Work with jobs and applications

Vacancies tell you what you are hiring for; applications connect your candidates to those openings. Both live under Recruitment in your sidebar.

Browse vacancies

Select Vacancies under Recruitment to see the openings you recruit for. Open a vacancy to see its details and requirements — this is the definition you source against.

Only live vacancies accept new applications. A vacancy that is paused or closed stays visible for its existing applications but no longer appears to candidates.

See the vacancies assigned to you

Your line manager or an admin can assign you to vacancies. Turn on My vacancies above the list to see only those. Turn it off to see every vacancy again. Being assigned does not change which vacancies you can open; it is how your manager tracks who is working each one.

Show a vacancy on the public jobs board

Vacancies are private until someone makes them public. In Jobs, switch Public on for a live vacancy to show it on the public jobs board that anyone can see without signing in, and switch it off to hide it again.

Review applications

Select Applications under Recruitment to see applications across your vacancies. Open an application to see:

• The candidate's profile and CV.
• Their answers to any screening questions.
• The application's current status and full history.

The top of the application shows the candidate's email and phone. Select the green WhatsApp button beside the phone to message the candidate: it opens the same message window as on the candidate's page, where you can pick a template, and Send Message opens WhatsApp with their number. If the candidate has more than one number, choose which one first. The button does not show when the candidate has no valid phone number.

The Candidate Info tab sets out the candidate's details in cards: Contact information (email and every phone number), Professional details (candidate status and rating), Address and Personal details (gender and date of birth). You always see gender and date of birth. A client sees them only if the candidate chose to show them in their profile; only the candidate can change that. The CV is on the Resume / CV tab.

Filter applications by job

The Job filter lists the vacancies that have applications in your list, each with how many, most first — including closed vacancies that still have applications. It shows the top 100; type part of a vacancy's title to find any other. For admins, the Client filter works the same way. The vacancy title is followed by its branch, such as Field Officer — Pune, because one title can exist at several branches.

Progress an application

An application moves through interview stages — scheduled, interviewed, feedback awaited — and on to offer and joining for selected candidates. Applications that do not move forward are closed with a reason, such as the candidate backing out or the position going on hold.

When you update an application:

1. Open the application from the Applications list.
2. Set the new status that reflects what actually happened.
3. Add a remark with the context — interview feedback, follow-up owner, next step.

Reasons when an application ends

When you move an application to Not interviewed / Rejected or Interviewed / Rejected, Workrize asks why before it saves:

• experience short
• skills gap
• salary mismatch
• notice period
• role filled
• position on hold
• no-show
• other

Choosing Other asks you to write the reason. Your note is saved as a remark on the application.

Some statuses already say why, so nothing is asked:

• a backed out status is recorded as "candidate backed out";
• Out of budget is recorded as "salary mismatch";
• Not available / not responding is recorded as "candidate unreachable".

For a back-out you can give a sharper reason if you know it (not interested, salary mismatch, notice period, no-show or other). When you reject several applications at once, one reason applies to all of them. These reasons feed the analytics on why candidates leave.

Mark a candidate as joined

Moving an application to Joined asks for the joining date — the day the candidate started. It is required, and it cannot be in the future. The 30- and 90-day retention checks are counted from it.

Retention checks at 30 and 90 days

At 30 and 90 days after a candidate joins, a retention check appears at the top of your Call queue: is the joiner still in role?

• Call them from their profile (the name is a link), then select In role, or Left and the last day they worked.
• If the candidate's owner is no longer active, the check goes to their line manager.
• If three calls over five working days (Monday to Saturday) do not reach the joiner, the client is asked too, in their portal. The check is marked Client asked too. Whoever answers first closes it.
• A Left answer records that the candidate left, and the retention numbers count it.

Approve or reject a stage

A vacancy can have evaluation stages. On the application screen, the Evaluation Stages panel lists them, with Approve and Reject on each one. Either button opens a remark to record with the decision.

Approving the last stage moves the application to Offer letter rolled out. The last stage's card then asks for the outcome instead: Selected, Joined or Backed out. Each one changes the status just as changing it by hand does: Joined asks for the joining date, which starts the 30- and 90-day retention checks, and Backed out asks for the reason.

An admin can correct a mistake with Undo on the same card, at any time. Undo outcome puts the application back at Offer letter rolled out; Undo final approval then puts it back where it was before the approval, and the stage offers Approve and Reject again. Each undo is kept in the status history. Undoing a Joined removes its retention checks that nobody has answered yet. Once the application has moved on past the outcome, there is nothing to undo here.

Who can change an application

Changing an application's status and approving or rejecting its stages follow one rule:

The rule is the same whether you change one application or several at once. Changing a status or a stage on an application outside that rule is refused with Access Denied. When you change several applications at once and any one of them is outside the rule, none of them change.

Related topics

• Manage the candidate process
• Source and filter candidates
• Track your applications