Once you have an applicant’s record open, you will be able to review applications or view their full application, communicate via text and email and view the message log, record feedback and notes, and access or upload files to an application.
You can also view high-level information about the applicant, automatically reject current and future application attempts, and handle scheduling, rescheduling, and marking interview statuses.
Additionally, you can tag applicants for improved organization, manage existing tags, and choose to reject or continue an applicant in the hiring process.
An example of an Applicant's Record
Application tab
In the Application tab, you will have access to the application that was completed during the hiring process. If you want to view the full application, follow the steps below in this accordion
Viewing application
When you access an applicant's record, you have the ability to view the application they submitted during the hiring process.
📌 If there are multiple application steps to the hiring process, each section will have a time stamp of when it was completed.
Once the applicant's record is pulled up, make sure you are on the Application tab
You can scroll up and down to access the application
Viewing full application
Once the applicant's record is pulled up, click on three dots at the top right of the page
Click on View full application
Messages tab
In the Messages tab, you can access the history log of all sent and received messages (including texts and emails) with the applicant. You can also send texts and emails directly from this tab.
Send a text and/or email
Once the applicant's record is pulled up, click on the Messages tab
Click in the Enter your message here box and write your message
Note: If you want to format the message in greater detail, click on the Full text editor box
Checkmark the Email or SMS box depending on how you want this message to be sent
Click send and the message will be sent
Viewing message history log
Once the applicant's record is pulled up, click on the Messages tab
Note: Between the Messages tab and Enter your message here box, you will be able to scroll up and down to view all the messages that have been sent and received with the applicant.
To view the message, click on the arrow icon
Feedback tab
In the Feedback tab you have the ability to add feedback and notes about the applicants. It can be added at any time during the hiring process. In this section you will learn how to add feedback and notes to an applicant's record.
Adding Feedback
Once the applicant's record is pulled up, click on the Feedback tab
To add feedback, click on Add feedback
Add your Overall score and feedback for this applicant based on the specified evaluation plan.
Note: If you do not have an evaluation plan set up and added to that Position Template, then you will not have the option to Add feedback
Once done, click Add.
Adding Notes
Once the applicant's record is pulled up, click on the Feedback tab
In the Add note field at the bottom, write your notes. You can also mention your colleagues by typing the at (@) sign followed by their name.
Note: You can only mention teammates that have access to the position and location that the applicant has applied for. They will be notified in their Workstream account and email.
Once done, click the Add note button.
Files tab
In the Files tab you have the ability to view, manage, and upload files in the applicant's record that were uploaded during the application.
📌 To view a file, you will have to first download it.
View, manage, and upload files
Once the applicant's record is pulled up, click on the Files tab.
When a file has been uploaded during the hiring process they will appear here. You can do the following with each file:
Pencil icon: Edit file
Trash icon: Delete file
Cloud icon: Download to view file
Click on + Add File to upload a new file to the applicant's record.
Info tab
In the Info tab you have the ability to view some additional information about the applicant.
This includes contact details, application date, preferred language, position, location, current hiring stage, status and more.
Item | Description |
Phone | The phone number the applicant used when applying. This is the phone number that will receive texts sent from Workstream. |
The email the applicant used when applying. This is the email that will receive emails sent from Workstream. | |
Applied date | When the applicant initially applied to the position. |
Source | Where the applicant came from. |
Preferred language | The language the applicant prefers. |
Position | The position name will reflect how the position is titled in the account. |
Location | The location name will reflect how the location is titled in the account. |
Current stage | The hiring stage name where the applicant is located. |
Days in stage | Tells you how many days the applicant has been in the stage above. |
Applicant source | Where the applicant came from. |
Status | If the applicant is in progress in the application process, marked as hired, or rejected. |
Days since application | Days since the applicant initially applied. Flag or unflag applicant |
Flag or unflag applicant
An applicant who is flagged will automatically have their current and future applications rejected. Flagging may become necessary if an applicant displays behavior that goes against company policy.
📌 When an applicant is flagged, their current applicant and future application attempts will be automatically rejected.
Once the applicant's record is pulled up, click on the three dots at the top right
Click on Flag or Unflag applicant
You can then add context on the reason for flagging the applicant (optional)
Then click on Flag or Unflag applicant
Managing interviews
If the applicant is in the Interviews tab, you are able to manage their interview details directly in the applicant's record.
To manage their interview, you will want to click on the blue arrow next to Status.
There are different Status options. Below are the options that an applicant can have depending on their interview status:
Not Submitted: Does not have a current interview scheduled.
Request Reschedule: Applicant has not selected an interview time yet (currently in an interview stage in the hiring process).
Confirmed: Has an upcoming interview.
Once you have clicked the blue arrow, below are the options you may have:
Options | Description |
Request Reschedule | You will have the option to have the applicant schedule a new time (based on the interview lead's availability), manually choose the interview from the interview lead's calendar, or set a specific day and time for the interview. |
Mark Complete | You will mark the interview as completed, then be able to reject or continue the applicant in the hiring process. |
Mark as no-show | If the applicant didn't appear to their interview, you can decide to reject or reschedule their interview. |
Cancel | If you need to cancel the interview, you will have the option to either reject the applicant or reschedule the interview. |
Tagging applicant
Tagging applicants is a great way to keep your applicant pool organized. In the Search or filter for applicants section below, you can filter for specific tags, keeping the most impressive applicants top of mind.
Once the applicant's record is pulled up, under the Applicant’s name, click the + Add a tag button. Then either select or type in the tag you wish to add.
Note: Creating tags can only be done in this step. If you have existing tags , you can manage them by clicking on Manage tags.
Once done, click on Create a new tag.
Reject or continue the applicant in the hiring process
At each stage of the hiring process, you can either move the applicant to the next step or reject them.
📌 The next stage that appears will be the one specified in the hiring process for that position.
Once the applicant's record is pulled up, you'll see two buttons at the bottom: Reject or Move to Stage.
To reject the applicant, click on Reject.
Note: If you choose to send a rejection message, it will be sent one hour after the applicant is rejected.
To continue the applicant in the hiring process, click Move to Stage.