Managing Candidate and Application Stages
Candidate stages changes automatically based on the Application stages in Zoho Recruit. To access Candidate Stages, Navigate to the Candidates module, and you'll find the consolidated Candidate Stage view on top. Selecting a record will show the most recent stage as their status.
Application Stage vs Candidate Stages
There may be cases when a user wants a candidate to apply for and be associated with only one job at a time. Or, a user may wish to have the same candidate apply for and be associated with multiple jobs simultaneously. With Zoho Recruit, they can customize based on their preference with one of the following options.
- Single Application
- Multiple Applications
Single Application
If Single Application is enabled, a candidate can apply for and be associated with only one active job. To enable this option, navigate to Setup > Hiring Pipeline > Applications.
Now, let's see how the candidate's stages change in response to changes in the application stages for a Single Application.
Scenario 1: Hired
- Total Candidates: 1
- Jobs : 1 (eg: Software Developer)
- Total Open Positions: 1
Kevin applies for a Software Developer job and is Hired. Then the statuses for the Application and Candidate stages will be as follows:
Candidate | Application Status | Candidate Stages |
Kevin | Hired | Hired |
Scenario 2: Rejected
- Total Candidates: 1
- Jobs : 1 (eg: Software Developer)
- Total Open Positions: 1
David applies for a Software Developer job and is Rejected. Then the statuses for the Application and Candidate stages will be as follows:
Candidate | Application Status | Candidate Stages |
David | Rejected | Rejected |
Multiple Applications
When this feature is enabled, a candidate can apply for and be considered for multiple job openings simultaneously. To activate this, navigate to Setup > Hiring Pipeline > Applications.
For additional information. Refer to the help document to know more.
Now, let's see how the stages of a candidate change in response to changes in the application stages for Multiple applications.
Scenario 1: Hiring Process for Software Developer
Sub-scenario 1.1: One Candidate Hired for One Position
- Total Candidates: 10
- Jobs : 1 (eg: Software Developer)
- Total Open Positions: 5
John applies for a Software Developer job and is Hired. Then the statuses for the Application and Candidate stages will be as follows:
Candidate | Application Status | Candidate Stages |
John | Hired | Hired |
Other Applications of John | Archived | Hired |
Now lets see how the remaining applications, i.e unhired applications, are handled for the same role
Sub-scenario 1.2: Remaining Applications/Non Hired After One Candidate Hired
- Remaining Candidates: 9
- Jobs : 1 (eg: Software Developer)
- Remaining Open Positions: 4
Until the remaining 4 positions are filled, the statuses for the rest of the 9 applications will be as follows:
Candidates | Application Status | Candidate Stages |
9 candidates | Engaged | Engaged |
Engaged: This status indicates that the candidate is still under consideration for other job applications within the system.
Scenario 2: Five Candidates Hired for Five Positions
- Total Candidates: 10
- Total Open Positions: 5
Now lets assume for the job (Software Developer), five candidates are hired for the five positions, and the job (software developer) is closed. The remaining 5 (non hired) candidates need to be evaluated. In this scenario, some candidates may or may not have applied for other job openings. Let's see how this is categorised.
Sub-scenario 3.1: Candidates Not Applied for Other Jobs
- Candidates: 2
In the remaining 5 (non hired) candidates, let's say Sarah and Michael alone haven't applied for any other positions within the company, so their statuses in both stages will be as follows:
Candidates | Application Status | Candidate Stages |
Sarah and Michael | Archived | Available |
Available: This status indicates the candidates are open to future job opportunities.
Sub-scenario 3.2: Candidates Applied for Other Jobs
- Candidates: 3
David, Emily, and Jessica applied for other jobs (The application stage depends on the status of those jobs). If any of those jobs are still open, their Candidate stage remains Engaged. If all their other applications are closed, their Candidate stage becomes Available.
Sub-case 3.2.1: Candidates other Job Applications Still Open
Job Applications Open: At least one associated application is open.
All the remaining Job openings in which David and Emily had applied are still open,
Candidates | Application Status | Candidate Stages |
David and Emily | Any one of the application status | Engaged |
Sub-case 3.2.2: All Other Job Applications of candidates are closed
- Job Applications Closed: All associated applications are closed.
All the remaining Job openings in which Jessica had applied are closed. Hence, the statuses are:
Candidates | Application Status | Candidate Stages |
Jessica | Archived | Available |
Scenario 4: Candidate Rejected
When a candidate applies for multiple jobs and receives a rejection, the user has the option to:
Sub-scenario 4.1: Reject the candidate for a single job:
Tony applies for multiple jobs (Say, Developer and Testing) and he got rejected for one job (eg: Developer) alone while the other job is still in open state, then the statuses will be as follows,
Candidates | Application Status | Candidate Stages |
Tony | Rejected | Engaged |
Sub-scenario 4.2: Reject the candidate for all jobs:
Jack applies for multiple jobs (Say, Developer, and Testing) and he got rejected for all the applied jobs (Developer and Testing), then the statuses will be as follows,
Candidates | Application Status | Candidate Stages |
Jack | Rejected | Rejected |
Rejected: This status indicates that the candidate is no longer under consideration for any job applications within the system.
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