This article provides details on each of the candidate categories and statuses available within a Requisition. It covers how candidates move through your recruitment process, including what to do when a candidate has been moved to an unsuccessful stage in error. It also details the key email notifications that are triggered when a candidate is made unsuccessful.
Candidate Statuses Explained
Within a Requisition, candidates are grouped into five main statuses that represent their stage in the recruitment process:
New: The initial stage for newly submitted applications that have not yet been reviewed.
Shortlist: For candidates you've reviewed and identified as potentially suitable for the role. From here, you can initiate activities like interviews.
In-progress: This status lets you know an activity or workflow is underway for the candidate, such as a scheduled interview or a panel review.
Offer: For candidates who have been sent an offer of employment.
Unsuccessful: This is a broad category for candidates who are no longer being considered for the role. This includes candidates who have been 'Rejected' or marked as 'Not Suitable'.
How to Short List a Candidate
Candidates can be short listed when they are in the "New" Candidate status
Navigate to Recruitment > Requisitions > Search for the Relevant Requisition > Click Candidates tab
Click "New" status > Actions > Shortlist
Alternatively, this can be done in bulk as well:
Navigate to Recruitment > Requisitions > Search for the Relevant Requisition > Click Candidates tab
Click "New" status > Bulk Actions > Shortlist
How to mark Candidates as Not Suitable, Rejected or Withdrawn
Marking a Candidate as Not Suitable / Withdrawn:
Candidates can be marked as Not Suitable or be Withdrawn at any candidate status.
Navigate to Recruitment > Requisitions > Search for the Relevant Requisition > Click Candidates tab
Search for the Candidate > Click Actions > Not Suitable / Withdraw Candidate
Rejecting a Candidate:
The option to Reject a Candidate is only available for those who are in the Shortlist or In Progress Status within a Requisition
Navigate to Recruitment > Requisitions > Search for the Relevant Requisition > Click Candidates tab
Search for the Candidate > Click Actions > Reject
Alternatively, this can be done in bulk as well:
Navigate to Recruitment > Requisitions > Search for the Relevant Requisition > Click Candidates tab
Choose the relevant Candidate Status > Bulk Actions > Mark as Not Suitable or alternatively Reject
Notifications for Unsuccessful Candidates
ELMO can send automated notifications to candidates when they are no longer being considered for a role. The timing depends on the action you take. You can manage these templates in Administration > General > Notifications.
Immediate Rejection Notification
Trigger: This email is sent when you manually select "Reject" for a candidate and choose to send a notification.
Template Name: Recruitment - Reject - External Candidate or Recruitment - Reject - Internal Candidate.
When it's sent: This notification is sent immediately.
Helpful Tip: Sending this email is optional. If you reject a candidate without sending an email, their status will be updated, but no communication will be sent from ELMO at that time.
Finalisation Notification (Not Suitable)
Trigger: This email is automatically sent when an administrator finalises a requisition.
Template Name: Not Suitable - External Candidate or Not Suitable - Internal Candidate.
Who receives it: This notification is sent to all candidates who were marked as 'Not Suitable' or who were still in the 'New', 'Shortlist', or 'In-Progress' stages at the time of finalisation.
Who does NOT receive it: Candidates who have already been 'Rejected', have 'Accepted' an offer, or have 'Withdrawn' will not receive this email. This prevents candidates from receiving duplicate rejection emails.
Configuration: This notification can be deactivated entirely under Administration > General > Notifications.
The Difference Between 'Not Suitable' and 'Reject'
Understanding the difference between these two options is crucial for managing candidate communications effectively.
Mark as 'Not Suitable' (Soft Reject)
This is a flexible, temporary status ideal for candidates you aren't proceeding with now but might reconsider.
Immediate Action: Moves the candidate to the 'Unsuccessful' tab.
Email Outcome: No immediate email is sent. The candidate will be added to the queue to receive the automatic "Not Suitable" notification when the requisition is eventually finalised.
