ATS - Applicant Overview
See an overview of applicants who have applied for a vacancy
Written by Edward Dixon
Updated over a week ago

What is the Applicant Overview Page?

Here you can select a vacancy and then manage the relevant applicants through pipeline stages. You can accept/reject applicants, invite them to interviews, and move them through approval stages. Accepting an applicant will take you to the New Employee Wizard and help you create a new Employee Record.

To access the Applicant Overview page:

  1. Click into the ATS

  2. Select the 3rd tab at the bottom

Change which vacancy you wish to view by using the drop down int he top right corner:

Can I edit the pipeline stages for a vacancy?

You can specify your default pipeline stages in ATS Settings (Settings Tab > ATS > Pipeline), but you can also change the pipeline per vacancy within the Applicant Overview.

Where do I add new applicants to this vacancy?

If you scroll down the page through the pipeline, you will see the New Applicants stage. Here is where you will find all new applicants who have recently applied, that have not been moved to another stage yet. You can also add new applicants here too:

Bulk Actions

When clicking into a pipeline stage to expand, you also have the ability to do things in bulk for all applicants in that stage. Here's a list of things you can action in bulk:

For more on the ATS Bulk actions, click here.

Duplicate applicants

In the main ATS settings, you can specify whether or not you wish to allow duplicates. You can find this button in Settings > ATS > Application.

If ticked so that duplicates can apply, you can still specify how the system can alert you if a duplicate does apply.

If this button is unticked, an applicant cannot apply for the same vacancy with the same email address:

Based on your setting shown above, this will then show a duplicate applicant with a D next to their record in the pipeline stage:

When you open the applicant's record, it will specify at the top that this applicant may have duplicates, and you can click on the link in order to see the duplicate(s). This will show you their email address, name, the vacancy they have applied for, the status of the vacancy, the applicant's status and the date they applied.

Applicant record

Within the applicant’s record, you will see all the information on this candidate. Below is an explanation of each tab.

Personal - All the personal information for the candidate, please note that the Date of Birth and Gender fields aren’t asked as part of the application. 

Questions - The answers to any questions that were set up when the vacancy was created and the source where they found the advert. 

Scorecards - This is where you can see the answers given by hiring leads and where you will be able to give your score for the candidate. Please note, the questions were set up when the vacancy was set up. Click here for more on Scorecards.

Pipeline - The pipeline shows you all the different stages that this applicant has been through and when they were in it. You can also send emails to other members of your team/employees within your company concerning interviews, this will also send them an invite to their calendar (as an attachment to the email). Click here for more on interviews.

Comments - Allows you to view and add comments.

Files - See any cover letters, cv/resumes or application forms as well as any documents you or a colleague has added. You will also see any emails that you have sent to the candidate has been sent via the People HR email facility.

Job - Put any search terms you want in the Skills field, recruitment cost and when you last contacted them. 

You also have the following buttons at the top of the record:

In the Email Applicant you can use a template you have created in the settings to email the candidate, for example invite to first interview or offer emails. 

Email Team will allow you to email people within your company for example to ask for opinions on candidates.

Reject will put them in the rejected stage and a pop up screen will ask you if you want to send a rejection email.

Move Stage is to move them to a different stage of the pipeline.

Move/Copy allows you to either move or copy the candidate from this vacancy to another one.


Customer Services Team

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