The short version
Open Candidates in your sidebar to see every application across all your roles in one searchable table. Filter by role, status, tags, source, or date. Click anyone to open their details, then mark them reviewed, advance or decline them, shortlist them, tag them, or leave a private note. Want to share or analyze offline? Download the current view as a spreadsheet.
The Candidates page at a glance
Three buttons sit at the top right:
- Add candidate. Add someone by hand, like a referral or someone you sourced yourself. It opens a small window.
- Import CSV. Add a batch of candidates from a spreadsheet.
- Export CSV. Download whatever you're currently looking at as a spreadsheet.
Just below is a filter bar that stays in place as you scroll:
- Views. Ready-made views (like "Needs review" or "Shortlisted") plus any views you've saved.
- Search. By candidate name or email.
- Role. Pick one role or several.
- Status. Filter by where they are: Submitted, Reviewed, Accepted, or Rejected. You can pick more than one.
- Tags. Filter by any tags you've set up in Candidate tags settings.
- Source. Where the application came from (LinkedIn, Google, a referral, direct, and so on).
- Shortlisted only. A switch to show just your starred candidates.
- Date. Rolling windows (past 7 days, past 30 days, and so on) plus a custom range.
When filters are on, a row of chips sits between the bar and the table, one per active filter, and you can clear each one on its own.
The four statuses
Every application has a status. It's a short, linear pipeline, not a long ladder:
- Submitted. They've applied and you haven't reviewed them yet.
- Reviewed. You've looked (or a teammate scored them). This happens when you click Mark reviewed, or automatically when a reviewer submits a scorecard.
- Accepted. You're moving forward with them. You set this with Advance.
- Rejected. You've decided not to move forward. You set this with Decline, which sends the candidate a brief, kind note.
Accepted and Rejected are the two end points, so a candidate lands in one or the other, never both. Each status shows as a colored badge on the row.
This is your side of things. It's separate from the job seeker's own tracker, where they privately move roles through "Saved, Applied, Interviewing, Offers, Hired." Your four statuses don't change theirs, and theirs don't change yours.
What each row shows
Every row shows a candidate's photo, name, email, the role they applied to, their status, and the date they applied. Click a row to open their full details.
That detail view shows everything the candidate submitted:
- Personal details (name, email, pronouns, location, and date of birth if you asked for it)
- Career details (current role and company, years of experience, LinkedIn, portfolio)
- Answers to any custom questions your apply form asked
- Files they uploaded (resume, cover letter, other documents, and any files tied to a specific question)
- Status controls (Mark reviewed, Advance, Decline)
- The shortlist star
- Tag controls
- Notes
Shortlisting your favorites
The star on each row is your shortlist. It's separate from status, so you can star a promising candidate whether they're submitted, reviewed, or accepted. Star a few, then flip on Shortlisted only (or pick the Shortlisted view) to see just those. Shortlists are a quick "come back to this person," not a pipeline stage.
Declining someone kindly
When you decline an application, we help you close it out with care. Clicking Decline opens a short window:
- A message to the candidate. Prefilled from the decline template you set in Hiring process settings, and editable for this one person. This is what they receive.
- A reason (private). Pick one: "Different fit needed," "Other strong candidates," "Filled by someone else," or "Other." This is for your records and your Insights, and the candidate never sees it.
- A private note (optional). Anything for your own team.
We then send the candidate a brief, thoughtful email letting them know. Changed your mind right after? A decline shows an Undo for a few seconds.
Your own tags
You create your own tags in Candidate tags settings: a name, a color, and an optional description. You can even set up rules that tag applicants automatically as they come in. Apply tags to candidates right from the table, and use them for anything status doesn't cover: "needs visa sponsorship," "remote-only," "referred by Marcus," "round 2 ready," and so on.
Each tag shows as a colored chip on the row and in the detail view. Filter by tags from the bar, and picking two shows candidates with either tag.
Acting on several at once
Tick the boxes next to a few candidates and a bar appears with:
- Shortlist or unshortlist everyone selected.
- Decline everyone selected, with the same care as a single decline.
- Tag (add or remove) across everyone selected.
These act on whatever's in your filtered view, so filter first, then select. Confirmations show the count, so you can double-check before you go.
Reviewing as a team
If you've invited teammates, you can share the reviewing. Assign specific people to score a role's candidates, and their scores stay hidden from each other until each one has weighed in, so nobody anchors on the first opinion. That's covered in Reviewing candidates as a team.
Adding candidates by hand
Click Add candidate for referrals or people you sourced elsewhere. You'll fill in a name and email, the role to attach them to, an optional note, and a starting status. They then show up in the table, editable from their detail view.
Importing and exporting
Import from a spreadsheet
Click Import CSV to add candidates in bulk. You'll need columns for name, email, and role, and you can also include phone, status, tags, and notes. After you upload, you'll see a preview, then confirm. Rows that fail show up with the reason, so you can fix them and try again.
Export to a spreadsheet
Click Export CSV to download your current filtered view, including any private notes you've added. Handy for stakeholder reviews, offline analysis, or archiving. Exports follow your filters, so clear them first if you want everyone.
Views and columns
- Ready-made views come built in: "All candidates," "Needs review" (just the submitted ones), "Shortlisted," and "Last 7 days."
- Saved views are your own. Set up a table (filters, search, sort, and columns), save it with a name, and it's there next time. Saved views are yours alone.
- Choose your columns. Name and Status always show; you can add or hide Role, Tags, Apps, Source, Shortlist, Applied, and Last activity.
A typical recruiting day, step by step
- Open Candidates and pick the Needs review view.
- Filter to your role if you're focused on one.
- Open a candidate. Their detail view shows everything they submitted.
- Mark reviewed, and star the ones you want to come back to.
- Advance the clear passes, and Decline the clear nos with a kind message.
- Act in bulk for anything left, then Export a snapshot for your hiring manager.
A few things worth knowing
- Search is live. Type and the table updates as you go.
- Filters stack. Role, status, source, and date all combine.
- Declining emails the candidate. Other moves don't. A decline sends a brief close-out email; marking someone reviewed or advanced simply updates their own application tracker in the app.
- Your notes and reasons stay private. Candidates never see your notes or your decline reason, only the message you send.
- Saved views are per person, but tags are shared. Everyone sets up their own views, while tag definitions are shared across your team.
- Each candidate has an activity feed that shows your team's moves, like status changes, tags, and notes, in order.
Trouble?
- A status change won't stick. Refresh, since it's usually a quick network hiccup. If it keeps happening, contact support with the candidate's name and the status you're setting.
- Your spreadsheet import has errors. The preview shows failed rows and why (missing email, a duplicate, or a role that doesn't match). Fix them and upload again.
- A candidate isn't showing up. Check your active filters, or widen the date range.
- Your tags are missing. Make sure you've created them in Candidate tags settings.