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Documentation Index

Fetch the complete documentation index at: https://mintlify.com/chamals3n4/OpenATS/llms.txt

Use this file to discover all available pages before exploring further.

This guide covers how to manage candidate applications, review profiles, move candidates between pipeline stages, and communicate with applicants.

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Viewing All Candidates

Access the candidates page from the dashboard sidebar:
  1. Click Candidates in the sidebar
  2. You’ll see a table with all candidates across all jobs

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Candidate Table Columns

The candidate table displays:
  • Candidate Name - Clickable name to view full profile
  • Stage Status - Current pipeline stage with color-coded badge:
    • 🟢 Green - Offer, Applied, Screening stages
    • 🔵 Purple - Interview stage
    • 🔴 Red - Rejected, Disqualified
  • Applied for - Job position title
  • Tags - Custom tags for categorization
  • Applied on - Time since application (e.g., “5 hours ago”, “1 day ago”)
1

Search by Name

Use the search bar to find candidates by name:
Type in: Candidate name or email
The search filters results in real-time.
2

Filter by Job Position

Select a job from the Job Position dropdown to see only candidates for that role:
  • Software Engineer
  • DevOps
  • (All your active jobs appear here)
3

Filter by Stage

Select a stage from the Stage dropdown:
  • Screening
  • Interview
  • Offer
  • Rejected
  • (All your pipeline stages)
Combine job position and stage filters to narrow down specific candidate groups.
4

Clear Filters

Click Clear All to reset all filters and view all candidates.

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Viewing Candidate Details

1

Open Candidate Profile

Click on any candidate row to open their detailed profile in a side panel.
2

Review Candidate Information

The profile header shows:
  • Name and Avatar
  • Current Stage (color-coded badge)
  • Applied Role and time since application
  • Contact Information:
    • 📞 Phone number
    • ✉️ Email address
    • 💼 LinkedIn profile
Click any contact detail to copy it or open the respective application (email client, LinkedIn, etc.).
3

Review Resume/CV

The main panel displays the candidate’s resume:
  • View the PDF preview directly in the panel
  • Click View CV in New Tab to open in full screen
  • Scroll through the document to review qualifications
Keep the candidate profile open while reviewing resumes to quickly add notes or move to next stage.

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Working with Candidate Tabs

The candidate detail panel has three tabs:

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Internal Notes Tab

Collaborate with your team on candidate evaluations:
1

View Existing Notes

See all notes from team members with:
  • Author name and avatar
  • Timestamp (e.g., “2h ago”, “5 minutes ago”)
  • Note content
2

Add a New Note

  1. Click in the “Write your note here…” field
  2. Type your note about the candidate
  3. Use @mentions to notify team members: 
    @Risikesan This candidate has excellent API development experience
  4. Click the send button or press Ctrl+Enter
Internal notes are only visible to your hiring team, never to candidates.
3

Best Practices for Notes

  • Document interview feedback immediately
  • Highlight strengths and concerns
  • Tag relevant team members for input
  • Keep notes professional and objective

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Messages Tab

View all email communications with the candidate:
  • Automated emails (application confirmations, rejections, offers)
  • Manual emails sent through OpenATS
  • Complete communication history
If no communications have been sent, you’ll see “No communications logs found.”

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Assessments Score Tab

View technical assessment results:
  • Assessment name and type
  • Score and completion status
  • Detailed answers (if applicable)
  • Comparison to other candidates
If the candidate hasn’t completed any assessments, you’ll see “No assessment scores available.”

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Moving Candidates Through the Pipeline

To move a candidate to a different stage:
1

Access Job Pipeline View

From the Jobs page:
  1. Click on a job title
  2. Click Go To Hiring Pipeline
You’ll see a Kanban-style board with all pipeline stages.
2

Drag and Drop Candidates

Drag a candidate card from one column to another:
  1. Click and hold on a candidate card
  2. Drag to the target stage column
  3. Release to drop
The candidate’s stage updates immediately.
Automated actions (like sending rejection emails) trigger when you move candidates to configured stages.
3

Verify Stage Change

After moving a candidate:
  • The stage badge updates
  • Configured emails send automatically
  • Team members receive notifications
  • Stage change is logged in candidate history

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API Method for Moving Candidates

Move candidates programmatically: 
POST /api/candidates/{id}/move

{
  "newStageId": 3,
  "movedBy": 1  // User ID
}

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Adding Candidates Manually

1

Click Add Candidate

From the Candidates page, click + Add Candidate in the top right.
2

Enter Candidate Information

Fill in the form:
  • First Name (required)
  • Last Name (required)
  • Email Address (required, must be valid)
  • Phone Number (optional)
  • Resume URL (optional)
3

Select Job and Stage

  • Choose the job they’re applying for
  • Select initial pipeline stage (default: “Applied”)
4

Add Custom Question Answers

If the job has custom questions, you can enter the candidate’s answers:
{
  "questionId": 1,
  "answerText": "$80,000 - $100,000"
}
5

Save the Candidate

Click Add Candidate to save.
Manually added candidates appear in the pipeline immediately and receive any configured automated emails.

