Reviewing a Candidate: An HR Workflow Guide

Overview

This guide explains how to review a candidate in Kraken Careers, record your findings, arrange an interview, collect feedback, and communicate a decision.

Start with the candidate’s submitted information and the requirements of the job. Complete the reference, evaluation, and interview steps that apply to your hiring process.

To begin, go to Careers → Candidates and select the candidate’s name.

Use the links below to jump to a section:

1. Find and Open the Candidate

  1. Go to Careers → Candidates.
  2. Use the search and filter controls to find the candidate.
  3. Select their name to open the record.

You can also open a candidate from Careers → Candidate Pipeline. Use the pipeline when you want to see candidates grouped by their current hiring stage.

Before starting a new review, check the candidate’s current stage, existing notes, and communication history. Another reviewer may already have contacted them or recorded the information you need.

2. Check the Application and Contact Details

Start with Application Summary so you know which position you are reviewing the candidate for.

  • Date Submitted: Check when the application was received.
  • Candidate For: Confirm the job connected to this application.
  • Location Applying For: Check the recorded job location, where provided.

Open the relevant job and keep its requirements available while you review. Check the duties, required qualifications, education, experience, location, hours, and wage.

Check Candidate Details

Review the candidate’s name, Phone Number, Email Address, and address. The email address is used for candidate communications, so check it before sending an interview invitation or offer.

These submitted fields are read-only in the candidate record. If information appears incorrect, record the issue in Notes and resolve it with the person responsible for candidate records before sending a message to an uncertain address.

The Candidates reference page explains the sections and fields in the record.

3. Review Screening Answers and Documents

Read Answered Questions

Open Answered Questions and read each response against the job requirements. Where scoring is used, review the score, fit result, and any knockout result as well as the answers themselves.

Identify what the answers establish and what still needs checking. For example, a candidate may confirm that they hold a required licence without providing its expiry date. Record that as a follow-up question.

Check LinkedIn Profile when one was provided and review the candidate’s All information provided is correct declaration. The declaration records their confirmation; it does not independently verify their answers.

Question sets and their scoring rules are explained under Screening Questions.

Read the Submitted Documents

In Documents, review the files listed under Resume/ Cover Letter / Other Uploads.

  1. Read the résumé for relevant responsibilities, employment dates, skills, and qualifications.
  2. Read the cover letter and other supporting files when provided.
  3. Compare the documents with the screening answers.
  4. Record missing evidence, conflicting information, or questions to ask during the interview.

Keep your assessment specific. “Has three years of customer-support experience” gives the next reviewer more useful information than “Looks suitable.”

4. Assign Reviewers and Set Access

Assign the people who will review the candidate or manage the next hiring action.

  1. Open Reviewer Tools.
  2. Under Assign Reviewer(s), select the responsible team members.
  3. If access must be restricted, enable Only Viewable by Assigned Reviewers.
  4. Select Save Changes.

When restricted access is enabled, unassigned users can see the Application Summary and the candidate’s name. Contact information, documents, and reviewer tools are restricted.

Check existing assignments before adding reviewers. Default reviewers may already have been added through Careers → Settings → Candidates.

Interview attendees are added separately during interview setup. Include a person in Assign Reviewer(s) if they also need responsibility for reviewing the candidate record.

5. Update the Candidate Review Stage

Use the stage to show where the candidate is in your hiring process. The available names depend on the stages configured for your site.

  1. Find Candidate Review Stage under Reviewer Tools.
  2. Select the stage that describes the candidate’s current progress.
  3. Select Save Changes.

For example, after completing the initial review, choose the stage your team uses for candidates awaiting an interview. Add a note if another person needs to arrange it.

You can also move a candidate between columns in Candidate Pipeline. Pipeline moves save automatically. Changing the stage does not send an interview invitation or a decision message.

See Candidate Pipeline for the board controls.

6. Record Notes and Follow-Up Actions

Use Notes to leave information for the hiring team. Notes are internal and are not sent to the candidate.

  1. Under Notes, select Add New Note.
  2. Enter a title that identifies the subject, such as “Initial review” or “Licence verification needed.”
  3. Record your findings, the outstanding question, and who should follow up.
  4. Select Save Note.

