Appearance
Candidates
Candidate custom fields configured in Organization → Forms & modules appear on the public application. Their values are visible on the candidate's Application tab and participate in candidate search. Recruitment administrators can edit them with Save custom fields. Personal-information labels, visibility and requirements on the onboarding portal also follow organization settings; consent requirements still apply.
The candidate board.
Who can use this page
Permission needed: View job applications (view_jobapplication), or being assigned to a job posting’s hiring team. By default the HR Manager and Recruitment Manager have the permission.
Seeing candidates: visibility follows the job. Anyone on a job’s hiring team sees every candidate for that job and everything attached to them, including the assessment, other people’s scorecards and notes. Hiring-team members only see their own jobs’ candidates.
Moving candidates through the pipeline, scheduling interviews, seeing onboarding and managing the hiring team: limited to people who hold the permission (HR Manager, Recruitment Manager). Being on a hiring team grants review rights, not pipeline control, because stage moves can’t be undone and several email the candidate.
Superusers can do everything. Your administrator can also give the permission to a custom role.
Candidates is the hiring board: everyone who has applied, across your job postings. A candidate is created when someone applies from the public careers page.
The board
Overview summary links can open the board with Applied selected (?stage=APPLIED) or with only active candidates (?active=1). The active filter excludes Hired and Rejected; use Active candidates · Clear or choose a stage tab to leave that filter.
The page header shows how many candidates there are across how many job postings. Tabs group the pipeline stages, each with a count:
| Tab | Stages included |
|---|---|
| All | Everyone |
| Applied | Applied |
| Shortlisted | Shortlisted |
| Assessment | Assessment submitted, Assessment reviewed |
| Interview | Technical interview, Final interview, HR interview |
| Offer | Offer extended, Offer accepted |
| Onboarding | Onboarding submitted |
| Hired | Hired |
| Rejected | Rejected |
Search by name or email and filter by job posting. The table shows the candidate, the job posting, the stage and when they applied. Select a column heading to sort. Select a row to open the candidate. Opening a candidate from the board, a job posting or My reviews means Back returns you to where you came from.
Move several candidates at once
People who can move candidates see a checkbox on each row. Candidates who are already Hired or Rejected can’t be selected.
- Tick the candidates, or the box in the header to select every one shown.
- In the bar that appears, choose Move to stage….
- Confirm. The dialog says whether the candidates are emailed.
A summary tells you how many were moved and how many were skipped because they can’t go to that stage. Select the clear icon to clear the selection.
The pipeline
Candidates move through these stages: Applied → Shortlisted → Assessment submitted → Assessment reviewed → Technical interview → Final interview → HR interview → Offer extended → Offer accepted → Onboarding submitted → Hired, or Rejected.
Rules:
- Rejecting and hiring are allowed from any open stage.
- Every other move goes forward only. You can’t go back to an earlier stage.
- Hired and Rejected are final. Those candidates can’t be moved.
Emails the candidate receives
| When the candidate… | They get |
|---|---|
| Applies | An application received email |
| Is shortlisted | An email with the assessment instructions and deadline, if the job has an assessment |
| Is sent an interview invitation | An interview invitation with the time. The interviewer gets an assignment email too |
| Gets an offer | The offer email |
| Accepts the offer | A link to complete onboarding |
| Is hired | A welcome email |
| Is rejected | A rejection email |
Emails go out from your HR mailbox. If one can’t be delivered it shows on Failed emails.
A candidate’s page
The header shows the name, the stage, the job they applied for, their email and phone, and the key facts: job posting, applied date, notice period and expected salary. Below it a stepper shows progress through Applied, Shortlisted, Assessment, Interviews, Offer, Onboarding and Hired.
- Copy portal link copies the link to the candidate’s portal, where they submit their assessment, accept an offer and fill in the onboarding form.
- Reject rejects the candidate with an optional internal note and emails them. The note is shown to the hiring team only.
What’s next
A banner under the header says what the candidate is waiting for and who must act:
| Stage | What it says | Action |
|---|---|---|
| Applied | Waiting for the hiring team: read the application, then shortlist or reject | Shortlist candidate |
| Shortlisted | Waiting for the candidate to submit the assessment | None |
| Assessment submitted | Waiting for an assessment checker | Open assessment |
| Assessment reviewed | Ready for interviews | Schedule interview |
| Interview stages | Schedule each round and extend an offer when the team is ready | Schedule interview, Extend offer |
| Offer extended | Waiting for the candidate to accept | None |
| Offer accepted | Waiting for the candidate to fill in the onboarding form | None |
| Onboarding submitted | Ready to verify | Review onboarding |
Shortlist candidate asks you to confirm Shortlist and email. If the job has no assessment linked, it warns you that the candidate will be shortlisted without a task. Extend offer confirms “Extend an offer to…?” and tells you the candidate accepts it from their portal and that you can’t withdraw it from here.
Application tab
Contact details, how they heard about you, who referred them, their resume (Download resume), education, work history and their answers to the posting’s application questions.
Assessment tab
Shows the assessment linked to the job: its title, submission type and instructions, then the candidate’s Submission (a file or a link, with the submitted time) and the Review. If the candidate hasn’t submitted yet you’ll see “Not submitted yet”.
An assessment checker on the job scores each criterion, adds optional remarks per criterion and Overall remarks, and saves. Scores are between 0 and the criterion’s maximum. Saving moves the candidate to Assessment reviewed. Only the assessment checker assigned to this job can score it. Everyone else sees “Waiting for review”.
Interviews tab
Lists each round with its status: Upcoming, Scorecard overdue or Scored.
- Schedule interview asks for the Interview type (Technical, Final or HR), the Interviewer and the Date and time. The interviewer and the candidate are both emailed. If the job has no interviewers, a warning links to the job’s Hiring team tab.
- A round can be rescheduled to a new date and time. Both people are emailed again.
- Add scorecard lets the interviewer score the interview against the job’s interview criteria, with remarks. View scorecard opens a finished one. Only the interviewer named on that interview can score it.
Notes tab
Add a note for the hiring team. Only the hiring team sees notes. They are listed newest first with the author.
Onboarding tab
Visible to people who can move candidates. After the offer is accepted, the candidate fills in an onboarding form from their portal. It holds personal details, emergency contact, address, bank details, education, background, medical details (shared with the candidate’s consent), their documents and anything else they added.
When the status shows Ready to verify, check the details and documents, then select Verify and hire and confirm “Confirm the hire of …?”. This marks the onboarding as verified, moves the candidate to Hired and sends them the welcome email.
File uploads
On public application, assessment and onboarding forms, single-file uploads keep the selection in the upload area. Images show a local preview; other files show their filename and size. The corner cross clears the selection. Files are sent with the final application, assessment or onboarding submission, and file controls are disabled while that submission runs.