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Inbound applications are all candidates who apply through your job board posting, LinkedIn, or an integrated multiposter such as Broadbean. Applications are automatically linked to the right job, enriched with candidate data, and queued for your review, so no application is missed. You review them in two places: on each job’s Applicants tab, and across every job at once on the Jobs page.

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Access a job’s Applicants tab

The Applicants tab with scored applicants
In Spott, go to Jobs, open the job, and click the Applicants tab. It used to be called Inbound. Use the search box above the list to find an applicant by name, which is quicker than scrolling once a popular job has collected a few hundred of them. You do not have to keep checking the tab. When applicants are waiting for review, the job’s Candidates tab shows # applicants in the pipeline, linking straight here with the For review filter on (see applicants waiting for review). On the Jobs list, the Candidates by Stage column starts with an Applicants count too, so the jobs with people waiting stand out without opening any of them.

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Candidate list

Each applicant row shows, among others:
  • Name and avatar
  • Match score (0 to 100, from Very Weak to Very Strong Match). Click the score for an explanation per criterion. The score only appears once you have run a search on the job: without one there is nothing to score against, so the column stays empty. See matching.
  • Email and phone
  • Work experience, with the latest roles expandable for details
  • Location
Match scores are based on the job’s description, details, and intake notes. Detailed sourcing criteria on the job’s Overview tab give more accurate results.
Use the Triage button to adjust the AI criteria used for scoring.

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Candidate status

Bulk accepting inbound applicants into a stage
Filter applicants by:
  • For Review: new applicants, the default list
  • Accepted: moved into the pipeline
  • Rejected: with two options: reject and keep in your database, or reject and delete from the database
To reject someone with an email, do not reject them first. Press Send email, write the rejection, and use the toggle in the composer to reject the application as the mail goes out. That way the candidate hears from you and the application is closed in one step.

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Workflow

  • Review inbound applicants and their AI scores.
  • Accept top candidates, individually or in bulk, straight into the pipeline stage of your choice. The stage offered by default, the Default Job Advert Stage, is set workspace-wide under Settings → Stages, so you do not have to configure it on every new job.
  • Reject applicants who do not meet the requirements.

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Review applicants across all jobs

When applications come in on a dozen jobs at once, opening each job to see who applied is the slow part. The Inbound Applications tab on the Jobs page, next to Jobs, Applications, and Speculative Presentations, gathers every inbound application in the workspace into one list, whatever job it came in on.
The Inbound Applications tab on the Jobs page, listing applicants from several jobs
Each row shows the candidate, the job, the client, the application’s state, its source, when they applied, and the owner. The same For review, Accepted, and Rejected toggle as on a job sits at the top, with a search box for names. The list starts with everything. Narrow it with the filter button, on Stage, Job, Job Stage, Job Owners, Company, Owner, Label, Rejected By, Rejection Label, or any of the candidate’s own fields. Filtering on Job Owners is the quick way to see only the applications on your own jobs.

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Act on applicants

Select one applicant or several and pick an action:
  • Accept: choose the stage the candidate should land in, and they move into that job’s pipeline.
  • Reject & keep in database: the application is closed and the candidate stays in Spott. You can still Accept anyway later if you change your mind.
  • Reject & delete from database: the application is closed and the candidate is removed.
  • Send email: write to the applicant. The composer has an Additional actions section with three toggles, Accept, Reject & keep in database, and Reject & delete from database, so the decision goes out with the email in one step. Switching a toggle on does not ask for anything else.
Everything works the same for a single applicant and for a bulk selection, so a morning’s worth of applications can be cleared from one screen.

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Reject with the full details

Rejecting asks for the same details whether you reject one applicant or fifty, so a bulk rejection no longer records everyone as Rejected by us by default and your rejection reporting stays honest:
  • Rejected by, required: Rejected by us, Rejected by client, or Withdrawn by candidate. Rejected by us is preselected.
  • Marked by, the colleague who made the call, which is you unless you change it.
  • Rejection reason, one or more of your rejection labels.
  • Additional information, a free-text note.
One submission applies the same details to every selected applicant, up to 1,000 at a time, on every job you can edit. Reject & add to Spott closes the applications and keeps the candidates in your database. Reject & do not add to Spott, offered only on applicants still under For review, leaves them out of it. This dialog sends no email. To reject with a message, use Send email with a reject toggle under Additional actions, as described above.