For example: “The résumé lists payroll experience, but the systems used are not named. Ask which payroll software the candidate used and whether they processed payroll independently.”

Use Highlight Candidate when the record needs attention, then select Save Changes. Add a note explaining the reason so another reviewer knows what to do.

7. Request and Review References

When references are needed, use Reference Questionnaire under Reviewer Tools.

  1. Select Add Reference.
  2. Enter the reference’s First Name, Last Name, and Email.
  3. Complete Question 1, then add further questions as needed. The form supports up to 10 questions.
  4. Select Preview Email to check the email.
  5. Select Preview Candidate View to check the private questionnaire page shown to the reference.
  6. Return to the questionnaire, check the recipient, and select Send Email.

Ask questions the reference can answer from direct experience. For example, ask which responsibilities the candidate held, how independently they worked, or how they handled a task relevant to the new role.

Return to the reference history to review the response. Record any remaining questions in Notes and include the reference’s evidence when assessing the candidate.

8. Prepare Candidate Communications

Under Reviewer Tools → Candidate Communication, select the workflow you need:

  • Schedule Interviews: Offer interview times to the candidate.
  • Evaluations: Send questions for the candidate to answer.
  • Offers: Send an offer with response options.
  • Hired: Send a hiring confirmation message.
  • Rejection: Send a rejection message.

Read the existing history before creating another message. Check whether a draft, pending request, or response already covers the action you are about to take.

Save Work Before It Is Ready to Send

Select Save Draft to keep an unfinished communication. Saving a draft does not send it to the candidate. Use Edit Draft in the history to continue working on it.

Before sending a saved draft, check its attachments and complete all required fields. For an interview invitation, check the dates again in case availability has changed.

Check Both Previews

Preview Email shows the notification email. Preview Candidate View shows the private page the candidate opens from the email.

For evaluations, offers, hired messages, and rejection messages, the Message is shown on the private page. It appears in the email only when the email template includes that message. Interview scheduling instructions are shown on the private page.

Read both previews. Check the candidate’s name, position, instructions, dates, and attachments. Select Back to Message to make corrections. Previewing does not save or send the communication.

Select Send Email when the communication is ready. The candidate record’s Save Changes button does not send an unfinished communication.

9. Send Questions to the Candidate

Use a candidate evaluation when you need written answers before making the next decision. This can cover missing information, a work-related scenario, or a short assessment.

  1. Set Candidate Communication to Evaluations.
  2. Select Add Evaluation.
  3. Check the Subject.
  4. Use Message to explain what the candidate should complete and any deadline.
  5. Add supporting files under Attachments, if needed.
  6. Enter up to five questions. Ask one clear question in each field.
  7. Check Preview Email and Preview Candidate View.
  8. Select Send Email, or Save Draft if the request needs more work.

The candidate receives a private response link. Their submitted answers are saved in the evaluation communication history. The response link expires after 30 days or after submission.

Read each answer and record any follow-up in Notes. These candidate responses are separate from the interviewer feedback shown in the candidate record’s Evaluation section.

10. Propose Interview Times

  1. Set Candidate Communication to Schedule Interviews.
  2. Under Interview Date Options, select Add Interview.
  3. Complete the date, start time, end time, and timezone for Interview option 1.
  4. Complete Interview option 2 if you want to offer another time.
  5. Check Message Subject and enter the interview instructions in Message.
  6. Add files under Attachment(s) if the candidate needs to prepare anything.
  7. Review both previews, then select Send Email or Save Draft.

The first interview option is required before sending. The second option is optional. Check that each end time is after its start time and that the timezone is correct.

Write instructions that tell the candidate what to expect. Include the purpose of the interview, anything they should prepare, and how to respond if neither time works.

When the candidate responds, open the interview history to check their selected time and message. Complete the meeting setup before treating the interview as fully arranged.

11. Prepare Interviewer Evaluation Questions

If interviewers need to submit structured feedback, prepare a reusable question set before assigning it during interview setup.

