Applicants and screening

The applicants page at /job-applicants is where screening happens. Every application against a job opening lands here, whether it came through the public careers form or was typed in by a recruiter, and every later stage — interviews, offers, the eventual employee record — points back at one of these records.

Viewing needs hr.recruitment.view. Adding, editing, re-statusing, deleting and everything to do with resumes needs hr.recruitment.manage.

Two views of the same pipeline

The page header carries two icon buttons that switch between them, plus an Add Applicant button when you have manage permission.

Table view is the default: a grid with tabs for All, Applied, Shortlisted, Interview, Offered, Hired and Rejected, each with a count. Columns are ID, First Name, Last Name, Applied For, Email, Phone, Status and Applied. Sorting is available on ID and Applied only; the name, email and opening columns filter but do not sort.

Pipeline view is a Kanban board with one column per stage in the same six-stage order, each headed by a count. Candidate cards show the name, the opening they applied for, the applied date and the referrer when there is one. Clicking a card opens the candidate drawer. The arrow button on a card opens the status dialog so you can move that candidate to another stage.

The board is not drag-and-drop. Moving a candidate goes through the same status dialog the table view uses.

Screen a candidate

1. Open the row menu and choose View, or click the candidate's card on the pipeline board.
2. Read the drawer (see below) and decide.
3. To advance or reject, use Status from the row menu — or the arrow button on the Kanban card — and pick the new status.

Statuses are Applied, Shortlisted, Interview, Offered, Hired and Rejected. Two of them are set for you: creating a job offer moves the applicant to Offered, and accepting that offer moves them to Hired. The rest you set by hand.

To clear a batch of unsuitable applications, tick their checkboxes and use Reject Selected in the bulk action bar; Delete Selected removes the records entirely. Rejecting is preferable — it keeps the record for reporting, and the Rejected tab keeps it out of your way.

The candidate drawer

Opening a candidate shows their status badge and then six sections.

Applicant Details — First Name, Last Name, Applied For, Email, Phone, Birthday, Address, Expected Salary, Referred By and Applied Date. Birthday, Address, Phone and Email are worth completing early: all four are required before an accepted offer can create the employee record, and a missing one blocks the acceptance at the last moment.

Skills — the applicant's comma-separated skills, rendered as badges.

Match Score — a percentage badge plus MATCHED and MISSING skill lists. The score is the share of the opening's Required Skills that appear in the applicant's skills, compared case-insensitively as whole entries. It is coloured green from 70%, orange from 40%, red below that. When the opening has no required skills the section says so rather than showing a misleading 0%.

Resume — upload, download, replace or remove a single resume file per applicant. The file picker accepts .pdf, .doc and .docx.

Interview History — every interview scheduled for this applicant, with the round, status, date and interviewer.

Notes — free rich text, used as the cover letter when the application arrived through the public form.

What resume upload actually does

Uploading a resume stores the file and, for PDFs only, extracts its text. Word documents are stored and downloadable but not parsed.

From that extracted text the system scans for known skill keywords and, only if the applicant's Skills field is currently empty, writes the ones it found into that field. It never overwrites skills a recruiter has already entered. If the parse finds nothing, or the applicant already has skills recorded, the Skills field is left exactly as it was.

The practical consequence: upload the resume before typing skills in by hand, and check the result. Auto-filled skills feed straight into the match score, so a keyword the scanner missed shows up as a missing skill the candidate may actually have.

Add an applicant manually

1. Click Add Applicant in the page header.
2. Choose the Job Opening, then fill in First Name, Last Name, Email, Phone, Birthday, Address, Skills (comma-separated), Expected Salary, Referred By and Notes.
3. Save.

The record is created as Applied with today's date, and the opening's applicant count goes up by one — the same as an application submitted through the careers page.

Import applicants from CSV

Table → Import CSV accepts firstName, lastName, openingTitle, email, phone, birthday, address, skills, expectedSalary and notes. The openingTitle value is matched against existing openings by title; a row naming an opening that does not exist fails with that reason and the rest of the file still imports.

Next step

Once a candidate is shortlisted, book their rounds. Continue with Interviews and offers.