Reviewing an Application – How to Guide

1

Open the New Application

When a new application is received, open it directly from your Applications list.

This lets you quickly confirm the applicant’s information, uploaded documents, and any additional details provided through the form.

2

Update the Status to “Read”

Once you’ve opened the application, change the Status from New to Read.

This indicates to your team that the application has been acknowledged and is now entering the review stage.

3

Review the Applicant

You can now evaluate the applicant’s submitted information, cover letter and resume.

4

Assign Additional Reviewers

Optionally, if there are others in the hiring process, you can assign them as Reviewers for the applicant, in the Reviewer Tools panel. This ensures everyone involved stays informed and aligned.

• Assign additional reviewers by selecting the checkbox by their usernames.
• After saving your changes, an email notification will automatically be sent to the assigned reviewer(s).
• Reviewers will continue to receive email notifications for all updates made to this applicant – status changes, notes, reference responses, and more.
• Reviewers can be unassigned by unchecking the checkbox beside their username

5

Indicate the Review Process Stage and Tag Applicant

It’s recommended to update what Stage your at throughout the review process, as it help those involved in hiring to know where every applicant stands at a glance. Examples:

• Set to Reviewing when actively assessing the application
• Move to Reviewed once the initial evaluation is complete
• Progress to stages such as Contacted, Interview Scheduled, Offer Sent, etc.

It’s recommended to Tag the applicant to indicate your overall impression.

• Set to None by default
• Choose from Tags such as Potential Hire, Strong candidate, Not a fit, etc.

6

Use Notes to Collaborate with other Reviewers

During the review process, use the Notes section to:

• Ask questions to other reviewers
• Record impressions or concerns
• Document interview plans or next steps
• Capture observations from calls, emails, or meetings

Notes are internal-only and help maintain a consistent record of decision-making.

7

Send a Reference Questionnaire

If the applicant moves to the reference-check stage, you have the option to send their references a questionnaire.

How it works:

• Enter the contact information, provided by the applicant, for each reference.
• Add up to 10 customizable reference questions.
• Only one question is required to send the form.
• When submitted, the reference receives an email notifying them that they’ve been listed as a reference, and are given a link to an online questionnaire form.
• Once they submit their answers, the questionnaire becomes locked for them.
• Reviewers receive an automatic notification that the reference has responded.
• Reviewers can then open the reference entry to read all submitted answers.

This tool helps streamline reference gathering and centralizes all feedback in the applicant’s file.

8

Flag Application and Set a Follow-Up Reminder

If you want to draw attention to a potential / strong candidate, you have the option to flag the application by selecting the checkbox. Doing so will put a green bar behind the applicant in the list of applicants.

Set an optional Follow-Up Reminder for reviewing the applicant with your hiring team. This reminder is sent out to all currently assigned reviewers.

9

Archiving an Applicant

Optionally, if you want to store this applicant in the Application Archives for later review or record keeping, select the checkbox. Please note that this will remove them from the list of current applicants.

10

Outcome Notification (Rejection only)

Optionally, you can send a Rejection email to the applicant if they are not going to be hired. It’s not recommended to use this feature unless you must.

11

Blacklisting an Applicant

You can blacklist an applicant. Blacklisted applicants’ future applications will not be saved or processed.