  1. Go to Careers → Evaluations.
  2. Open an existing evaluation or select Add New.
  3. Give the evaluation a name that identifies its purpose, such as “Customer Support Interview.”
  4. Under Questions, select Add Question.
  5. Enter the question in Question Text.
  6. Turn Score on when the interviewer should give a rating from 1 to 10. Turn it off when you want notes only.
  7. Add the remaining questions, arrange them in the order you want, and save the evaluation.

Ask questions tied to the job requirements. For example, ask the interviewer to assess the candidate’s explanation of a customer complaint they handled, rather than asking for a general impression.

Agree within the hiring team what a strong or weak rating means. Written notes should explain the evidence behind a score.

Changes to a reusable question set apply to future assignments. Existing assignments keep their original questions and scoring settings.

12. Set Up the Accepted Interview

After the candidate accepts a time, send the meeting details to the candidate and interview attendees.

  1. Open the accepted interview response using View.
  2. Select Set up interview.
  3. Choose the Type of Meeting.
  4. Complete the meeting details for the selected type.
  5. Under Attending Interview, add each attendee’s name and email address.
  6. Choose an Evaluation for each attendee who needs to submit feedback.
  7. Add any final instructions under Message.
  8. Check the details, then select Send Interview Information.

Enter the Meeting Details

  • Video: Enter the joining URL in Video Meeting Link. Check that it opens the correct meeting.
  • Phone: Enter the number the candidate should call in Phone Number.
  • Location: Complete Address, City, Province, Country, and Postal Code.

Use Message for details such as reception instructions, parking, who to ask for, or materials to bring.

Assign the Interviewer Evaluations

Use Add another attendee for additional interviewers. Each attendee can receive a different evaluation. Leave their Evaluation selection blank if they do not need to submit feedback.

The interview email includes a Candidate Evaluation button for an attendee with an unfinished assigned evaluation. The button opens that interviewer’s private evaluation page. You do not need to copy an evaluation link into the message.

Check attendee email addresses carefully so meeting details and evaluation access reach the intended people.

13. Manage Interview Changes

Open the interview history before making a change so you are working with the correct meeting. Use View to read its saved details.

Select Cancel / reschedule when you need to contact the candidate about a meeting change.

  • Send a message / propose new times: Enter a message. Add new interview options when the time needs to change.
  • Cancel meeting: Enter the cancellation message and use the cancellation action.

A message without new dates leaves the current meeting status unchanged. New date options begin a rescheduling request. Make the intended action clear in the message.

After arranging a replacement interview, check the meeting details, attendees, and evaluation assignments again before sending the updated information.

14. Review Completed Interviewer Evaluations

Interviewers open Candidate Evaluation from their interview email, complete the questions, and submit their feedback. Scored questions require a rating from 1 to 10.

Once completed feedback is available, the candidate record’s Evaluation section displays the results.

  1. Open the candidate record.
  2. Find Evaluation.
  3. Check the interviewer’s Name, Score, and Completed date.
  4. Select View to read the questions, ratings, and notes.
  5. Record any follow-up or decision in Notes.

The percentage uses only questions with Score enabled. For example, 24 points across three scored questions produces 80%. Questions that collect notes only do not affect the percentage. An evaluation with no scored questions displays Not scored.

Read the notes before comparing totals. Two interviewers can give similar scores for different reasons. Resolve questions about required skills or conflicting feedback before making the hiring decision.

15. Check the Recruitment Calendar

Go to Careers → Calendar to review recruitment activity across candidates.

  1. Choose Month, Week, or Agenda.
  2. Move to the period you need using the date controls.
  3. Use the event filters to focus on reference or interview activity.
  4. Select an event to read its details and open the associated candidate when needed.

An accepted interview appears as Interview scheduled after meeting setup is complete. Accepting a proposed time alone does not complete that setup.

The calendar uses the WordPress site’s timezone. Check the timezone on an interview option before comparing it with a calendar entry.

16. Send and Track an Offer

Prepare the offer after the hiring team has agreed on the position, pay, start date, and any conditions.

