Applicant Profiles

Whenever an applicant applies—or is manually added—to a job, an Applicant Profile is automatically created. This profile stores both personal and professional information (contact info, name, birthday, qualifications), and gives you a space to add notes, upload documents, and communicate with the applicant.

Additionally, you will have the ability to quickly review and evaluate the profiles of the applicants by downloading their resumes or printing them out in case you need them for the interview.

At the top of the profile, you’ll see the applicant’s contact details and their current status in the hiring pipeline. You can edit this information or move them to a new hiring phase. Below that, several tabs help you manage key aspects of the applicant’s record.

Details Tab

In this tab you’ll find a snapshot of the candidate's key data:

• Automatic tags highlighting attributes like experience level, responsiveness, commute.
• If a resume is uploaded, quick-access to the file.
• Their job history, work experience, commute breakdown.
• Any licenses or certifications (if listed).
• Expected pay and availability information.

Notes

The Notes section is ideal for capturing interview feedback, sharing insights among hiring managers, or organizing your own observations.

You can use the “Add Note Template” button to create reusable templates (for example, a set of interview questions). Saved templates appear below the note box; click “Use” to insert one instantly.

Documents

Here you can upload supporting files—certifications, licenses, transcripts, etc. Use “Add Document” to attach files, which then display in the applicant’s profile.

Messages

This section displays the complete message history for the applicant, from the initial email sent to the most recent conversation, ensuring a clear and organized communication record.

Calls

This section displays the complete call history for the applicant, including timestamps, call duration. It is also where you can initiate a call for an applicant if the applicant forwarding number is configured.

Note:

Only applicants with an “In Progress” status will have their calls routed through the forwarding number. If an applicant is still in the “Applied” or “Needs Review” stage and tries to call the job’s phone number, the system will record that they attempted to call—but the call will not connect. This ensures that only reviewed and active applicants can reach your hiring team directly.

Activity

This tab gives you a complete timeline of every action related to the applicant: status changes, notes, emails, messages, calls, and updates—so you always know where things stand.

Blocking Applicants

If communication needs to be cut off (e.g. due to repeated unwanted messages or applicant misconduct), you can Block an applicant:

• Click the three-dot menu on their profile or in the “Needs Review” list to block.
• Blocking stops future messaging (incoming and outgoing), though the application remains visible in your pipeline.
• If the same contact applies to another job in your organization, messaging remains blocked across those applications.
• You can view all blocked applicants via the # Blocked link on the Jobs page, and unblock them individually from there or from their profile.

Summary & Tips

Applicant Profiles centralize all applicant details, communications, and activity in one easy-to-navigate location—helping you stay organized throughout the hiring process.

Quick Tips:

• Review applicants promptly to move qualified ones into “In Progress” so calls can connect.
• Use Notes Templates for faster, more consistent interview documentation.
• Keep Documents organized by uploading licenses and certifications right away.
• Leverage Activity Logs to track every interaction and maintain transparency across your team.