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An applicant is a candidate for a role — anyone who applies to a job opening, or whom you add by hand, or who comes in through the public careers site or a referral. The applicants area is your candidate pipeline: you move each person through stages, rate them, attach their CV, schedule interviews, and ultimately put them forward for a job offer. When a candidate accepts their offer they become an employee. This page covers adding applicants, the pipeline stages, ratings, assignment, the kanban and table views, and the applicant detail page. You’ll find this at: /hr/recruitment/applicants (list), /hr/recruitment/applicants/:id (detail)
📷 Screenshot: Applicants kanban pipeline with the stat cards and view toggle — to be added.

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Before you start

  • Which business am I in? Applicants belong to the business selected in the switcher. One business cannot see another’s applicants (their personal details stay isolated).
  • Each applicant gets a reference number automatically (a tenant-wide series, e.g. APP-2026-0001).

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The applicant pipeline (statuses)

Applicants move through five stages. The kanban board shows them as friendly column names: You can move a candidate freely between Applied, In Review, On Hold, and Rejected — there’s no forced order. But Accepted is special: you cannot set it by hand. An applicant only becomes Accepted when they accept their job offer. If you try to drag a card into the Accepted column you’ll see “Applicants can only be accepted through a job offer,” and the server enforces the same rule (“Applicants become Accepted only via accepting their JobOffer”). Cards already in Accepted or Rejected can’t be dragged out.

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Adding an applicant

Choose New Applicant (needs hr-recruitment:write) from the applicants list or from an opening’s Applicants tab.
📷 Screenshot: New Job Applicant dialog — to be added.
New applicants start as Open (Applied).
Duplicate guard: If you give an email address, Hitaji 360 stops you adding the same email twice for the same opening (“An applicant with this email already exists for this job opening”). This keeps a candidate from being logged twice for one vacancy.
Closed openings: You cannot attach an applicant to a Closed opening (“Cannot apply to a closed opening.”).

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Two ways to view the pipeline

A toggle at the top switches between:
  • Pipeline (kanban) — cards in columns by stage. Drag a card to a new column to change its status. Each card shows the candidate’s initials, name, the role they’re applying for, their source, a rating, contact icons, and how long ago they applied. This is the default view.
  • Table — a sortable, paginated grid with columns for Applicant, Position, Status, Source, Rating, Applied, and an Offer action. You can multi-select rows and use the bulk bar to Move to Review, Hold, or Reject several candidates at once (these bulk actions are disabled if any selected candidate is already Accepted or Rejected).

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Filtering

Above the board sit clickable stat cards (Applied, In Review, On Hold, Rejected, Accepted) that filter by stage, plus:
  • Search — by applicant name.
  • All Openings — filter to one opening.
  • All Sources — filter by source.
  • Clear filters — appears when any filter is active.

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The applicant detail page

Open an applicant to see everything about them, with action buttons across the top (when you have hr-recruitment:write):
  • Move to Review, Put on Hold, Reject — move the candidate through the pipeline.
  • Prepare Offer — start a job offer for this candidate (carries the applicant and opening through).
Tabs:
  • Profile — name, email, phone, gender, date of birth, marital status, national ID, source, salary expectation, and the cover letter.
  • Interviews — every interview for this candidate with its status, date, time, and average rating. A Schedule button starts a new one.
  • Offers — every job offer for this candidate with status, date, and salary.
  • Resume — if a CV was attached, a Download button; otherwise “No resume attached”.
A side panel shows the candidate’s contact card, a rating control, and a small activity timeline (application created, status changes).

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Rating a candidate

The rating is a 5-star control on the detail page (it needs hr-recruitment:write). It’s stored on a 0–10 scale behind the scenes (each star is worth two points), and the candidate’s rating is shown on their kanban card and table row so strong candidates stand out at a glance.

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Assigning a candidate

A candidate can be assigned to a specific recruiter/user (the “owner” of that applicant). This is purely for tracking who’s looking after whom — it doesn’t change the candidate’s stage or trigger anything else.

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Where applicants come from

Applicants reach this pipeline several ways, and all land here the same: Whichever route, recording a source is what lets the dashboard’s source-effectiveness chart tell you which channels actually produce hires.
⚠️ Current state: The pipeline does not enforce a step order — a candidate can jump straight from Applied to Rejected without passing through In Review. This is by design (flexibility), but it means the stages are not a strict workflow. (Noted for awareness.)

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Permissions