# Rejecting candidates

Rejecting candidates is a key part of the hiring process. It helps you maintain an organised pipeline, ensures transparency with applicants, and enables your team to focus on the most promising candidates. While it’s not always an easy step, JOIN gives you the tools to handle it professionally and efficiently — whether you're rejecting a single candidate or managing bulk rejections.

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### Rejecting applications

You can reject candidates from the Applications by:

1. Go to the `Applications` >  `Active` sub-tab in the sidebar
2. Find the candidate using scroll, filters, or search
   * Use search by clicking the button <i class="fa-magnifying-glass">:magnifying-glass:</i> at the top right
   * Or press `Command + F` (Mac) or `Ctrl + F` (Windows) to search
3. Select the checkbox next to the candidate(s)
4. Click `Reject` from the bottom toolbar. Or, alternatively, you can use the `Actions` column on the right to reject individual candidates directly. If the `Actions` column isn't visible, scroll horizontally to the far right of the table.

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FYEqeY8tTGLBdPwyu79VO%2Fapplications-table-reject-candidates.png?alt=media&#x26;token=789325e9-96a6-45a7-89c9-81855647a7a3" alt=""><figcaption></figcaption></figure>

After rejecting a candidate, you can still view their application. To view all rejected candidates across your jobs, go to the `Applications` tab in the sidebar and click the `Rejected` sub-tab. This view displays a **complete list of rejected applications**, regardless of job. You can use the dropdown menus at the top to filter the list by job or job status, helping you quickly find the candidates you’re looking for.

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FdVN7U77jFTovtnmJ44jj%2Frejected-sub-tab.png?alt=media&#x26;token=e95fe493-bd16-4007-b827-a3404a359dd5" alt=""><figcaption></figcaption></figure>

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### Rejecting from job's pipeline

To reject candidate's directly from your job's pipeline:

1. Go to the `Jobs` > `Active` tab and select a job
2. This will open the `Applications` sub-tab
3. Locate the candidate manually or use the search bar in the top-right corner
4. Choose your preferred view:

   * **Card view** (default)**:** Each candidate is shown as a card by stage. Locate the candidate card and click the `Reject` icon <i class="fa-ban">:ban:</i>. Alternatively, select the candidate(s) and use the toolbar at the bottom of the screen to click `Reject`.

   <figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FIqamGN5fPXC486exoECg%2Fcard-view-rejecting-candidate.png?alt=media&#x26;token=02fc8b34-2801-40ba-8b17-96a9d6b2f287" alt=""><figcaption></figcaption></figure>

   * **Table view:** Click the settings icon <i class="fa-gear">:gear:</i> to switch to `Table` and find the candidate. Scroll to the `Actions` column and click the `Reject` icon <i class="fa-ban">:ban:</i>. Alternatively, select the candidate(s) and use the toolbar at the bottom of the screen to click `Reject`.

   <figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FnJbYSxtq2LPwxpiwPlf7%2Ftable-view-rejecting-candidate.png?alt=media&#x26;token=256949b2-ff61-4406-87a5-edba860959ac" alt=""><figcaption></figcaption></figure>
5. You can also select the candidate(s) by using the checkbox and click `Reject` in the bottom toolbar

{% hint style="success" %}
Use the filters to narrow your candidate list or directly search (Command + F or Ctrl + F) for the candidate you're looking to reject.
{% endhint %}

After rejecting a candidate, you can still view their application. Use the `Active` or `Rejected` toggle at the top to switch between active and rejected applications in your hiring pipeline.&#x20;

* If you're in **card view**, you’ll see the candidate card placed in the stage where they were rejected (e.g. Phone Screening, Interview)
* If you're in **table view**, the `Stage` column indicates the stage they were in when rejected

This makes it easy to understand where in the process the candidate exited.

