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How to Reject a Candidate Without Sending an Email

Summary

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

In this article

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

Before you begin

  • You must have the necessary permissions to access the "Hire" section, manage job postings, and reject candidates.
  • Ensure that you have the permission to reject 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 reject.

Step 2. Reject the Candidate

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

Step 3. Provide Reason and Optional Feedback

  • A prompt will appear asking you to enter the reason for rejecting the candidate.
    • Reason is mandatory and must be provided.
    • You may also add comments or feedback regarding the rejection (this is optional).
  • 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 Rejection

  1. After entering the reason and feedback (if desired), and ensuring the "Notify Candidate" option is unchecked, click the Save button to complete the rejection process.
  2. The candidate will be marked as "Rejected" 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 move a candidate to the Contract stage?

Only users with the necessary permissions for managing jobs and sending contracts can move candidates to the Contract stage. If you do not have these permissions, contact your system administrator.
 

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

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

3. What details are required when rejecting a candidate?

When rejecting a candidate, you must provide a reason for the rejection (this is mandatory). You can also add comments or feedback (optional).
 

4. Can I notify the candidate after rejecting them?

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 "Reject Candidate" and "Notify Candidate"?

"Reject Candidate" is the action of moving the candidate to the Rejected stage with a reason and optional feedback. "Notify Candidate" refers to whether the candidate is informed of the rejection via email, and the timing of that notification.