The Applicant Overview page shows every applicant for a vacancy in their pipeline stage. A pipeline stage is a step in your hiring process, such as New Applicant or Interview. You can add, accept and reject applicants, invite them to interviews and move them between stages. When you accept an applicant, the New Employee Wizard opens so you can create their employee record.
You need permission to manage applicants in the Applicant Tracking System (ATS).
Open the Applicant Overview page
You can open the Applicant Overview page for any vacancy:
Click Access Button
, then click ATS.
Click the Vacancies tab, then select the vacancy.
đ¤ Tip: You can set default pipeline stages or change their order. For more information, see edit pipeline stages.
Add an applicant
You can add an applicant to the vacancy yourself from the Applicant Overview page:
Click Add New in the New Applicant stage, then enter the applicant's details.
Open an applicant's record
An applicant's record holds their details, answers, scores and files. You can open it from the Applicant Overview page:
Click the stage the applicant is in.
Click the applicant's name.
The record has these tabs:
Tab | What it shows |
Personal | The applicant's personal details. The date of birth and gender fields aren't part of the application. |
Questions | The applicant's answers to the questions you set when you created the vacancy, and where they found the advert. |
Scorecards | Your hiring leads' answers to the scorecard questions you set when you created the vacancy. You can also give a score here. |
Pipeline | Every stage the applicant has been through, and when. You can also email colleagues about interviews, with a calendar invite attached. |
Comments | Comments about the applicant. You can add your own. |
Files | Cover letters, curriculum vitae (CV) documents, application forms, documents your colleagues added and emails you sent the applicant from PeopleHR. |
Job | Search terms in the Skills field, the recruitment cost and the date you last contacted the applicant. |
Use the record buttons
The buttons at the top of the record let you act on the applicant:
Button | What it does |
Email Applicant | Emails the applicant with one of your templates, such as an interview invitation or an offer. |
Email Team | Emails your colleagues, for example to ask their opinion on the applicant. |
Reject | Moves the applicant to the Rejected stage. You can send a rejection email or skip it. |
Move Stages | Moves the applicant to another stage in your pipeline. The Rejected stage isn't in this list. |
Move/Copy | Moves or copies the applicant to another vacancy. |
Reject an applicant without sending an email
When you click Reject, PeopleHR asks you to select a rejection email template. You can skip the template if you don't want to email the applicant:
Click Reject at the top of the applicant's record.
Click Skip in the Add Template window.
Select a rejection reason, then click Next.
PeopleHR moves the applicant to the Rejected stage without emailing them.
đ¤ Tip: To send a rejection email instead, select a template in the Add Template window, then click Next.
Manage applicants in bulk
You can act on several applicants at once with bulk actions:
Reject applicants.
Move applicants to another stage or to the Talent Pool.
Sift through applicants.
Download CVs.
Email applicants.
To use bulk actions, click a pipeline stage to expand it, then click Bulk Actions. For the steps for each action, see bulk actions.
Allow duplicate applications
Unless you allow duplicate applications, an applicant can't apply for the same vacancy twice with the same email address. To allow duplicates:
Click Access Button
Click Settings, then click the Vacancies tab.
Click Application, then select Allow duplicate applications.
Select how you want to receive duplicate alerts: by name, by email address or both.
đ¤ Tip: When an applicant has duplicates, a link appears at the top of their record. Click it to see each duplicate's name, email address, vacancy, vacancy status, applicant status and application date.