Reviewing Applications

Submitted applications collect in a review queue. Each one shows the applicant's answers, the form and platform they came through, and the source.

Answers to your own custom questions appear in their own section, labelled with the wording you asked rather than a field name — so renaming a question later doesn't orphan the answers already collected.

Accept or reject #

• Accept — promotes the application into a full Contact plus a ContactPlatformDetails record for the relevant platform (status, platform ID, start date, recruiter, sub-agency), in the stage the form's Status on accept sets (Pending Interview unless you chose another) and with its Substatus on accept, if it has one. The new host is now part of your roster. If an onboarding sequence is configured, it begins automatically for brand-new contacts.

  Answers to Custom field questions are written into those fields, and a Lead source answer into the contact's Lead source, on the contact and platform record that accepting creates. On a host you already have, the custom fields with no value are filled and those with a value are left as they are. If a custom field was deleted after the question was written, its answer stays on the application and nothing is written for it. The same goes for an answer that no longer fits its field because the field was changed: it stays on the application and isn't copied.

  Returning applicants. If the applicant's email belongs to a host you already have, or, when it doesn't, their phone number does, the application goes to that host instead of creating a new one. Archived and deleted hosts aren't matched, and neither is a phone number several of your hosts share: then a new contact is made. A matched host's blank details are filled in from the application, and no detail they already have is overwritten. If their record on this platform is Rejected or Retired, it is reopened in the form's Status on accept (and Substatus on accept, where the record's sub-agency can have it); in any other stage it stays where it is. The record keeps its own sub-agency and recruiter. Before you press Accept, its dialog says whether the applicant matches a host, how, and what happens to their record.

  If you see only some hosts, because you are in a sub-agency or you are a recruiter, and that host, or their account on this platform, is one you can't see, you can't accept the application: ask an admin to accept it.

• Reject — closes out the application without creating any talent records.

Undoing an accept #

An accept is one entry in the Audit Log, and an admin can undo it there with Undo. The application goes back to waiting for review. Only admins who aren't attached to a sub-agency can undo an accept that added a host.

• If the accept added the host, the host moves to deleted records with what goes with them, as Delete does. Redo brings them back, but doesn't start their onboarding again: use Start onboarding on the host to send it.
• If the host was one you already had, Undo puts back only what the accept changed: the details it filled in, and the record it reopened or added.

If anything has happened to a host the accept added since (for example a reply, a message someone sent them, a statement, or access to the host app), or to a platform account it added to a host you already had, the accept can't be undone, and the Audit Log entry says why. On a host you already had, Undo isn't offered once a detail the accept filled in has been changed since. Messages the accept's onboarding sent don't stop the Undo, and they stay sent; its messages still waiting to go out don't go. If something changes while the Undo runs, nothing is undone, and you can try again.

Why review first #

Keeping applications separate from contacts means your roster stays clean — only people you actually hire become contacts. Rejected applicants never clutter your contact list.

After acceptance #

The new host appears under Contacts, where you manage their profile, notes, tasks, targets, platform connections, and messaging.