How to move your Candidate through the application statuses

There are numerous different stages and states that applications can be moved to, depending on if the application will be successful or not, or if the candidate's application will be looked at again.


Viewing applications

You can view a list of all applications in the Applications Dashboard of Recruit. Here you can filter to see all your candidates by application date, vacancies, rates and many more:





Another way to view applicants, is on vacancy-level in the Vacancies dashboard.


  • Go to Vacancies


  • Find or search for the vacancy you need
  • Click on Applicants from the drop-down list or once you opened up the vacancy dashboard



  • Now you will see a full list of candidates, who have applied for this particular vacancy.


Application Statuses

You can view now all Incomplete and Complete applications. Below you will find a list of all Application Statuses:

  • We have added an All applications tab, where regardless of the application status, all candidates will be listed under one tab. This is to give you a single-view page of all those candidates that applied to this vacancy:




1. Incomplete

  • this is the first step within the applications process. If a candidate's profile is under this tab it means they have started the process but then dropped off and left it unfinished.
  • select the Requirements tab to see what steps have been missed from completing this application




  • if you feel that this candidate would be a great match, you can reach out to them quickly by clicking on the Conversation tab and starting a chat with them




2. Unapproved

Some applications, even though all the steps in the application process have been met, will still not appear in the Active applicants list. These are candidates who marked themselves as NOT having the right to work in the specified location; not being available for a new opportunity or not actively looking.





  • Click on the Requirements tab under the on the Candidate's card to see why their application is not marked as Active.
  • Reach out to them under the Conversations tab if you want to get in touch with them.

3. Active

You can move your candidates through the different stages involved in the recruitment process, for each vacancy. There are several different stages.

  • Active: Applied, Shortlisted, Offered
  • Hired
  • Withdrawn
  • Unsuccessful



There are filtering options available here so that you can find exactly what you need, without the need to do too much manual searching.

Every applicant has a mini-profile, which shows their Relevance, skill groups and work history, contact details and so on





You can message the candidate, view the candidate's details, add some notes for internal use, and view what applications they have made.

In the upper-right, you will see their Experience Relevance, Industry Relevance and Skill Groups in their mini-profile.


  • The Experience relevance tries to match, at a fairly high level, the overall suitability of the candidate based on their work experience. It is a measure of the similarity between the description in the vacancy and the descriptions in the Applicant's previous work experience.
  • Industry Relevance measures how similar previous companies worked at are to the hiring company.
  • Skills Groups. When a vacancy is published on Recruit, the system interprets the skills and job description and understands what you are looking to hire. When a candidate makes an application to that vacancy, the system reads their digital profile looking for evidence of these skills, as well as related skills in the same skill group, and ranks the applications based on this Skills Score.

You can download their resume using the Download CV/Resume button. This can be found right next to their latest experience, underneath their name.


  • To change the status of a candidate's application, you can either choose to Reject them, or Shortlist them
  • Once a candidate has been shortlisted, you can start a conversation with the applicant, and proceed with your recruit process
  • If you are happy with the applicant, you can make them an offer. This will send a notification to the applicant
  • At this point you can still move them back to the list of applicants, or reject them

4. Hired

If you are completely happy with the candidates and they have accepted the offer, it's time to hire them! To do this, you can simply just click on the Hire button.








Once they have been hired, the candidate will receive a notification, letting them know.



5. Withdrawn

Candidates can cancel their application. You will receive an email, as well as an in-app notification if they choose to do so.






6. Unsuccessful

When you reject a candidate, they will receive an email notification with the reasoning you have given.



However, if you change your mind you can always restore their application by clicking on the Restore button. The candidate will be moved back to the Active, Applied list.

Useful Help Docs: