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Managing Candidates: View Options Guide

When viewing a published job, you can see all applicants in 3 different views. Each view is designed for different work styles and use cases.

Accessing Candidate Views​

  1. Go to Recruitment > Manage Jobs
  2. Click on any Live or Closed job
  3. You'll see the candidate count and three view options:
    • Card (Kanban Board)
    • Flow (Visual Diagram)
    • Table (List View)

View 1: Card View (Kanban Board)​

Best For: Managing candidates through your hiring pipeline stages

What is it?​

A Kanban board that displays candidates as cards organized in columns. Each column represents a stage in your hiring process (e.g., Screening, Interview, Offer, Hired).

Key Features​

1. Pipeline Stages (Columns)​

  • Each column represents a hiring stage
  • Stages are customizable in Settings > Recruitment Process > Pipeline Editor

Common stages:

  • Screening: Initial review
  • First Interview: Phone or video screening
  • Technical Assessment: Skills test
  • Second Interview: In-depth interview
  • Offer: Job offer extended
  • Hired: Candidate accepted
  • Rejected: Candidates who didn't make it

2. Stage Assignee​

  • Each stage shows the assigned team member responsible for that phase
  • Helps distribute workload across your team
  • Shows "Unassigned" if no one is assigned

3. Candidate Cards​

Each card displays:

  • Candidate Photo (if provided)
  • Full Name
  • Email Address
  • Phone Number
  • Tags (if added)
  • Quick Actions Menu

4. Drag & Drop Functionality​

This is the most powerful feature!

How to Move Candidates:

  1. Click and hold on any candidate card
  2. Drag it to a different column (stage)
  3. Release to drop

What Happens When You Drop:

  • Automatic Email Check: System checks if this stage has an email template configured
  • Email Dialog Appears (if template exists):
    • Shows pre-written email template
    • You can edit the message
    • Choose to send or skip
    • Or write a custom message
  • Stage Updated: Candidate moves to the new stage
  • History Tracked: Movement is logged in candidate's timeline

Special: Rejected Column

Dragging TO Rejected:

  • Opens rejection email dialog
  • Allows you to send rejection email
  • Candidate is marked as rejected

Dragging FROM Rejected:

  • Undoes the rejection
  • Moves candidate back into active pipeline
  • Updates their stage

5. Quick Actions (Card Menu)​

Click the menu icon (⋮) on any card to:

  • View Profile: See full candidate details and CV
  • Add Note: Write internal notes about the candidate
  • Add Tag: Label candidates (e.g., "Top Candidate", "Needs Follow-up")
  • Reject: Move to rejected column with email option
  • Attach CV: Upload candidate's CV if not provided

How to Use Card View​

  1. Review New Applicants: Check cards in the first column (usually "Screening")
  2. Move Through Stages: Drag candidates to the next stage as they progress
  3. Send Automated Emails: Let the system send stage-specific emails automatically
  4. Add Notes: Click on a card to add interview notes or feedback
  5. Tag Important Candidates: Use tags to mark top candidates
  6. Reject When Needed: Drag to "Rejected" column or use the reject action

Best Practices​

  • ✅ Use Email Templates: Set up templates for each stage to save time
  • ✅ Add Notes After Interviews: Document feedback immediately
  • ✅ Tag Top Candidates: Makes it easy to identify best applicants
  • ✅ Review Rejected Column: Occasionally check if anyone should be reconsidered

View 2: Flow View (Visual Diagram)​

Best For: Visualizing relationships between candidates and creating custom workflows

What is it?​

A visual canvas (diagram board) where you can create custom visual representations of your candidates and their relationships.

Key Features​

1. Canvas Workspace​

  • Infinite canvas for visual organization
  • Zoom in/out capability
  • Pan around the workspace
  • Free-form layout

2. Candidate Nodes​

  • Each candidate appears as a node (circle or box)
  • Contains candidate photo and name
  • Can be positioned anywhere on canvas

3. Visual Connections​

  • Draw lines between candidates
  • Show relationships or groupings
  • Create custom workflows

4. Notes and Annotations​

  • Add text boxes anywhere on canvas
  • Write notes directly on the diagram
  • Create labels and categories

5. Custom Organization​

  • Group candidates visually
  • Create your own stages or categories
  • Map out complex hiring scenarios

How to Use Flow View​

  1. Add Candidates: Candidates appear as nodes on the canvas
  2. Drag to Position: Move nodes to organize visually
  3. Draw Connections: Link related candidates or create flow paths
  4. Add Notes: Place text boxes to explain your organization
  5. Zoom and Pan: Navigate large candidate pools easily

When to Use Flow View​

  • Complex Hiring Scenarios: Multiple positions or team compositions
  • Team Building: Visualizing how candidates fit together
  • Comparison: Placing similar candidates side-by-side
  • Brainstorming: Planning ideal team structures
  • Presentation: Showing hiring strategy to stakeholders

View 3: Table View (List)​

Best For: Detailed data analysis and comparison

What is it?​

A traditional spreadsheet-style list showing all candidates with their details in columns.

