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ATS - Help Docs

Candidate AI History Summary

Everyone who applies to one of your jobs is added to your talent pool automatically. Their profile shows every job they applied to, how far they got, the full activity history and a short AI summary with colour-coded highlights.

Overview

When someone applies (career page, job board, vendor, resume upload, CSV import or any other source), they are added to Candidates within a few seconds. If a candidate with the same email already exists, the application is linked to that profile instead of creating a duplicate. Existing details are kept; only empty fields are filled and new skills added. On the Org Pool tab, applicants you never moved forward stay hidden until you reveal them, and their AI summary is hidden too.

Key features

  • AI history summary card at the top of the Overview tab covering the roles applied for, how far they got, outcomes and anything to check before contacting them again.
  • Colour coding — green for strengths or progress, red for rejections or poor fit, amber for things to check, blue for plain facts.
  • Automatic refresh about two minutes after any action on the candidate (new application, stage change, note, interview, assessment result). While waiting the card says “Updating with the latest activity…” and still shows the last summary. Regenerate rewrites it straight away.
  • History tab (every action, notes and emails, newest first) and Previous Applications tab (every job with stage and recruiter).
  • Privacy — the summary never includes the text of private notes or email bodies.

Step-by-step

  1. Open Candidates and click a candidate.
  2. On the Overview tab, read the AI history summary card. The first time it takes a few seconds (“Reading their history and writing a summary…”).
  3. Click Regenerate to refresh it immediately.
  4. Use the History and Previous Applications tabs for the full detail.

Move all applicants of an older job

Applicants from before this change may not be in the pool yet.

  1. Open Jobs and click Manage on the job.
  2. Click Move to Talent Pool.

A message tells you how many are being added, and they appear in Candidates within a minute. The option isn’t shown for draft jobs.

Tips

Common issues & fixes

  • The summary could not be generated — wait a moment and click Regenerate.
  • An applicant is missing from Candidates — for older jobs use Move to Talent Pool; on the Org Pool tab unmoved applicants stay hidden until revealed.