  1. Set Candidate Communication to Offers.
  2. Select Add Offer.
  3. Check the Subject and enter the offer under Message.
  4. Add the approved offer documents under Attachments.
  5. Check the candidate’s name, role, wage, hours, start date, conditions, and response instructions.
  6. Review Preview Email and Preview Candidate View.
  7. Select Send Email, or Save Draft if approval is still needed.

The candidate receives private accept and reject links. These expire after 30 days or after the candidate responds.

Check the offer history for the response. Sending an offer does not establish that the candidate has accepted it. Read any accompanying message before arranging the next step.

17. Communicate the Hiring Decision

Send a Hired Message

Use this message once the hiring decision and agreed arrangements are confirmed.

  1. Set Candidate Communication to Hired.
  2. Select Add Hired Message.
  3. Complete Subject and Message. Include the agreed start date, next steps, and contact person.
  4. Add any required documents and check both previews.
  5. Select Send Email.
  6. Check Candidate Review Stage and save the appropriate stage for a hired candidate.

Send a Rejection Message

  1. Set Candidate Communication to Rejection.
  2. Select Add Rejection Message.
  3. Review the Subject and Message. Confirm that the message refers to the correct position.
  4. Check both previews and any attachments.
  5. Select Send Email.
  6. Check Candidate Review Stage and save the appropriate stage.

Keep internal interview notes and reviewer discussions out of the candidate message. Record the decision reason separately in Notes.

Keep a Candidate for Future Consideration

If the candidate should be kept for another opportunity, enable Add to Talent Pool and select Save Changes. Add a note explaining which type of role may suit them and why.

Blacklist This Candidate prevents future applications from that candidate from being saved or processed. Use it only when that is the intended outcome. It is not needed for an ordinary rejection.

18. Check the Activity Log and Finish the Review

Review the Activity Log to check the recorded actions on the candidate. Use the communication, reference, and interview histories to read the full details of those items.

Before leaving the record, confirm that:

  • The correct reviewers are assigned.
  • The Candidate Review Stage matches the current position in the hiring process.
  • Notes explain the decision or the next action.
  • Required messages have been sent rather than left as drafts.
  • Interview details and attendee assignments are complete when an interview is arranged.
  • Reference responses and completed evaluations have been reviewed where required.
  • Changes to the candidate fields have been saved with Save Changes.

Notes, communications, and interview actions have their own save or send controls. Check their histories to confirm the action completed before repeating it.

Troubleshooting

I Cannot See Contact Details, Documents, or Reviewer Tools

Check whether Only Viewable by Assigned Reviewers is enabled and whether you are an assigned reviewer. Ask the person managing the candidate to check your assignment and account access.

I Cannot Edit the Candidate’s Submitted Details

The submitted name, contact, and address fields are read-only in this screen. Record the correction needed in Notes and raise it with the person responsible for candidate records.

The Candidate Has Not Received a Message

Check the communication history first. A draft has not been sent. Confirm that Send Email was used and that the candidate’s email address is correct. Ask the candidate to check their spam folder before sending another copy.

If delivery still fails, ask the site administrator to check the email setup. Sender settings are explained under Email.

The Email Does Not Contain the Whole Message

Check Preview Candidate View. The message may be on the private page reached through the email. Use Preview Email to see the actual email content. Default email wording is managed under Templates.

The Evaluation Section Is Missing

The candidate record’s Evaluation section appears after an interviewer has submitted an assigned evaluation. Questions answered by the candidate through Candidate Communication → Evaluations remain in that communication history.

An Interviewer Has No Candidate Evaluation Button

Check the attendee’s Evaluation selection in the interview setup and confirm that the interview information was sent to the correct email address. The button is included when the attendee has an unfinished assigned evaluation.

The Interview Is Accepted but Does Not Appear as Scheduled

Open the accepted response, select Set up interview, complete the meeting details, and select Send Interview Information. The candidate’s acceptance and the completed meeting setup are separate steps.

The Candidate’s Stage Changed but No Email Was Sent

Changing Candidate Review Stage records hiring progress. To contact the candidate, choose the required workflow under Candidate Communication, prepare the message, and select Send Email.

For descriptions of the individual controls, see Reviewer Tools.