Purpose

This article explains how to use the dedicated rejection workflow within Events. This feature allows users to efficiently remove unsuitable candidates and registrations from active views, improving workflow clarity and data accuracy.

Overview

The rejection activity is logged in the candidate profile for compliance and reporting.

This structured process replaces prior inefficient workarounds, such as using custom rejection stages or rejection flows intended for positions.

Prerequisites

To perform rejection actions, you must meet the following requirements:

1. Permissions: You must possess Recruiter or Hiring Manager permissions. Users with only read-only access cannot see or use the ‘Reject’ option.
2. Reasons: An Administrator must configure the available rejection stage reasons, which are mandatory for completing the rejection action.

Reject candidate profiles

The rejection process is similar for both single candidates and bulk actions.

Step 1: Select candidate profiles

1. Navigate to the desired Event list.
2. Select the candidate(s) you wish to remove using the checkboxes.

Step 2: Initiate ‌action

1. Click Reject (The display name is configurable).
2. A confirmation modal appears.

Step 3: Complete the rejection

The Confirm Reject action window requires you to define the reason for removal and configure email delivery (if applicable).

1. Select a stage from the Enter stage dropdown (The reject stages should be configured to enable the drop-down).
2. Select a reason from the Enter Reason dropdown menu. If you do not select a reason, the Confirm button will remain disabled. The options listed are configurable by the Admin.
3. You can add additional comments about the decision in the Additional Comments field.
4. Configure Email Communication (If applicable):
   • If the Admin has configured the system to allow emails, the Send email to candidate(s) option will be visible.
   • To reject without an email notification, ensure the checkbox is unchecked.
   • To send an email:
     • Select Send email to candidate(s).
     • Select the appropriate email template (Event rejection templates use a specific category, such as Rejection in Planned Event).
     • You can make changes to the template data within the modal.
     • You can set a future date and time for the email to be scheduled from the Send rejection email on option.
5. Click Confirm.

Manage rejected candidate profiles

View rejected status

Rejected candidates can be removed from your primary active views using configurable views. To find and view them:

1. View list: Navigate to the Event and apply the Rejected view. Only candidates moved to this state will be displayed.
2. Candidate profile: The rejection information is logged in the candidate's profile:
   • Engagements tab: The status for the relevant Event is updated to Rejected. It also displays the reason, comments, and the name of the user who performed the action.
   • Activity tab: An entry is added showing the status change and rejection details.
   • Profile tag: A specific tag is added to the candidate's profile to allow discovery and filtering based on the rejection.
   • Message tab: An entry is added, if a rejection email is sent to the candidate.

Key considerations

• Email Scheduling: You can schedule rejection emails for a future date and time.
• Rejection Reason: Selecting a rejection reason is required.
• Workflow Automation: WFA can be triggered by the reject action in both Events.
• Scope of Rejection: Rejecting a candidate from one Event doesn't affect their status in other Events they belong to.
• Per-Event Email Settings: The ability to send or hide the rejection email dialogue box is determined by the Administrator at the system level and can't be configured on a per-Event basis.
• Candidate Re-registration: Once a candidate is rejected, they cannot re-register themselves. Reconsideration must be done manually by the Event Manager.