then open up their profile and move them to the desired stage: ![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/M-ZiClI88G0HuuYObc0ZQ_screenshot-2026-10-15-at-80354-pm.png)