Applicant Management

The Applicants page is the central hub for managing candidates in HRGP. From this page, you can review applicants, track hiring progress, communicate with candidates, and take action throughout the hiring process.

Common Actions on the Applicants Page

From this page you can:

• Review applicant resumes and details

• Track hiring workflow progress

• Add comments and ratings

• Send emails or text messages

• Schedule interviews

• Tag or organize candidates

• Reject or hire applicants

What You’ll See on the Applicants Page

At the top of the page, you’ll find key hiring analytics:

Total Applicants

All applicants in your system

Active Applicants

Candidates currently in progress

Rejected Applicants

Candidates no longer under consideration

Recent Activity

Applicants added today, in the last 7 days, and the last 30 days

These metrics help you quickly understand hiring volume and momentum.

Applicant List Overview

The Applicants table provides detailed information about each candidate. Each row in the Applicants table represents a candidate and includes:

Name & Resume

Click the paperclip icon to view the candidate’s resume (or application if resumes are not required).

Hiring Workflow Steps

Click the plus (+) icon under Steps to see which workflow steps have been completed and which are still pending. These steps are defined by the Guided Hiring Workflow assigned to the job.

A green plus (+) indicates the applicant has completed a step that requires review by the hiring manager.

Progress Bar

Clicking the progress bar opens a detailed view showing completed and remaining workflow steps for the applicant.

Tags

Tags are labels used to organize, prioritize, and track applicants during the hiring process.

• Applicants can have multiple tags at the same time

• Tags are predefined by HRGP and cannot be modified, but they can be added or removed from applicants.

• Tags help teams quickly understand a candidate’s status

Examples:

• More Info Needed — indicates follow-up is required before moving forward

• Video Call Scheduled — confirms the next step has been arranged

• Offer Declined — clearly documents the outcome of the offer stage

• Rejected — marks candidates who are no longer under consideration

Tags can be searched, filtered, added, or removed in bulk, making it easy to manage large applicant lists.

Title

The job posting to which the applicant applied 

Comments

Free-form notes added by recruiters or hiring managers to capture feedback, context, or reminders about an applicant. Comments are searchable and can be deleted individually as needed.

My Ratings

Shared ratings provided by members of the hiring team to evaluate an applicant. Each hiring team member can submit a rating using a 0–5 star scale, including half-star increments.

An average rating is automatically calculated based on all ratings submitted by hiring team members, providing a consolidated view of overall feedback.

In addition to star ratings, team members can submit written feedback alongside their rating. This feedback can also be saved as a comment on the applicant, ensuring important notes and evaluations are captured in one place for the entire hiring team to review.

AI Ratings

Automated ratings generated by HRGP that compare an applicant’s resume to the job posting they applied for. This comparison helps identify how closely an applicant’s experience and qualifications align with the role requirements.

AI Ratings provide a consistent, objective reference point to help prioritize candidates and should be used alongside My Ratings, comments, tags, and progress through the Guided Hiring workflow.

Date

The date the applicant applied to the job. This date is commonly used for sorting and filtering applicants by application timeframe.

Contact Info

Displays the applicant’s Email and Phone. Clicking the email address opens the email workflow, allowing you to compose a message and use available email templates. The phone number is displayed for reference. Calls must be placed outside of HRGP, as phone numbers are not clickable within the dashboard.

Status

Indicates the applicant’s current state in the hiring process. Possible statuses include Invited, Applied, and Rejected.

Actions

The Actions column on the right side of the Applicants dashboard provides quick access to many important features. 

• AI Report — Opens the AI Report showing how the applicant compares to the job posting. This report is FREE.

• Texting — Navigate to Texting page to message the applicant (texting requires Twilio)

• Notes — The third icon allows you to view and add candidate notes. Notes can be reviewed by the hiring team, added at any time, and marked as public or private, depending on visibility needs

• More Actions (Three Dots) — The three-dot menu provides seven additional actions, including:

• Invite the applicant to apply for a different position

• Attach a file to the applicant’s record

• View the applicant timeline (application date and key events)

• View applications to see how many times the applicant has applied

• Edit the candidate (update resume, name, phone number, or other details)

• Hire the applicant

• Reject the applicant — When rejecting an applicant, you can choose to send a rejection message using the default email template or customize the message before sending. Sending a rejection notification is optional.

Column Settings

Allows you to reorder columns in the Applicants table and save your preferred layout for future logins.

Filtering & Searching Applicants

You can quickly narrow down applicants using filters and search tools:

• Search bar – Find applicants by name, email, keyword, tags, or comments

• Job filter – View applicants by specific job posting (active jobs only)

• Date filters – Filter by application date range

• Tags & Comments filters – Identify applicants missing tags or notes

• Filter and sort candidates and save views for later use.

These tools help you stay organized, especially when managing high applicant volume.

Managing Applicants

From the Applicants page, you can:

• Add or remove tags

• Add comments and notes

• Review AI ratings and assessments

• Track progress through hiring steps

• Invite applicants to interviews or next steps

• Manually add candidates using Add Candidate

• The Refresh icon will update the analytics at the top of the page

All actions are saved automatically and visible to users with appropriate permissions.

Bulk Actions

Bulk actions appear when one or more applicants are selected in the Applicants table.

To use bulk actions:

1. Select one or more applicants using the checkboxes in the Applicants list.

2. When applicants are selected, bulk action tabs will appear at the top of the Applicants table.

3. Choose the action you want to apply to all selected applicants.

Bulk actions allow you to save time by applying the same action to multiple candidates at once.

Available bulk actions include:

• Reject (notify by email or not; can also edit the rejection text)

• Add Tags

• Delete tags

• Add Comments

• Delete Comments

• Send Texts (requires Twilio)

• Send Emails

• Invite to Schedule Video Interview

• Send Video Interview Details

• Send In-Person Interview Details

Bulk actions apply immediately to all selected applicants and are useful for managing high-volume workflows efficiently.

Best Practices

• Use tags to organize candidates and track next steps

• Add comments so the hiring team can share feedback

• Review progress and ratings regularly to prevent bottlenecks

• Customize columns to match your hiring workflow

• Keep rejected candidates documented for future reference

Permissions & Visibility

What you see on the Applicants page depends on your role and permissions.

• Recruiters and HR users typically see full applicant details

• Managers may only see candidates related to their roles

• Sensitive data is restricted based on access level

Need Help or Have Questions?

If you have questions or need assistance:

• Contact support@hrgp.io

The Applicants page helps you stay organized, move faster, and make better hiring decisions—all in one place.