Rejections and outcomes
An application does not simply move forward or stop — it ends in a specific state. Recording the right state and reason is what lets reporting answer the question that matters most: at which stage are candidates dropping out, and why.
Closing states
| State | When to use it |
|---|---|
| Active | The application is still in the pipeline |
| Hired | The candidate accepted the job |
| Rejected | The team decided to stop |
| Withdrawn | The candidate pulled out |
| Archived | Closed without a verdict, for example a cancelled position |
Separating rejected from withdrawn is worth the effort: the two say different things — one is about your selection criteria, the other about how attractive the role is and how fast you respond.
Rejecting one candidate
- Open the candidate profile, or select the application in the list.
- Choose the reject action.
- Pick a reason from your organisation's list.
- Add a note if useful, then confirm.
The action is recorded in the application's activity history.
Rejecting in bulk
After a focused CV review session you can process the whole group at once:
- Tick the applications in the list.
- Choose the reject action on the toolbar that appears.
- Pick the reason and note that apply to the whole group, then confirm.
The confirmation box tells you exactly how many applications will be rejected. If the job has a rule that sends rejection mail automatically, all of them receive it the moment you confirm.
The list of reasons
Reasons are defined by your organisation under Settings → Rejection reasons, split into two groups: rejection reasons and withdrawal reasons. You can add, edit, reorder or remove them.
Principles for writing them:
- Keep the list short — too many options and everyone picks differently;
- Phrase them against job requirements, not personal impressions;
- Separate reasons that lead to different actions, for example missing a must-have skill is not the same as could not agree on salary.
If no reasons are configured, the reject dialog has nothing to offer. Set this list up before you start hiring for the first position.
Rejection mail
Rejecting inside Recruify does not email the candidate unless the job has an automation rule that does it. See Email and email templates to prepare the message, and Automation if you want the system to send it for you.
Closed applications stay searchable
Closing an application does not delete anything. The candidate stays in the team's talent pool with every evaluation and every entry in the history — so when a new position opens, you can find the people who already applied. See Talent pool.