Candidate profile

Learn when a profile is created, what you can do from it, and how to navigate its different sections.

The candidate profile gives you a complete overview of a candidate's personal details, application history, communication, and progress in your hiring pipeline. This article walks you through everything you can view and do from the candidate profile page.

What is a candidate profile?

A candidate profile is automatically created when someone applies to a job via JOIN or is manually added by a team member. It consolidates everything you need to know and manage about that person — including their contact details, CV, communication, assessments, interviews, and all related job applications.

This profile allows you to:

• Track a candidate’s journey across different jobs and stages

• Communicate with them using JOIN's Email Messaging

• Schedule interviews

• Send assessments

• Evaluate with scorecards

• Assign or reassign candidates to other jobs

• Add candidates to your talent pool

• Leave internal notes and apply tags

You can access a candidate profile by clicking on a candidate name anywhere within JOIN.

Candidate vs. Application: Remember that a candidate may have multiple applications for different jobs. The profile view consolidates all related applications under a single candidate.

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Candidate profile layout

The candidate profile is divided into three main sections:

• Left panel – Candidate details and documents

• Centre panel – Overview and candidate-related tabs

• Right panel – Applications, pipeline stage, quick actions, notes, and tags

We'll explain each section in detail below.

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Personal details and documents

The left panel on a candidate's profile displays their personal information and offers quick access to certain key actions.

Here's what you’ll find on the left panel:

• Candidate summary This helps you identify the candidate at a glance

  • Candidate photo or initials (if no image is uploaded)

  • Candidate name

  • Candidate source and how long ago the profile was created

• Quick actions

  • Compose email: Opens the email composer to contact the candidate directly

  • Add to Talent Pool or Remove from Talent Pool: Toggle to add or remove the candidate from your reusable pool of prospects

  • + (plus button): Opens a menu where you can:

    • Interview: Schedule an interview

    • Scorecard: Start your evaluation process

    • Assessment: Send an assessment to the candidate

    • Assign a job: Add the candidate to another job

    • Add to/Remove from Talent Pool

Certain actions are only available when a candidate has an active application.

• Personal information

  This section includes:

  • Email address (click to copy or compose a message)

  • GDPR consent status (e.g. Consent given or Consent requested)

  If the candidate provided additional details, you might also see:

  • Location (country)

  • Phone number

  • LinkedIn or other social profiles

• Documents

  Here you’ll find all uploaded files associated with the candidate, such as:

  • CVs

  • Cover letters

  • Other supporting documents

  You can:

  • Click to preview documents in-browser

  • Use the download icon to save files locally

  If no documents have been uploaded, you’ll see a prompt to Upload document, allowing you to add files manually.

If a candidate has applied to multiple jobs and submitted multiple documents, only the most recent CV is displayed here.

• Candidate screening At the very top of the left panel, you’ll see a navigation control like ‹ x candidates ›.

  • This chevron-style navigation allows you to screen and scroll through candidate profiles one by one

  • The number (e.g. 3 candidates) reflects how many candidate profiles you can view

  • Click the right chevron to move to the next candidate

  • Click the left chevron to go back to the previous candidate

  This is particularly useful when reviewing multiple applicants from a filtered view or a specific job pipeline.

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Candidate application overview and actions

The centre panel of the candidate profile helps you manage the candidate’s journey through your hiring process. It is where you access all ATS-related features tied to a candidate — from viewing emails to scheduling interviews, sending assessments, adding scorecards, and tracking activities.

If a candidate has no previous activity (e.g. no interviews, scorecards, or emails), you’ll see a blank view within each tab with suggested first actions such as Schedule interview, Send assessment, or Compose email.

You can navigate through the following tabs across the top of this panel:

Overview

This tab provides a summary of key activity related to the candidate's ongoing applications. It pulls a summary of information from some of the other tabs into one place, giving you a quick snapshot without needing to click around.

You’ll see:

• Upcoming interviews View all scheduled interviews and click Schedule interview to book a new one.

• Screening questions If the candidate answered screening questions during application, their responses appear here.

• Scorecards summary Displays scorecard titles, comments, and verdicts. Click into individual scorecards for detailed feedback.

• Assessments View all assessment results or click Send assessment to assign a test.

Emails

View all email history with the candidate in chronological order.

• Previous messages are displayed in a threaded view, showing sender initials and timestamps.

• Click an email to expand and read the full message.

• Use Compose email to send a new message.

If no emails have been sent yet, you’ll see a Compose email button and no message history.

Interviews

Manage all interview scheduling for the candidate.

• View details of upcoming or past interviews

• Click Schedule interview to open the scheduling flow using your calendar availability

Scorecards

Use this section to evaluate candidates using structured scorecards.

