Move an applicant between stages

Move applications under one set of rules, reject with a reason, and read the permanent timeline of every move.

In short

Move an applicant through the stages with the card's main button or by dragging it. Every move tells the candidate and is written to a timeline that cannot be edited. Hired cannot be undone by accident.

Before you start

• Who: In an organization you need "Post and manage vacancies" (an Organization Admin or Manager holds it; a Member or Viewer does not). In your Personal Workspace you hire in your own name and hold all of it.
• Plan: Jobs is part of every plan, Free included.
• First: open the role. Think before you reject or hire: every move tells the candidate.

Move an applicant

1. Open Jobs › "Hiring", open the role and find the applicant's card.
2. Press the card's main button. That is its next step, such as "Send screening", "Invite to book", "Decide" or "Send offer". Or pick another stage from "More", or drag the card to another column.
3. To reject, choose "Reject with reason": pick a reason, add an optional note for the team (up to 1,000 characters) and, if you want, a message to the candidate.
4. Other moves apply at once, with Undo where the way back is allowed. Hired asks you to confirm; moving to Offer opens the offer itself.

Move several at once

1. Tick cards, or a whole column with the box in its header.
2. On the bar, press the stage to move them to, or "Reject" (one reason for everyone selected).
3. The bar reports how many moved and how many were skipped.

The rules

Six stages are active: Applied, Screening, Assessment, Interview, Decision and Offer - a role can switch off the ones it does not use with "Edit stages", beside the stage tabs. The team moves freely between them, and from any of them can reject or hire. The same rules apply on the hiring board. In "Edit stages" a stage can also be split into up to five named steps, such as "Phone screen" and "Tech interview": the board shows the stage's candidates under its steps, and a card's More menu places the candidate in a step. A candidate who moves to another stage starts there in no step.

Send a screening and read the answers

1. Open the applicant and choose "Send screening" - the card's next step, or under "Other steps".
2. In the dialog, tick the "Questions from the interview kit" you want, or type "Your own questions", one per line.
3. Choose how many days the candidate has under "Answer within".
4. Press "Send screening".

Result: the applicant moves to Screening. They first read what is kept, who reads it and that no AI judges it. Someone without an account answers by a link we email them.

• You can send up to 10 questions at a time. The dialog says "Pick or write at least one question" until you do, and "Up to 10 questions at a time" when there are too many.
• Ask about the work. A question about age, family, health, religion or another protected topic cannot be asked (see /help/jobs/teamwork-and-interviews).
• Read the answers with "Review answers". The card says "Waiting for answers - due" a date, "No answers yet - it was due" a date, or "Answered" a date. Add a "Note for the team", which the candidate never sees, and press "Mark as reviewed".
• To nudge a candidate who has not answered, write to them with "Email a message" (see /help/jobs/messages-to-candidates).

Decide, hold, hire and undo a hire

1. Open the applicant and choose "Decide", the card's next step at the Decision stage, or "Decide..." under "Other steps".
2. Choose "Move on", "Hold" or "Reject" under "Decision".
3. Write a "Note for the team" if you like, then save the decision. The note is kept in the timeline and the candidate never sees it.

• "Move on" moves the applicant to the next stage this role uses. At the last stage before the hire the dialog says "This is the last stage before the hire - mark them hired instead."
• "Hold" keeps the applicant at the same stage for now, and any move clears the hold. "Put on hold" under "Other steps" also puts them on hold.
• "Reject" closes the application. You can reconsider it later: a rejected card offers "Reconsider".
• "Mark hired" asks first: "Hired is final: this application can't be moved again." Only "Undo hire" brings it back.
• After the hire, "Invite to" the organization's name (or "Invite to the organization") invites the new hire to join. Choose their "Role" (the default role for new members is first) and the "Start date", which comes from the accepted offer when it named one. When the role has a team, they join that team as they accept; untick it to leave the team out. If you can't arrange teams, they join the organization's default team instead.
• If the invitation adds a paid seat, the dialog shows the price and asks you to tick "I agree to the added seat at" the price. Where the plan does not charge per member it says "Your plan does not charge per member, so this costs nothing."
• The dialog says "is already a member" or "An invitation went out on" a date when that is the case. Only people who manage the organization's members can send it, and a role posted without an organization has none to invite into.
• "Undo hire" asks "Why" and keeps your reason in the timeline. The application goes back to the offer stage and the accepted offer is withdrawn. An open invitation is withdrawn; one already accepted is flagged to the member admins. The onboarding card is archived.

Good to know

• Only the candidate withdraws, and only while the application is in an active stage. Withdrawn is final.
• A hire is undone only on purpose, with "Undo hire".
• The candidate is told of every move in plain words, such as "is now under review"; a rejection reads "is now closed". They never see your note or your name.
• The Timeline on the applicant sheet lists every change, oldest first: the status, who moved it, when and any note. A name is a team member; Candidate, Hiring team, Hiring board and System say who else moved it. Nothing in it can be edited.
• To undo: most moves have Undo where the way back is allowed. A rejected application can be moved again to reconsider.
• "Reject with reason" opens next to the card that asked: a small window on a computer and a sheet from the bottom on a phone.

A move is a real decision It notifies the candidate at once and is written to the timeline for good.

If something goes wrong

• "An application that is {status} can't be moved to {status}.": the rules above do not allow that move.
• "Move at most {limit} applications at a time.": select fewer.
• "Undoing this hire withdraws its invitation into the organization - ask someone who manages its members."

Related

• /help/jobs/review-applicants
• /help/jobs/hiring-board
• /help/jobs/teamwork-and-interviews
• /help/jobs/messages-to-candidates