Candidates

Candidates are organized into sections that make it easier to review submitted information, manage the hiring process, communicate with candidates, and record internal activity.

Candidate information is collected from the application form connected to the job posting.

To view all candidates, go to:

Careers → Candidates

To open an individual candidate:

  1. Go to Careers → Candidates.
  2. Find the candidate using the search and filter controls.
  3. Select the candidate’s name.

Candidate List

The Candidates screen provides an overview of active candidates.

The list includes information such as:

  • Candidate Name
  • Candidate For
  • Company
  • Current review stage
  • Assigned reviewers
  • Highlighted status
  • Screening score
  • Available actions

Use the filters above the list to narrow candidates by job, company, review stage, reviewer, location, or other available criteria.

Use the candidate-name search to find a specific person.

Candidate Hiring Stage

The Candidate Hiring Stage shows where each candidate currently sits in your hiring process.

The stage appears in the Candidates list, making it easy to review candidate progress without opening every record. You can also filter the list to show candidates assigned to a specific stage.

Available stages are configured under:

Careers → Settings → Taxonomy → Candidate Stages

Update a candidate’s stage

  1. Go to Careers → Candidates.
  2. Select the candidate’s name.
  3. Find Candidate Review Stage under Reviewer Tools.
  4. Choose the appropriate stage.
  5. Select Save Changes.

Your stages may include:

  • Needs Review
  • Reviewing
  • Contacted
  • Interview Scheduled
  • Interviewed
  • Evaluation
  • Offer Sent
  • Offer Accepted
  • Hired
  • Rejected

The available options depend on your configured Candidate Stages.

Candidate stages are also used by:

  • Candidate and Talent Pool filters
  • Dashboard queue summaries
  • Job candidate-count columns
  • Reporting
  • Candidate automations
  • Screening-question auto-move settings

Keeping stages current helps your hiring team quickly identify which candidates need attention and provides more accurate dashboard and reporting information.

Application Summary

The Application Summary identifies the application and position connected to the candidate.

It may include:

  • Date Submitted: The date the application was received.
  • Candidate For: The job the candidate applied for.
  • Location Applying For: The selected location when the job accepts applications for multiple locations.

Candidate Details

The Candidate Details section contains the candidate’s primary contact information.

Depending on the application form, this may include:

  • First Name
  • Middle Name
  • Last Name
  • Phone Number
  • Email Address
  • LinkedIn Profile
  • Other custom contact fields

Review the email address carefully before sending candidate communications.

Email previews can be generated without a valid recipient address, but a valid email address is required before an email can be sent.

Address Information

The Address Information section displays the candidate’s submitted address.

Depending on the application form, this may include:

  • Street Address
  • City
  • State, Province, or Region
  • Postal Code or ZIP
  • Country

Answered Questions

The Answered Questions section displays the candidate’s responses to the screening questions connected to the job.

It may also display:

  • The candidate’s screening score
  • The assigned fit label
  • Knockout-question results
  • Question-specific scores
  • Automated review-stage activity
  • Confirmation: Confirms that the candidate declared the submitted information to be correct.
  • LinkedIn: The candidate’s LinkedIn profile url if provided.

The fit label is determined by the Fit Ranges configured for the job.

Uploaded Documents

The Uploaded Documents section displays files submitted with the application.

Files may include:

  • Résumé
  • Cover Letter
  • Portfolio
  • Certificates
  • Additional documents collected through custom upload fields

Select an available document to open or download it.

Reviewer Tools

Reviewer Tools are used to manage the candidate after their application has been submitted.

These tools allow your team to:

  • Assign reviewers
  • Highlight candidates
  • Update candidate review stages
  • Add internal notes
  • Request references
  • Schedule interviews
  • Send evaluations
  • Send offers
  • Send hired or rejection messages
  • Talent Pool
  • Blacklist candidates
  • Review candidate activity

Assign Reviewers

Use Assign Reviewer(s) to select one or more users responsible for reviewing the candidate.

