Applicant tracking on your job board

Every employer on your board gets an applicant tracker. It is on every plan, the Free plan included, and there is nothing to switch on. This guide lists what employers can do, which emails the tracker sends and who gets them, and where you reword them.

What employers get

Employers use the tracker in their own area of your board, at /employer/.

Stages. An applicant starts in New and moves through Reviewing, Shortlisted, Interview, Offer, Hired and Rejected. On the Hiring stages page, a company admin, or an independent employer, adds stages, renames them and puts them in order, from 1 to 12 between New and Hired. New is always first, and Hired then Rejected are always last. Each company or independent employer has its own set.
A list and a board. A job's applicants show as a list, or as a board with a column for each stage, so an applicant moves by dragging a card, or with a Move to menu where dragging is not possible.
History and reasons. Every move is kept with who made it, when, and the stages it went from and to. Moving someone to Rejected offers a reason, which is optional: experience, skills, location, pay, position filled, withdrew, no response or other.
All applicants. An Applicants page lists people across all of an employer's jobs, with the other jobs each one also applied to. Its search reads the text of resumes as well as names.
Resumes. A PDF resume opens in the page. Any other format downloads only. Job seekers can upload a resume in the dialog they apply with.
Notes and CSV. Private notes that the applicant never sees, and a CSV download of a job's applicants, as before.

A company's admins see every job of the company and its applicants. A member sees only the jobs they posted and their applicants. An independent employer sees their own.

Writing to applicants

An employer writes to one applicant, or to up to 100 ticked applicants of one job, from the tracker. They can start from a template. Company admins and independent employers keep the templates, on a Message templates page. Every employer sees them, and three starters come with every board: not selected, invitation to interview and a question about the application. A template can use {first_name}, {job_title} and {company}.

The email is plain text, sent from your board's address, with the employer's sign-in address as the reply address. A reply goes to the employer's own inbox, not into the tracker, so there is no inbox for you to look after. An employer can write to 300 applicants in any 24 hours, and a send that would go past that is refused whole. Not-selected emails do not count.

The not-selected email

When an employer moves an applicant to Rejected, the tracker offers a not-selected email, already ticked. If they keep it ticked, the email waits 24 hours. During the wait the employer can press Send now or Cancel. Moving the applicant out of Rejected cancels it too. An applicant gets at most one not-selected email for a job. Until the email goes, the job seeker does not see Not selected on their applications page, so a move made by mistake can be undone; a rejection without the email shows at once.

Emails about applications

Email	Who gets it	When
Application confirmation	The job seeker	When they apply, on the board or by email
New applicant	The job's poster and the company's admins	For each applicant, if the employer chose For each one
Daily applicant summary	The job's poster and the company's admins	At 08:00 in your board's time zone, if the employer chose A daily summary and there are new applicants
Message to an applicant	The job seeker	When an employer writes to them, or when the not-selected email's time comes

Employers choose how often they hear about new applicants in Email me about new applicants on their account page: for each one (the start), a daily summary, or never. A job that takes applications by email sends neither new applicant email. An address that bounced, or that opted out of email, gets none of these.

Reword the emails

In the console, open Email texts to reword the four emails above. For the message to an applicant, that is the line that introduces it and the note at the foot; the subject and the body are the employer's own words and are never changed. The three starter templates are in Texts, under the employer app's message texts. Reword them there, and employers who have not changed a template see your words.

What it does not do

The tracker sends email. It does not hold the replies, and it has no chat between an employer and an applicant. Employers cannot write to job seekers who have not applied to their jobs.