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Archiving Candidates

Remove candidates from your active pipeline without deleting them:
1

Open Candidate Menu

Click the ⋮ (three dots) menu on any candidate row.
2

Select Archive

Click Archive from the dropdown menu.
3

Confirm Archive

In the confirmation dialog:
  • Review the candidate name
  • Click Archive to confirm
Archived candidates are moved to Settings → Archive. They can be permanently deleted from there.

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When to Archive Candidates

  • Candidates who are no longer being considered
  • Duplicate applications
  • Candidates who withdrew their application
  • Applications from closed jobs
Archiving keeps your active candidate list clean while preserving application history for compliance.

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Bulk Actions

Perform actions on multiple candidates at once:
  1. Select multiple candidates using checkboxes (if available)
  2. Choose a bulk action:
    • Move to stage
    • Archive
    • Export to CSV
    • Send bulk email

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Candidate Data Export

Export candidate data for reporting or backup:
  1. Apply any filters (job, stage, date range)
  2. Click Export button
  3. Choose format:
    • CSV - For spreadsheets
    • PDF - For reports
  4. Download the file

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Exported Data Includes

  • Candidate name and contact information
  • Application date and time
  • Current pipeline stage
  • Applied position
  • Custom question answers
  • Stage movement history

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Email Communication

Send emails to candidates directly from OpenATS:
1

Open Candidate Profile

Click on a candidate to open their profile.
2

Click Email Icon

Click the ✉️ email icon in the contact information section.
3

Compose Email

  • Choose an email template or write custom message
  • Add CC recipients
  • Attach files if needed
4

Send or Schedule

  • Send Now - Sends immediately
  • Schedule - Choose date and time to send
All sent emails appear in the candidate’s Messages tab for full communication history.

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Best Practices

Set goals for response times:
  • Within 24 hours - Acknowledge application received
  • Within 3-5 days - Complete initial screening
  • Within 1-2 weeks - Provide feedback or rejection
Quick responses improve candidate experience and employer brand.
Document your evaluation process:
✅ Good notes:
"Strong technical skills in Java and APIs. Interview showed excellent 
communication. Minor concern about DevOps experience. Recommend moving 
to final round. @HiringManager please review."

❌ Poor notes:
"Good candidate"
"Pass"
"Nice resume"
Detailed notes help with:
  • Future reference for similar roles
  • Legal compliance and record-keeping
  • Team collaboration and decision-making
Keep your pipeline clean:
  • Move rejected candidates promptly
  • Don’t let candidates sit in “Screening” too long
  • Regularly review “Interview” stage for follow-ups
  • Clear out old “Applied” candidates
Always send rejection emails:
  • Use personalized templates
  • Provide constructive feedback when possible
  • Encourage future applications
  • Keep candidates in your talent pool
Example rejection email:
Thank you for your interest in [Position] at [Company]. 
We appreciate the time you took to apply.

After careful review, we've decided to move forward with 
other candidates whose experience more closely matches 
our current needs.

We encourage you to apply for future openings that match 
your skills. Best of luck in your job search!

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Keyboard Shortcuts

Speed up candidate review with shortcuts:
  • → - Next candidate
  • ← - Previous candidate
  • Esc - Close candidate profile
  • Ctrl+Enter - Send note/message
  • / - Focus search bar

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Troubleshooting

Check these permissions:
  • You have permission to edit candidates
  • The target stage exists for this job
  • The job is not closed or archived
Verify:
  • Email template is configured
  • Candidate email address is valid
  • Email service is connected (check Settings)
  • Check spam/sent folder
Common issues:
  • Resume URL is broken or expired
  • File format not supported (use PDF)
  • File size too large (max 10MB)
  • Browser permissions blocking PDF viewer

Creating Jobs

Set up job postings and hiring pipelines

Email Templates

Create automated email responses

Hiring Team

Manage team permissions and access

Custom Questions

Add custom application form questions

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