📚 Home → Chapter 4: Applications

Chapter 4: Applications 📤

Track & Manage Job Applications from Start to Finish

⏱️ Reading Time: 20-25 minutes | Difficulty: Medium | Prerequisites: Chapters 1-3

📖 In This Chapter

📖 Understanding Applications

An Application is when a candidate applies for a specific job. It's the link between a candidate and a job opening, tracking their progress through the hiring process.

Why Applications Matter

  • 📊 Track all candidates for each job position
  • 📈 Monitor hiring progress and metrics
  • 💬 Keep communication history with candidates
  • ⏰ Schedule and manage interviews
  • ✅ Make hiring decisions and track approvals
  • 📋 Generate reports on recruitment success

Application vs Candidate: What's the Difference?

Candidate Application Relationship
A person in your database That person applying for a specific job One candidate can have multiple applications for different jobs
Their overall info: name, email, CV, skills Their application to one job: date applied, status, interview notes Candidate has history; Application has workflow
Example: Mohammad Ali Mohammad's application for Electrician job Mohammad might also apply for Plumber job (another application)

📊 Application Workflow & Status

Each application goes through stages from submission to final hiring decision:

Draft → Submitted → Shortlisted → Interview → Selected → Contract → Deployed

Understanding Each Status

📝 Draft

What it means: You're still filling in the application details. It's not yet official.

Example: You're adding notes about a candidate but haven't submitted it yet.

Next step: Submit the application

✉️ Submitted

What it means: The application is officially submitted and waiting for review.

Your action: Review the candidate's CV and qualifications. Check if they meet the job requirements.

Next step: Shortlist or Reject

⭐ Shortlisted

What it means: The candidate passed the first screening! They're qualified enough for an interview.

Your action: Schedule an interview and contact the candidate to confirm the date/time.

Next step: Interview scheduled

👤 Interview

What it means: You've conducted an interview with the candidate (or scheduled one).

Your action: Take notes during the interview. Record their performance, answers, and your impression.

Next step: Selected or Rejected based on interview performance

✅ Selected

What it means: You want to hire this candidate! They've passed all screening and interviews.

Your action: Send them a job offer. Discuss salary, start date, and terms.

Next step: Contract signing

📜 Contract

What it means: The candidate has accepted the job offer and signed the contract.

Your action: Complete visa paperwork, arrange accommodation, prepare for work start.

Next step: Deployed to actual work location

🚀 Deployed

What it means: The worker is now on the job at their assigned location!

Your action: Monitor their performance, conduct follow-ups, ensure they're happy and productive.

Next step: Retention and follow-ups

❌ Rejected

What it means: The candidate doesn't meet the job requirements or didn't pass the interview.

Your action: Send a polite rejection email. Keep their information in case you have future suitable positions.

Note: Can happen at any stage

🔄 Withdrawn

What it means: The candidate withdrew their application (changed their mind or got another job).

Your action: Nothing - they decided not to pursue this job.

Note: Can happen at any stage

➕ Creating Applications

Method 1: Candidate Applies Online

If candidates can apply directly through your system's career portal:

  1. Candidate Visits Career Page They browse job listings and find an interesting position.
  2. Clicks "Apply" Button The application form opens.
  3. Fills Application Form They provide their information and upload CV.
  4. Submits Application Their application appears in your system automatically in "Submitted" status.

Method 2: You Create Application Manually

If you want to add an application for an existing candidate:

  1. Go to Recruitment → Applications
  2. Click "New" Button
  3. Select Job Requisition Choose which job they're applying for.
  4. Select Candidate Choose the candidate from your database.
  5. Set Application Date When did they apply? (today or past date)
  6. Add Source (Optional) How did you find them? (LinkedIn, Agency, Direct, Walk-in, etc.)
  7. Click Save Application is created in "Draft" status.
💡 Tip: If the candidate isn't in your database yet, create them first (see Chapter 3), then create the application.

🔧 Managing & Updating Applications

Viewing Applications for a Job

  1. Go to Recruitment → Job Requisitions
  2. Click on the Job Open the job you want to see applications for.
  3. Scroll to Applications Tab You'll see all applications for this job with their status.
  4. Click an Application To see full details and make updates.

Updating Application Status

  1. Open the Application
  2. Find Status Field Usually at the top or in a sidebar.
  3. Click to Change Status Select the new status from the dropdown.
  4. Add Comments (Optional) Explain why you're changing the status: "Great technical skills but needs to work on communication."
  5. Click Save

Rating a Candidate

Add a rating to show how impressed you are with this candidate:

  1. Open the Application
  2. Find Rating Field Usually shows stars or a rating scale.
  3. Click to Rate (1-5 Stars) 1 = Poor, 5 = Excellent
  4. Save

Adding Interview Notes

  1. Open the Application
  2. Find "Interview Notes" or "Comments" Section
  3. Click Add/Edit
  4. Type Your Notes What was good? What was concerning? Example: "Excellent problem-solving skills. Needs to improve English speaking. Very interested in the position. Recommended for next round."
  5. Save Notes
💡 Best Practice: Always add detailed notes after interviews! This helps you remember details later when comparing candidates.

