EmployersAgencies

Managing applicants (pipeline, notes and messages)

Open Pipeline next to any of your posts on your dashboard. Only your account sees your applicants. Site admins don't get access to your pipeline either.

Stages

Every application starts at New. When you open it, it moves to Reviewed, and from there you can move it through Shortlisted → Interview → Background → Offer → Hired, or to Rejected. Use the Kanban view (a column per stage) or the List view with filters. You can also tick several applicants and move them together (bulk action).

What the officer sees: a simpler status. Application sent, Under review (for Reviewed and Shortlisted), Interview stage, Background check, Offer, Hired or Not selected. The officer gets an email when their status changes to one of the later stages. Officers never see your star ratings, private notes or internal stage names.

Ratings and private notes

Give each applicant 1 to 5 stars and add private notes for your hiring team. Notes are stored encrypted and are only visible in your account. Keep notes job-related and factual. Applicants may be able to request their records under some laws.

Messages

Officer email addresses aren't shown unless the officer chose to share theirs on that application (“Not shared: use messages”). Use the message thread to contact applicants. The CSV export says “not shared (use site messages)” in the Email column.

Match label: if the applicant shared their qualifications, you see a Strong/Good/Possible match label computed only from what they shared (certifications, specialties and years of service) against your post. It's a sorting aid, not a hiring decision.

Each application has its own message thread. The applicant replies on the site, and neither side's personal email is shared through messages. We email a short notice (without the message text) when there's a new message. By default, the officer can reply once you've written first.

Rejection templates

Not moving forward? → Reject on the applicant page moves the applicant to Rejected and, if you pick a template, sends a polite message. The built-in templates are ready to use, and you can add your own under Rejection templates. {job} is replaced with the job title.

CSV export

Export CSV downloads your applicants for a post. It only includes what each officer chose to share with you. Fields they didn't share show "not shared". The first row is a record-retention reminder: employers generally have to keep application records for 1 to 2 years, and longer if a charge is pending. Store the file securely and use it only for this hiring decision. Every export is logged, and the officer can see in their activity log that their application was exported.

Audit log

Stage changes, ratings, notes, messages and exports are logged with a timestamp on the application's timeline.