The problem
Refine UI's Notion workspace had no defined hiring pipeline and an unused dashboard. Candidates were getting lost between stages, with no shared source of truth for where any one of them stood.
The team relied on emails and side conversations rather than a centralized system, which meant status lived in people's heads and inboxes, not in the workspace built to hold it.
The solution
A rebuilt recruitment system with a defined pipeline, a real candidate database, and a dashboard designed to actually get opened.
- Six-stage pipeline: Applied → Screening → Interview → Assessment → Offer → Hired/Rejected
- Candidate database with notes, interview feedback, linked roles, and full status history
- Redesigned dashboard showing only actionable metrics: open roles, active pipeline count, candidates per stage, time-to-hire trends
- System designed for rapid updates: under 30 seconds to log a candidate change
Honestly our old setup was a mess. We had a dashboard sitting there but nobody actually opened it, and candidates just fell through the cracks. Now I check it every morning. Time-to-hire dropped 40%, which we weren't even expecting.Mischell Miljevic, Founder, Refine UI