This article explains how to update the stage a candidate is at in your hiring process. Status is kept per job posting; if a candidate applied to two postings, you can change their status in each separately. Users with Manager Permission or Hiring Permission do this.
Before you start
The candidate must be in the CV Pool and not under analysis (a candidate in Processing can't be changed).
For what each stage means, see the status table in the ATS overview.
Step by step
Changing one candidate's status
From the left menu go to Growth and hiring > Recruitment and open the CV Pool tab.
Click the candidate's row to open the Candidate Collaboration Board and switch to the Status tab on the left. Current Status and Status History are shown there. The Change Status button at the top of the panel also opens this tab and the window; the Negative button opens the window with Negative selected (you only pick the sub status and save).
If the candidate applied to more than one posting, choose the posting in Job post.
Click Change Status.
Choose the Status:
Interview requires a Sub Status: Pre Interview, First Interview, Second Interview, Technical Interview or Reference Check.
For Rejected (the candidate withdrew) or Negative (the company eliminated), choose the reason as Sub Status; optionally add a Description.
New Candidate, Hired and Archive need no sub status.
Click Save.
You can do the same with Change Status in the row's Actions menu in the CV Pool list.
Changing the stage in a posting's candidate pipeline
On the Job Postings tab click the posting's row or its Candidates number; the posting details open on the Candidate pipeline tab.
Drag the candidate's card to the column of the stage you want, or pick the stage from Move to stage on the card.
The Update Status window opens with the stage you picked. Pick a Sub Status if needed and click Save. The change applies only to the application for this posting.
Clicking a card opens the candidate's panel for this posting: the status in the header and the posting picked in the Status tab show this posting.
Changing status in bulk
In the CV Pool, select candidates with the boxes on the left.
Click Change Status in the bar that appears at the bottom of the screen.
Choose the status and, if needed, the sub status, then click Save. All selected candidates get the same status.
Filtering and sorting the list
The status tabs above the CV Pool list (All, Favorite, Reserve and the candidate statuses) show how many candidates each has and filter the list. The row under them has the Search candidate name box, Add filter (name, e-mail, phone, age, gender, university, location, job posting, experience, score, salary expectation and dates, with the number set), Clear all, the candidate count, Excel if you have the permission, and Sort. To sort, click a column header or Sort (ascending, descending, off). The bulk action bar for the selected candidates opens at the bottom of the list, above the pager; on a narrow screen the list turns into cards.
Favorites and reservations
Favorite: add or remove a candidate with the star icon on the row. Use the Favorite tab above the list to list only favorites.
Reserve: reserve a candidate for yourself with the lock icon. A candidate you reserve disappears from other users' lists; a candidate reserved by someone else shows a locked icon. An interviewer assigned to the candidate's interview still sees the candidate in the CV Pool, whoever reserved them. The reservation is removed automatically when the Retention Period under Configuration > Recruitment > Settings > Customization ends (180 days by default; to change it see ATS settings). You can also remove it with Unreserve.
Result
The new status appears in the list and in the candidate's Status History with who changed it and when. The Activity History gets an "updated status" entry.
Opening the candidate's panel adds a "viewed the candidate" entry to the Activity History; when the same person opens the candidate again within 30 minutes (or switches tabs in the panel) no new entry is added.
No automatic email goes to the candidate on a status change. To inform the candidate, use Send Email in the panel's Emails tab.
For a candidate in Hired, the Transfer to Onboarding option becomes available (Offer and transfer to onboarding).
Rejected and Negative reasons are used in recruitment reports as elimination and offer rejection reasons.
Common problems
Symptom: Clicking Save shows "Please fill all required fields."
Cause: No Sub Status was chosen for Interview, Rejected or Negative.
Fix: Choose the sub status.
Symptom: Change Status isn't in the menu.
Cause: Interviewer Permission can only evaluate, not change status.
Fix: If needed, ask the module owner for Hiring Permission.
Symptom: A candidate disappeared from the list.
Cause: Another user may have reserved them, or the record may have been merged into another and archived.
Fix: Talk to the person who reserved the candidate or check merged records.