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How to Hold a Candidate Without Sending an Email

Summary

Users with the necessary permissions can place a candidate on hold by moving their card to the "Hold" stage in the hiring pipeline. This can be done either by dragging and dropping the candidate's card or by selecting the "Hold Candidate" option from the action menu. When holding a candidate, users must provide a reason (mandatory) and can add optional feedback. Additionally, users can choose to hold the candidate without notifying them by disabling the "Notify Candidate" option, which ensures no email communication is sent to the candidate.

In this article

  • Before You Begin
  • Step 1: Access the Candidate in the Hiring Pipeline
  • Step 2: Hold the Candidate
  • Step 3: Provide Reason and Optional Feedback
  • Step 4: Disable "Notify Candidate" Option
  • Step 5: Save the Hold

Before you begin

  • You must have the necessary permissions to access the "Hire" section, manage job postings, and hold candidates.
  • Ensure that you have the permission to hold candidates. If you do not have these permissions, contact your system administrator.

Step 1. Access the Candidate in the Hiring Pipeline

  1. Log in to your system.
  2. Navigate to the "Hiring Pipeline" of the job.
  3. Locate the candidate you wish to hold.

Step 2. Hold the Candidate

  1. Drag and drop the candidate's card into the "Hold" stage of the hiring pipeline.
  2. Alternatively, click on the candidate’s card, then select the "Hold Candidate" option from the action menu.

Step 3. Provide Reason and Optional Feedback

  1. A prompt will appear asking you to enter the reason for holding the candidate.
    • Reason is mandatory and must be provided.
    • You may also add comments or feedback regarding the hold (this is optional).
  2. The reason you provide will be stored in the candidate’s activity log and can be included in reports.

Step 4. Disable "Notify Candidate" Option

  1. There is an option to Notify Candidate via email, but if you want to reject the candidate without sending an email, you need to uncheck the "Notify Candidate" checkbox.
  2. If you leave this box unchecked, the candidate will be rejected and no email communication will be sent to the candidate.

Step 5.Save the Hold

  1. After entering the reason and feedback (if desired), and ensuring the "Notify Candidate" option is unchecked, click the Save button to complete the hold process.
  2. The candidate will be marked as "On Hold" with the reason and feedback recorded in their profile’s activity log, but no email notification will be sent to the candidate.

Frequently Asked Questions (FAQ)

1. Who can hold a candidate?

Only users with the necessary permissions to access the "Hire" module, manage jobs, and hold candidates can perform this action. If you don’t have these permissions, contact your system administrator.
 

2 . How do I hold a candidate without sending an email?

You can hold a candidate without sending an email by moving them to the "Hold" stage, entering a reason (mandatory) and optional feedback, and unchecking the "Notify Candidate" checkbox before clicking Save.

3. Will the candidate know they’ve been placed on hold if I don’t notify them?

No, if you uncheck the "Notify Candidate" checkbox, no email or communication will be sent to the candidate, and they will not be notified about being placed on hold.
 

4. Can I notify the candidate after placing them on hold?

Yes, if you wish to notify the candidate, you can enable the "Notify Candidate" checkbox and select when the candidate should be notified (e.g., Immediately, 12 hours, etc.). You can also choose an email template or create a custom one.
 
 

5. What is the difference between "Hold Candidate" and "Notify Candidate"?

"Hold Candidate" is the action of moving the candidate to the "Hold" stage with a reason and optional feedback. "Notify Candidate" refers to whether the candidate is informed of being placed on hold via email, and the timing of that notification.