👤 Scheduling Interviews

Scheduling an Interview

  1. Open the Application For the candidate you want to interview.
  2. Change Status to "Interview"
  3. Find "Interview Date" Field
  4. Click to Set Date & Time Choose date and time for the interview.
  5. Set Interview Location/Details In-person, video call, phone call? Where/how?
  6. Add Interviewer(s) Who will conduct the interview?
  7. Save

Sending Interview Confirmation to Candidate

  1. Open the Application
  2. Find "Send Email" or "Communication" Button
  3. Select "Interview Confirmation" Template
  4. Customize the Email (Optional) Add specific details about the interview.
  5. Click "Send" The candidate receives an email with the interview details.

Types of Interviews

Type How It Works When to Use
Phone You call the candidate at the scheduled time Quick screening, initial assessment
Video Zoom, Teams, or WhatsApp video call International candidates, in-depth discussions
In-Person Face-to-face meeting at your office Final round, to assess professionalism
Walk-In Candidate comes directly without appointment Large volume of candidates, entry-level roles
Panel Multiple interviewers meet with candidate Important positions, team fit assessment

✅ Making Hiring Decisions

Comparing Candidates

After interviews, you need to choose which candidates to hire:

  1. View All Applications for the Job See the full list of candidates who applied.
  2. Filter by "Interviewed" Status Show only candidates you've interviewed.
  3. Compare Ratings & Notes Look at their ratings and interview comments side-by-side.
  4. Rank by Suitability Who is best for the job?
  5. Make Selection Decision Choose the best candidates up to the number of positions available.

Selecting a Candidate (Offering Job)

  1. Open the Application
  2. Change Status to "Selected"
  3. Add Offer Details (Optional) Confirm job title, salary, start date, position number.
  4. Send Job Offer Email Contact the candidate with the official offer.
  5. Wait for Acceptance Candidate accepts or declines the offer.
  6. Update Status to "Contract" Once they've accepted and signed.

Rejecting Candidates

  1. Open the Application
  2. Change Status to "Rejected"
  3. Add Reason (Optional) "Better qualified candidates found" or "Salary expectations too high"
  4. Send Rejection Email Be professional and kind. Keep options open for future.
📝 Rejection Email Tips:
  • Be polite and professional
  • Explain it's a tough decision with many qualified candidates
  • Encourage them to apply for future positions
  • Don't burn bridges - they might be perfect for another job later

💬 Communicating with Candidates

Sending Emails to Candidates

  1. Open the Application
  2. Find "Send Email" or "Message" Button
  3. Select Email Template System provides templates: Acknowledgment, Interview Invitation, Rejection, Offer, etc.
  4. Customize Content Edit to add personal touch (candidate name, specific details).
  5. Click "Send"

Email Communication Templates

📧 Application Acknowledgment

When to send: As soon as they apply

Content: Thank them for applying, confirm receipt, tell them next steps

Example: "Thank you for applying for the Electrician position. We've received your application and will review it shortly. We'll contact you within 3-5 business days."

📧 Interview Invitation

When to send: When shortlisting candidates for interview

Content: Congratulate them, invite for interview, provide date/time/location

Example: "We're pleased to invite you for an interview on 25th January 2026 at 2:00 PM. Please come to our office at Building A, Dubai. If this time doesn't work, let us know and we can reschedule."

📧 Job Offer

When to send: When you want to hire them

Content: Formal offer with position, salary, start date, contract terms

Example: "We're pleased to offer you the position of Electrician at a salary of 3,500 AED per month. Your start date will be 15th February 2026. Please review the attached contract and sign."

📧 Rejection Letter

When to send: When not selecting a candidate

Content: Thank them, explain it wasn't the right fit, encourage future applications

Example: "Thank you for applying and interviewing with us. While you have strong skills, we've selected other candidates who were a closer match for this position. We encourage you to apply for other positions in the future."

❓ FAQ & Troubleshooting

Q: Can a candidate apply for the same job twice?

Most systems prevent this to avoid duplicates. If someone applies twice, you'll see both but can mark one as duplicate. Once rejected, they typically can't reapply for the same job.

Q: What if a candidate applies before I've published the job?

If your job is still in "Draft" status, candidates shouldn't be able to apply online. If they do apply, you can accept or reject their application. Make sure to publish the job ("Open" status) before expecting applications.

Q: How do I track multiple interviews for the same candidate?

Add notes for each interview in the "Interview Notes" section. Include the date, interviewer name, and feedback. You can have multiple interview rounds for the same application.

Q: Can I change an application status back to a previous stage?

Yes, you can usually move backward in the workflow. For example, if you marked someone as "Selected" but they declined, you can change back to "Interview" to keep looking. However, some system configurations may restrict this.

Q: What happens if the application deadline passes?

After the deadline, new applications may still come in (the system doesn't automatically block them). You can manually reject late applications or still consider them. Use your judgment based on urgency.

Q: How do I keep track of candidates who withdrew?

Change their status to "Withdrawn." Add a note explaining why they withdrew. You can re-contact them later if you have another suitable position, as they've already shown interest.

🎯 Key Takeaways

You've now learned:
  • ✅ What applications are and how they differ from candidates
  • ✅ The complete application workflow from submission to deployment
  • ✅ How to create applications manually or receive them online
  • ✅ How to update application status and add notes
  • ✅ How to schedule and manage interviews
  • ✅ How to make hiring decisions and select candidates
  • ✅ How to communicate professionally with candidates

🚀 What's Next?

Now that you understand how applications work, learn how to manage your relationships with suppliers and agencies who help you find candidates.

Next Chapter: Chapter 5: Suppliers & Agencies - Coordination & Management
📚 Table of Contents