For recruiters
Manage the candidate process
Process stages, moving candidates forward, and remarks.
Last updated: 1 October 2026
Each candidate has a process view — the single place where you progress them through the pipeline, record remarks, and see everything that has happened so far.
Open a candidate's process
From Recruitment, select Candidates, open the candidate, and go to their process view. The process view shows the candidate's current status, their application pipeline, and the full history.
Work the pipeline
The process view is built around stages. A candidate moves from sourcing statuses (contacted, interested, shortlisted) into an application pipeline (interview, feedback, offer, joining) — each move is a deliberate status change you make from this view.
When you change a status:
- The change is recorded in the candidate's history with who made it and when.
- Dashboards and team views update for everyone who tracks this candidate.
- Where the change affects an application, the candidate is notified.
When someone else refers your candidate
If your line manager or an admin refers one of your candidates to a vacancy, you get a notification in the app naming the candidate, the vacancy and who referred them. Referrals made within a few minutes of each other arrive together as one notification. There is no email for this, and you are not notified about referrals you make yourself.
Record remarks
Remarks are the running notes on a candidate — call outcomes, interview impressions, anything the next person needs to know.
To add a remark, open the candidate's process view and add your note in the remarks area. Remarks are visible to the others working the same candidate, so write them for your colleagues, not for yourself.
You can add a remark, and read remarks, only on a candidate or application you are allowed to open: as a recruiter, your own candidates and their applications; as a line manager, the applications of candidates whose lead you or one of your recruiters own. A remark on any other record is refused.
The candidate's CV
A CV can be a PDF or a Word file (.doc or .docx). Pictures (JPG or PNG) are refused with a message saying so. The CV opens in the preview on the candidate's profile, under the CV card, and on an application's Resume / CV tab. A Word file is turned into a PDF for the preview; while that runs, the preview says it is being prepared, which usually takes under a minute. Word CVs uploaded before 14 August 2026 were converted in a one-off pass. Older .doc files (Word 97–2003) uploaded before 17 October 2026 were not converted: download them to read them, or upload the file again to get a preview. If a Word CV cannot be converted (for example, the file is damaged), it stays as the Word file with no preview, and you can still download it.
Upload, replace or delete. Drag a file onto the CV card, or click it to choose one. Replace swaps the CV only once the new file is stored: if the upload fails, the previous CV stays. An admin, or the recruiter who owns the candidate, sees Delete; it asks you to confirm, removes the file for everyone and records it in the activity log.
Employment history
A candidate's work history is part of their record and helps you assess fit and verify experience.
On an application, open the Employment History tab. Career history lists the candidate's jobs as a timeline, newest first: the current job is marked Current, and each job shows the employer, the role, the dates and how long they stayed. These are the same jobs the candidate sees under Work experience on their own profile.
If you own the candidate's lead, you can change the list in place:
- Add job: enter the role, the employer, when they started and, unless they still work there, when they left.
- Edit (the pencil) changes a job; Remove (the bin) deletes it after you confirm.
Admins can do the same on any candidate. Other recruiters and line managers see the timeline but cannot change it, and a candidate's education stays theirs to edit.
Below the timeline, Workrize placement is the placement record for this application (joined, not joined, left). Select View & edit the placement to change its status, dates or salary.