Talent
Screen applications and hire a candidate
File an application against a vacancy, score it at screening, move it through the pipeline on the board, and convert an accepted offer into an employee record.
4 min readLast updated
In this article
An application links one candidate to one vacancy. It carries the screening score, the interviews, the overall score and, at the end, the employee created from it. Use this screen to record applications that arrive by email, phone or walk-in, to screen them, and to hire the person you select.
Before you start
The job posting must be approved or published, and its application deadline must not have passed.
The candidate must exist and must not be blacklisted.
Record an application
Open People › Talent › Applications. The cards at the top count the Applications, how many are Screened and how many are Not screened yet for the current filters.
Select Add job application. If you started from a published posting's Add job application action, the posting is already chosen.
Choose the Job posting and the Candidate. A candidate can apply to the same posting only once.
Check the Application date, and optionally set the Status, the Pipeline stage, who it is Assigned to, and the Cover letter.
Select Save. A new application starts as Applied in the New stage unless you chose otherwise.
Screen the application
Open the row's actions menu and select Screen application.
Enter the Screening score (0-100) and your Screening notes.
Select Save. The application moves to Screening and is counted as screened.
Follow the pipeline
Each application has two independent fields:
Status is the precise step: Applied, Screening, Phone screening, Interview scheduled, Interviewed, Technical test, Shortlisted, Offer pending, Offer sent, Offer accepted, Offer rejected, Rejected or Withdrawn. Change it with Update status.
Pipeline stage is the broad column on the board: New, Screening, Interviewing, Offer and Closed.
Select Board view to see the applications as cards by stage, and drag a card to another column, or use Move stage. A board move changes only the stage. It never overwrites the status you set. Select Table view to return to the list.
How the overall score is calculated
The Overall score combines screening and interviews on one 0–100 scale. It is the average of the screening score and the average interview rating multiplied by 20 (interview ratings run from 0 to 5). A part that does not exist yet is left out rather than counted as zero. For example, an application screened at 80 with no completed interview scores 80. After two interviews rated 4 and 5, the interview part is 90, so the overall score becomes 85. The score updates each time an interview outcome is recorded.
Hire the candidate
Set the status to Offer accepted with Update status.
Open the actions menu and select Convert to employee, then confirm.
The system shows the new employee's ID.
When you convert, the system:
creates an active employee with the candidate's names, email and phone, the posting's department and employment type, a joining date of today, and the expected salary as the basic salary;
sets up the employee's leave balances for the current year;
marks the application as Hired, moves it to Closed, and sets the candidate to Hired;
closes the posting when this hire fills its last vacancy;
starts the onboarding checklist from the template linked to the posting, if there is one.
Common questions
Why is Convert to employee greyed out? The status is not Offer accepted. A hired application is closed and offers no further actions.
Why was the conversion refused? Every vacancy on the posting is already filled. Increase the posting's Positions to hire more.