When a reviewer is added, they can receive an email notifying them that they have been assigned.

When a reviewer is removed, they can receive a removal notification.

Assigned reviewers may also receive update emails when important candidate activity occurs, including:

  • Review-stage changes
  • New notes
  • Reference updates
  • Interview scheduling updates
  • Candidate responses
  • Offer decisions

Highlight Candidate

Use Highlight Candidate to mark a candidate who needs additional attention.

Highlighting can be useful for:

  • Strong candidates
  • Priority follow-ups
  • Candidates awaiting a decision
  • Candidates the team wants to keep visible

Highlighted candidates are visually identified in the Candidates list.

Candidate Review Stage

Use Candidate Review Stage to track where the candidate is in your hiring process.

The available stages are configured under:

Careers → Settings → Categories & Tags → Candidate Stages

Candidate stages may be used in:

  • Candidate and Talent Pool filters
  • Dashboard queue summaries
  • Job candidate-count columns
  • Reporting
  • Candidate automations
  • Screening-question auto-move settings

To update a candidate’s stage:

  1. Open the candidate.
  2. Find Candidate Review Stage under Reviewer Tools.
  3. Select the appropriate stage.
  4. Save the candidate.

The stage list depends on your configured workflow. Example stages include:

  • Needs Review
  • Reviewing
  • Contacted
  • Interview Scheduled
  • Interviewed
  • Evaluation
  • Offer Sent
  • Offer Accepted
  • Offer Declined
  • Hired
  • Rejected

Notes

Use Notes to add private internal information about the candidate.

Notes are only visible inside the candidate review area. They can be used for:

  • Reviewer feedback
  • Interview notes
  • Concerns
  • Follow-up reminders
  • Hiring recommendations
  • Internal decisions

To add a note:

  1. Select Add New Note.
  2. Enter a title.
  3. Enter the note content.
  4. Save the note.

The Notes table displays:

  • Status
  • Title
  • Author
  • Date
  • Actions

New notes appear as New until they are opened. After being viewed, they are marked as Read.

Notes can be viewed or deleted from the Actions column.

Reference Questionnaire

Use Reference Questionnaire to request feedback from one or more candidate references.

To create a request:

  1. Select Add Reference.
  2. Enter the reference’s first name.
  3. Enter the reference’s last name.
  4. Enter a valid email address.
  5. Add up to 10 questions.
  6. Review the request using the preview controls.
  7. Select Send Email.

Question 1 is required. Questions 2 through 10 are optional.

When the request is sent, the reference receives an email containing a private questionnaire link.

Reference links expire after 90 days. If the reference has not responded, Kraken Careers can send a reminder after three days.

Preview Email

Select Preview Email to review the email before sending it.

The preview includes:

  • The resolved email subject
  • Reference details
  • Candidate and job information
  • Company information
  • The configured email template
  • The questionnaire link

The link displayed in the preview is for demonstration. A unique secure link is generated when the request is sent.

Preview Candidate View

Select Preview Candidate View to see the questionnaire page the reference opens from the email.

The preview includes:

  • Questions 1 through 10
  • Response fields
  • Questionnaire instructions
  • The submission control

The website header and footer are not included in the preview.

Preview forms are sandboxed and cannot be submitted.

Reference Statuses

The Reference Questionnaire table displays:

  • Status
  • Reference Name
  • Author
  • Date
  • Actions

Reference statuses include:

  • Sent
  • Answered
  • Expired

When a reference completes the questionnaire, their responses are saved to the candidate record. Assigned reviewers can also receive an email notification.

Candidate Communication

Use Candidate Communication to choose the type of message or workflow you want to send.

Available communication types include:

  • Schedule Interviews
  • Evaluations
  • Offers
  • Hired
  • Rejection

Selecting a communication type reveals its corresponding tool.

Each communication type has a history table displaying:

  • Status
  • Subject
  • Author
  • Date
  • Actions

Depending on the communication, Actions may include:

  • View
  • Reply
  • Delete

Communication Preview Options

Every email-sending communication modal includes two preview controls.