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2F9qgnvUwNpEcBhSExaCTz%2Frejected-candidates-toggle.png?alt=media&#x26;token=ba82f0a4-4414-402f-95d1-a63378be6cdd" alt=""><figcaption></figcaption></figure>

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#### Rejecting from candidate's profile

You can also reject a candidate directly from their candidate profile:

1. Click a candidate's name to open their profile
2. In the right-most `navigation panel`, find the job listing that you want to reject the candidate for
3. Click the `Reject` icon <i class="fa-ban">:ban:</i> next to the job and confirm the rejection

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2Fmc3iVRHmy59sBeHrX4vG%2Fcandidate-profile-reject.png?alt=media&#x26;token=f21d8027-6803-4c66-a04c-e45688499ce4" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
For candidates that have applications for multiple jobs, rejection is job-specific and does not affect their status on other applications.
{% endhint %}

***

### Review and customise rejection

When rejecting a candidate, JOIN provides flexibility in how the rejection is communicated. You can either use a pre-set email template, write a custom message, or decide to not notify the candidate.

#### 1. Reject with a template

When you select one or more candidates and click `Reject` from the toolbar at the bottom of the screen (in card or table view):

* Use the dropdown menu to select an email template from your saved rejection templates
* Hover over the template name to preview its content
* Choose a sender address from the available options
* Click `Send & reject` to notify the candidate(s), or select `Reject without notification` if you don’t want to send an email

{% hint style="info" %}
You cannot edit the email content when using this method. All selected candidates will receive the same message based on the chosen template.
{% endhint %}

#### 2. Reject with a customised message

When you click the `Reject` button for a specific candidate (from their profile, card, or row in the table):

* The rejection email window opens in the lower-right corner
* You can fully edit the subject and message content
* Use the `Templates` button if you'd like to start from a pre-saved template
* Choose how and when to send the message:
  * Send immediately using `Send & reject`
  * Schedule it using the `Send later` option (e.g. tomorrow morning, in 3 hours)
  * Set a custom date and time if needed
* Alternatively, choose `Reject without notification` if you don’t want to send an email

{% hint style="info" %}
Editing the message here only affects this specific email being sent to a candidate. Your saved templates remain unchanged.
{% endhint %}

To learn more about how to customise, edit, or add new rejection templates, [read more here](https://help.join.com/candidates-and-applications/candidate-messaging/email-templates).

{% hint style="info" %}
You can change the sender address while sending the rejection email. By default, your recruiter email is used (e.g. `yourname@companyname.msg.join.com`). You can also select `no-reply@msg.join.com`, but replies to this address will not be monitored.
{% endhint %}

#### 3. Reject without notifying the candidate

To change a candidate’s status without sending them an email, select `Reject without notification`.&#x20;

We recommend informing candidates about their status whenever possible. Use this option only if you have already notified them through other means.

{% hint style="info" %}
Rejection emails are sent immediately after clicking Send & reject. Automated rejections (e.g. from knockout questions) are processed separately and sent next morning.
{% endhint %}

***

### Bulk rejection

To reject multiple candidates at once:

1. Tick the checkboxes next to the candidates
2. Click `Reject` in the bottom toolbar
3. Choose an email template, or select `Reject without notification`
4. Click `Send & reject`

{% hint style="info" %}
You can’t customise emails individually in bulk mode. The chosen rejection template or rejection method applies to all selected candidates.
{% endhint %}

***

### Undoing a rejection

If you’ve rejected a candidate by mistake, you can easily reverse the action using the `Undo rejection` button \[<i class="fa-arrow-turn-left">:arrow-turn-left:</i>]. This returns the candidate to the stage they were in your hiring pipeline before being rejected.

You can undo a rejection from the following views:

* **Card view**: Click the `Undo rejection` icon directly on the candidate’s card. Alternatively, switch to the `Rejected` view using the toggle at the top to find and restore the candidate.
* **Table view**: Go to the `Applications` tab and open the `Rejected` sub-tab. Locate the candidate and click the arrow icon in the `Actions` column to undo.
* **Confirmation toast**: Immediately after rejecting a candidate, a confirmation message appears at the bottom of the screen. Click `Undo changes` to reverse the action quickly.

{% hint style="info" %}
No email or notification is sent when you undo a rejection. The candidate is simply moved back to the stage they were last in within your hiring pipeline.
{% endhint %}