Reversibility: This is a soft rejection. You can easily move the candidate back to the 'Shortlist' by clicking Actions > Add to Shortlist.
Best Use Case: Use this for candidates you are not proceeding with at the moment, or if you prefer to notify all unsuccessful candidates in one batch when the role is filled.
Mark as 'Reject' (Hard Reject)
This is a permanent, final action for a specific requisition.
Immediate Action: Moves the candidate to the 'Unsuccessful' tab and removes all associated workflow activities (like pending interviews).
Email Outcome: You are given a choice to send a rejection email immediately or reject without an email. Regardless of your choice, the candidate will NOT receive any further automated emails when the requisition is finalised.
Reversibility: This is a hard rejection and is not easily reversible.
Best Use Case: Use this when you are certain a candidate is not a fit and you want to either notify them immediately or simply update their status without sending any system emails at all. This is the safest option to prevent accidental emails upon finalisation.
Moving a Candidate from 'Unsuccessful' back to 'Shortlist'
If you need to reconsider a candidate, the first step is to check exactly how they were marked as unsuccessful.
How to Check a Candidate's Status
Navigate to the Unsuccessful tab within the relevant requisition.
Find the candidate in the list.
Look at the label directly under their name. You will see a specific status, such as 'Not Suitable', 'Rejected - Email', 'Rejected - No Email' or 'Withdrawn'.
Once you have identified their status, follow the appropriate instructions below.
If the Candidate's Status is 'Not Suitable'
From the Unsuccessful tab, find the candidate you wish to reconsider.
Click the Actions button next to their name and select Add to Shortlist. The candidate will then be moved back to the 'Shortlist' tab.
If the Candidate's Status is 'Rejected' Reconsidering a rejected candidate requires a different approach, as the direct 'Add to Shortlist' option is not available.
Option 1: Create a New Candidate Profile
Navigate to the candidate's existing profile (Administration > Recruitment > Candidates) and edit their email address to a dummy one (e.g., adding '1' to the start). This frees up their actual email address.
Return to the requisition and add the candidate as a New Candidate, using their correct details and email address. This creates a fresh application for them.
Option 2: Use the Offer Function
From the Unsuccessful tab, click Actions > Make an Offer for the rejected candidate. You do not need to send the offer email.
Once the offer is made, immediately Withdraw it. This will move the candidate to the In-Progress or Shortlist tab. The candidate will not be notified of this action.
Frequently Asked Questions (FAQs)
How can I mark a candidate as unsuccessful without sending them an automatic email? If you have already communicated with the candidate personally and just want to update their status, use the Reject function. When prompted, choose the option "No, do not email candidate". This will move them to the Unsuccessful tab and ensure they do not receive the 'Not Suitable' email when the requisition is finalised later.
Will a candidate I rejected get another email when I finalise the requisition? No. Candidates who received an immediate 'Reject' email will not receive the 'Not Suitable' notification when the requisition is finalised.
Why can’t I schedule an interview for a candidate I moved back from the 'Rejected' status? When a candidate is rejected, their active workflow items are removed. While using the "dummy offer" trick can move them back to the shortlist, it doesn’t restore those workflow items. To regain full process functionality, creating a new candidate profile for them is the best approach.
A candidate was automatically moved to Unsuccessful. Why? This usually happens if you have screening question filters set up in your Recruitment Workflow. If a candidate provides an answer that you have designated as a filtering response, they will be automatically marked as unsuitable.
We re-advertised a role using the same requisition. Can a previously unsuccessful candidate re-apply?
No, candidates cannot submit a new application to a requisition they have already applied to, even if the job is re-advertised. The system views it as a single requisition record.
If you want to reconsider a candidate from the original applicant pool for the re-advertised role, you should find them in the 'Unsuccessful' tab and move them back to the 'Shortlist' using the workarounds detailed in this article. If you want all candidates to submit fresh applications, you must create a new requisition for the re-advertised role.