Preview Email

Preview Email displays the email that will be delivered to the recipient.

It shows:

  • The resolved subject
  • The configured email template
  • Email branding
  • Candidate placeholders
  • Job placeholders
  • Company placeholders
  • Links and action buttons

Preview Candidate View

Preview Candidate View displays the secure page the recipient sees after selecting the link in the email.

The candidate preview:

  • Uses the current unsent form values
  • Does not include the website header or footer
  • Displays only the candidate-facing content
  • Is sandboxed to prevent accidental submissions

Return to the message

After reviewing either preview:

  1. Select Back to Message.
  2. Update the communication if needed.
  3. Preview it again or send the email.

Opening a preview does not save the communication, change its status, or send an email.

Understanding the Message Field

The Message field generally contains the content displayed on the secure page opened from the email link.

For candidate communications, the message only appears directly inside the email when the configured email template contains:

{{communication_message}}

Instructions beneath each Message field explain where the content will appear.

For interview scheduling, the Message is displayed on the secure interview page and is not automatically included in the notification email.

Schedule Interviews

Choose Schedule Interviews to send potential interview dates to a candidate.

To create an interview request:

  1. Choose Schedule Interviews from Candidate Communication.
  2. Select Add Interview.
  3. Enter Potential Interview Date 1.
  4. Optionally enter Potential Interview Date 2.
  5. Review the subject.
  6. Enter a message for the secure interview page.
  7. Add attachments if needed.
  8. Preview the email and candidate page.
  9. Select Send Email.

Potential Interview Date 1 is required. Potential Interview Date 2 is optional.

Interview Email Preview

Select Preview Email to review:

  • The interview subject
  • The configured interview email template
  • Candidate and job placeholders
  • The secure interview link

Interview Candidate View

Select Preview Candidate View to review:

  • The message entered for the candidate
  • Potential Interview Date 1
  • Potential Interview Date 2
  • Interview-selection controls
  • The optional candidate message field

After the email is sent, the candidate can select an interview date using their private link.

Interview links expire after 90 days. If the candidate has not responded, Kraken Careers can send a reminder after three days.

Interview Statuses

Interview statuses include:

  • Sent
  • Read
  • Answered
  • Expired

When the candidate responds, their selected date and optional message are saved to the candidate record.

Assigned reviewers can also receive an email notification.

Interview Replies

To reply to an interview communication:

  1. Find the communication in the Interview table.
  2. Select Reply.
  3. Review or update the reply subject.
  4. Enter the reply message.
  5. Add attachments if needed.
  6. Select Preview Email to review the notification.
  7. Select Preview Candidate View to review the secure reply page.
  8. Select Send Reply.

Evaluations

Choose Evaluations to send questions for the candidate to answer.

To create an evaluation:

  1. Choose Evaluations from Candidate Communication.
  2. Select Add Evaluation.
  3. Review or update the subject.
  4. Enter a message.
  5. Add attachments if needed.
  6. Enter up to five questions.
  7. Preview the email and evaluation page.
  8. Select Send Email.

Evaluation Email Preview

Select Preview Email to review:

  • The evaluation subject
  • The configured evaluation email template
  • Candidate, job, and company placeholders
  • The secure evaluation link

Evaluation Candidate View

Select Preview Candidate View to review:

  • The evaluation message
  • Questions 1 through 5
  • Answer fields for completed questions
  • The optional candidate message field
  • The evaluation submission control

Use Candidate View to verify that the questions are clear and appear in the intended order.

Evaluation links expire after 30 days.

When the candidate submits the evaluation, their answers and optional message are saved to the candidate record.

Offers

Choose Offers to send an offer to a candidate.

To create an offer:

  1. Choose Offers from Candidate Communication.
  2. Select Add Offer.
  3. Review or update the subject.
  4. Enter the offer message.
  5. Add attachments if needed.
  6. Preview the email and offer page.
  7. Select Send Email.