• See a list of scorecards, the interviewer who submitted them, and the decision they selected (e.g. Yes, No)

• Click a scorecard to read full notes and attribute ratings

• Use Add scorecard to create a new one

Assessments

Track all technical or soft skill assessments you assigned to the candidate.

• View each assessment, status (e.g. In Progress, Completed), and scores

• Ratings (shown as stars) indicate performance

• Click Send assessment to assign a test from your library

If the candidate has applied to multiple jobs, you may see assessments grouped by job.

Documents

View all uploaded documents from the candidate in an embedded format.

• Preview files like CVs and cover letters directly within the app

• Use the Download file button to save documents locally

This view offers a quick way to browse through candidate files without leaving the profile.

If no documents exist, you'll see a prompt in the left panel to upload documents manually.

Activity log

Shows a complete timeline of all actions related to the candidate.

This includes stage movements across job pipelines, rejections and reversals, notes added by teammates, interview scheduling, scorecard submissions, assessment updates, document uploads, and more.

Every entry is time stamped and shows who performed the action, giving you a clear record of all touchpoints related to the candidate's journey — whether automated or manually triggered by your team.

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Job management and collaboration

The right panel provides essential tools and context for managing a candidate’s job applications, tags, and internal notes. It enables you to track job progress, update pipeline stages, collaborate with your team, and tag profiles for filtering or segmentation.

By default, this panel is open, but it can be collapsed and uncollapsed using the icon at the top-left of this right panel. This is helpful when you want more space to work in the centre panel, such as when writing a scorecard or reviewing assessments.

The right panel is divided into three collapsible sections: Jobs, Tags, Notes . You can expand or collapse each section using the chevrons ( or ) beside the section title.

Jobs

This area displays all jobs the candidate is currently assigned to. If the candidate has multiple job applications, they will all be listed here.

Each job entry includes:

• Job title

• Pipeline stage the candidate is currently in

• A coloured dot indicating job status

Hovering over a job title will open a job card showing more details like job status (e.g. Online), job location, application source and date (e.g. Applied 2 days ago via LinkedIn). You can use the Go to job button — clicking this takes you to the job details view (you’ll exit the candidate profile view).

Assigning jobs

Click the + button to assign the candidate to an additional job. A modal will open, showing all online jobs on your account. You can search for a job, select it, and click Assign.

Moving candidates in the pipeline

Below each job title, you’ll see a pipeline stage (e.g. Interview) and a Move forward button.

• Hovering over Move forward reveals the next stage name

• Clicking Move forward will move the candidate to that next stage instantly

Alternatively, click the dropdown chevron next to the job-level pipeline selector. From here, you can:

• Manually choose any stage, including previous stages

• Move the candidate backwards or forwards in the pipeline as needed

After moving a candidate, a confirmation banner appears with an Undo option in case you made a mistake

If you move the candidate to the final pipeline stage (e.g. Hired), the job title will update to show this status. An Undo hire button appears immediately after to reverse the action if needed.

Rejecting candidates

Once you click reject option for any job application, the email composer appears. From there, you can: edit the message, schedule it to be sent late, send it immediately, or choose to reject without notifying the candidate.

After rejection, you'll see an Undo rejection button appear below the job title, allowing you to reverse the rejection if needed.

Once a candidate has been rejected from all of their job applications, they are no longer considered an active candidate. In this case, you will no longer be able to send messages, schedule interviews, or take any further hiring-related actions.

However, if the candidate still has one or more active job applications, you can continue to contact them and perform relevant actions for those specific jobs.

Tags

Use tags to label candidates (e.g. "great fit", "needs follow-up", etc.) and support filtering in the Applications or Talent Pool views.

• Click Add tags... to open the dropdown

• You’ll see a list of all existing tags in your account

• To add a new tag, simply type the label and click Create "new tag name"

Tags are visible to all users in your account and can be edited or removed from the candidate profile at any time.

Notes

Notes allow team members to share feedback and collaborate. Notes remain linked to the candidate profile.

• Click the Add note... field to write a note

• Mention a teammate using @ (e.g. @Sarah this candidate might suit our criteria). The tagged teammate will be notified via email

• Notes are time stamped and display the author’s name

• You can Edit or Delete a note — but only if you created it

Make sure to use tags, notes, and the talent pool strategically to keep your hiring process organised and collaborative.

At the top of the right panel, you’ll find a ... More button that opens a menu with the following options:

• Add to Talent Pool: Bookmark the candidate for future use

• Assign a job: Same as the + button under Jobs

• Delete candidate: Permanently deletes the entire candidate profile, along with all associated applications, notes, scorecards, documents, and activity logs

Candidate deletion action is irreversible. Deleting a candidate will permanently remove the candidate profile and all associated applications, documents, and activity logs.