Key Features​

1. Detailed Columns​

View multiple data points at once:

  • Candidate Name
  • Email
  • Phone
  • Current Stage
  • Application Date
  • Status
  • Tags
  • Notes Count
  • Rating/Score (if used)
  • Source (how they applied)

2. Sorting​

  • Click any column header to sort
  • Sort by date (newest/oldest)
  • Sort alphabetically
  • Sort by stage

3. Filtering​

  • Filter by stage
  • Filter by tags
  • Filter by date range
  • Filter by status (Active/Rejected)
  • Combine multiple filters
  • Quick search by name
  • Search by email
  • Search by phone number

5. Bulk Actions​

Select multiple candidates and perform actions on multiple at once:

  • Move to same stage
  • Add same tag
  • Export selected

6. Export​

  • Export to Excel/CSV
  • Download candidate list
  • Include selected columns only

How to Use Table View​

  1. Review All Data: See comprehensive candidate information at a glance
  2. Sort and Filter: Find specific candidates quickly
  3. Compare: Look at multiple candidates side-by-side
  4. Search: Find candidates by name, email, or phone
  5. Export: Download data for external analysis or reporting
  6. Bulk Operations: Update multiple candidates at once

When to Use Table View​

  • Data Analysis: Need to see all details at once
  • Reporting: Preparing reports for management
  • Comparison: Comparing qualifications across many candidates
  • Searching: Looking for a specific candidate
  • Exporting: Need data in Excel for further analysis

Switching Between Views​

You can switch between views at any time without losing data:

  1. Click the view toggle buttons at the top:

    • Card Icon: Switch to Kanban board
    • Flow Icon: Switch to visual diagram
    • Table Icon: Switch to list view

  2. All views show the same candidates, just displayed differently

  3. Changes made in one view (like moving stages) are reflected in all views

Which View Should I Use?​

Use Card View when:​

✅ You want to move candidates through stages quickly
✅ You need to send stage-specific emails
✅ You prefer visual, drag-and-drop workflow
✅ You're actively managing the hiring process

Use Flow View when:​

✅ You need to visualize complex relationships
✅ You're planning team compositions
✅ You want to create custom visual workflows
✅ You're presenting hiring strategy to others

Use Table View when:​

✅ You need to see all candidate details at once
✅ You're searching for specific candidates
✅ You want to sort and filter data
✅ You need to export data for reports
✅ You're comparing many candidates

Common Workflows​

Workflow 1: Daily Candidate Review (Card View)​

  1. Open Card View
  2. Check "Screening" column for new applicants
  3. Drag promising candidates to "First Interview"
  4. System sends interview invitation email automatically
  5. Add notes to each card after reviewing

Workflow 2: Team Planning (Flow View)​

  1. Open Flow View
  2. Position candidates for different roles
  3. Draw connections showing team fit
  4. Add notes about team dynamics
  5. Share visual with hiring team

Workflow 3: Weekly Report (Table View)​

  1. Open Table View
  2. Filter by date range (last 7 days)
  3. Sort by stage to see progress
  4. Export to Excel
  5. Share with management

Tips for Success​

Card View Tips​

  • Set Up Email Templates First: Configure templates for each stage before moving candidates
  • Use Tags Liberally: Makes it easy to find top candidates later
  • Add Notes Immediately: Document feedback right after interviews
  • Don't Fear Rejected Column: You can always undo rejection by dragging back

Flow View Tips​

  • Start with a Plan: Decide your visual organization before adding candidates
  • Use Colors: If available, color-code nodes for easy identification
  • Add Labels: Use text boxes to explain your organization
  • Save Layouts: Take screenshots of important configurations

Table View Tips​

  • Use Filters: Narrow down to relevant candidates before analyzing
  • Export Regularly: Keep backups of candidate data
  • Sort Smart: Combine sorting with filtering for best results
  • Customize Columns: Show only the columns you need

Email Automation in Card View​

How It Works​

  1. Configure Templates: In Settings > Recruitment Process > Email Templates
  2. Link to Stages: Assign templates to specific pipeline stages
  3. Drag Candidate: When you move a candidate to that stage
  4. Email Dialog Opens: Shows the template with candidate's name auto-filled
  5. Choose Action:
    • Send: Sends email and updates stage
    • Edit & Send: Modify message before sending
    • Skip: Update stage without sending email
    • Custom Message: Write completely new email

Email Template Variables​

Templates can include:

  • {{candidate_name}}: Candidate's full name
  • {{job_title}}: Position name
  • {{company_name}}: Your company name
  • {{interview_date}}: Scheduled date (if set)

Frequently Asked Questions​

Can I use multiple views for the same job?​

Yes! Switch between views anytime. All views show the same data.

Do changes in one view affect others?​

Yes. Moving a candidate in Card View updates their stage in Table View and Flow View.

Can I customize the pipeline stages?​

Yes, but only in Settings > Recruitment Process > Pipeline Editor, not directly in the views.

What happens if I accidentally reject someone?​

In Card View, simply drag them from the "Rejected" column back to any active stage. This undoes the rejection.

Can I see candidate history?​

Yes. Click on any candidate to see their full profile, which includes a timeline of all stage changes and notes.

How do I know if an email was sent?​

Check the candidate's profile timeline. It will show "Email sent" entries with the template name.

Can I move multiple candidates at once?​

Not in Card View. Use Table View for bulk actions.

Is Flow View available on all plans?​

Check your plan features. Some advanced views may require specific subscription tiers.

Need Help?​

  • Card View Issues: Make sure pipeline stages are configured in Settings
  • Flow View Not Loading: Try refreshing the page or clearing browser cache
  • Table View Export: Ensure you have candidates selected before exporting
  • Email Not Sending: Check that templates are enabled and configured correctly

Master all three views to become a hiring efficiency expert!

Next Steps​