Offer Email Preview

Select Preview Email to review:

  • The offer subject
  • The configured offer template
  • Candidate, job, and company placeholders
  • The offer message when included by the template
  • Accept Offer and Reject Offer actions

Offer Candidate View

Select Preview Candidate View to review:

  • The complete offer message
  • Accept Offer and Reject Offer controls
  • The optional candidate message field

Preview controls cannot accept or reject an offer.

After the email is sent, the candidate receives functional decision controls through their private link.

Offer links expire after 30 days or after the candidate responds.

Offer statuses can indicate whether the offer was:

  • Sent
  • Read
  • Accepted
  • Rejected
  • Expired

Hired Messages

Choose Hired to send a hired message to the candidate.

To create a hired message:

  1. Choose Hired from Candidate Communication.
  2. Select Add Hired Message.
  3. Review or update the subject.
  4. Enter the message.
  5. Add attachments if needed.
  6. Preview the email and secure candidate page.
  7. Select Send Email.

Hired Email Preview

Select Preview Email to review:

  • The hired-message subject
  • The configured hired email template
  • Candidate, job, and company placeholders
  • The secure message link

Hired Candidate View

Select Preview Candidate View to review:

  • The complete hired message
  • The candidate response field
  • The response submission control

After the email is sent, the candidate can open the private link, read the message, and submit an optional response.

The link expires after 30 days or after the candidate responds.

Rejection Messages

Choose Rejection to send a rejection message to the candidate.

To create a rejection message:

  1. Choose Rejection from Candidate Communication.
  2. Select Add Rejection Message.
  3. Review or update the subject.
  4. Enter the message.
  5. Add attachments if needed.
  6. Preview the email and secure candidate page.
  7. Select Send Email.

Rejection Email Preview

Select Preview Email to review:

  • The rejection subject
  • The configured rejection email template
  • Candidate, job, and company placeholders
  • The secure message link

Rejection Candidate View

Select Preview Candidate View to review:

  • The complete rejection message
  • The candidate response field
  • The response submission control

After the email is sent, the candidate can open the private link, read the message, and submit an optional response.

The link expires after 30 days or after the candidate responds.

Candidate Communication Replies

You can reply to an existing evaluation, offer, hired, rejection, or interview communication.

To send a reply:

  1. Find the communication in its history table.
  2. Select Reply.
  3. Review or update the reply subject.
  4. Enter the reply message.
  5. Add attachments if needed.
  6. Select Preview Email to review the reply notification.
  7. Select Preview Candidate View to review the secure reply page.
  8. Select Send Reply.

Previewing a reply does not save or send it.

Add to Talent Pool

Use Add to Talent Pool to move the candidate into the Talent Pool.

The Talent Pool can be used for:

  • Future opportunities
  • Candidates who are not part of the active hiring process
  • Candidates who may be suitable for another role

To move a candidate:

  1. Enable Add to Talent Pool.
  2. Save the candidate.

The candidate will move from Careers → Candidates to Careers → Talent Pool.

Blacklist This Candidate

Use Blacklist This Candidate to prevent future applications from the candidate’s email address from being processed.

When a candidate is blacklisted:

  • Their email address is added to the blacklist.
  • Future applications using that address are not saved.
  • Notification emails are not processed for the blocked submission.
  • The candidate is not notified that they are blacklisted.

Only use this option when future applications from the candidate should be blocked.

Save Candidate Changes

After updating reviewer assignments, stages, highlighting, archive status, or blacklist status, select Save Changes.

Communication modals save and send their records separately. You do not need to save the entire candidate before sending a communication unless you have also changed other candidate fields.

Change Log

The Change Log records important candidate activity automatically.

Logged activity may include:

  • Reviewer assignments
  • Reviewer removals
  • Candidate-stage changes
  • Highlight changes
  • Archive changes
  • Notes
  • Reference requests and responses
  • Interview scheduling updates
  • Candidate communications
  • Offer decisions
  • Candidate responses

Use the Change Log to review the history of actions taken by your hiring team.