Who it’s for: ATS administrators, hiring managers, and recruitment users with applicant permissions
Platform: Sense ATS
Available on: Elite tier and above, or Professional tier with ATS add-on
Before you begin
Make sure you have:
☑️ Access to Sense ATS
☑️ Permission to view applicants
☑️ Permission to add or manage applicants, if required
☑️ Applicant CVs or details available, if you are manually adding an applicant
🖊️ Note: ATS access and permissions are currently managed by Sense Workplace Support. Self-service permission management through Sense Portal is confirmed on the product roadmap and is currently in development. The applicants you can see depend on your ATS permissions and whether you have access to the vacancy they are linked to.
Overview
The Applicants module shows applicants across vacancies in your ATS system.
From here, you can:
view applicants linked to vacancies
search for applicants
filter applicants by pipeline status
filter applicants by table columns
open an applicant profile
duplicate an applicant to another vacancy
move an applicant to a different vacancy
delete an applicant from a vacancy
select applicants and download CVs
manually add an applicant
Navigation path
View applicants
Go to ATS > Applicants.
The applicants table opens.
The table includes:
Column | Description |
Applicant name | The applicant’s name. |
Vacancy name | The vacancy the applicant/application is linked to. |
Application date | The date the application was added or submitted. |
Pipeline stage | The applicant’s current stage for that vacancy. |
More actions (…) | Applicant actions for the vacancy record. |
🖊️ Note: If the same applicant is linked to more than one vacancy, they may appear more than once in the Applicants table. Each row relates to the applicant’s record for that specific vacancy.
Search for an applicant
Use the search box to find an applicant in the table.
Go to ATS > Applicants.
Click the Search box.
Enter the applicant name or search term.
✅ The applicant table updates to show matching results.
Filter applicants by pipeline status
Use the status dropdown to filter applicants by pipeline status.
Go to ATS > Applicants.
Open the status dropdown in the upper-left area.
Select a status.
Available filter options include:
Applicant
Talent pool
Hired
Rejected
All
✅ The table updates to show applicants matching the selected status.
Filter applicants by column
You can also filter applicants using the filter icons in the table headers.
Go to ATS > Applicants.
Click the filter icon in the relevant column header.
Apply the required filter.
This is useful when you want to filter by information such as vacancy, application date, or pipeline stage.
Open an applicant profile
You can click directly on an applicant row to open the applicant profile for that vacancy.
Go to ATS > Applicants.
Find the applicant.
Click the applicant row.
✅ The applicant profile opens.
From the applicant profile, you can review details such as:
Application form
Documents
AMI screening results, where available (Interview)
Comments
Communications, where enabled via Sense Automate (Elite and Enterprise only)
🖊️ Note: The applicant profile is specific to the vacancy record you opened. If the same applicant is linked to more than one vacancy, documents, comments, and application details may be managed separately for each vacancy.
👉 See ATS: View and manage an applicant profile for full guidance.
Use the applicant More actions menu
Each applicant row includes a More actions (…) menu.
The available actions depend on the applicant’s pipeline status.
Action | What it does |
Move to a vacancy | Moves the applicant from the current vacancy to a different vacancy. This option is not available for applicants in a Hired status stage. |
Duplicate | Copies the applicant to another vacancy while keeping them linked to the current vacancy. |
Delete | Removes the applicant from the current vacancy. This option is not available for applicants in a Hired status stage. |
Move to a vacancy
Use Move to a vacancy when the applicant should be removed from the current vacancy and moved to another vacancy.
This may be useful if an applicant applied for the wrong vacancy or should be considered for a different role instead.
Duplicate
Use Duplicate when the applicant should be copied to another vacancy while remaining attached to the current vacancy.
This can be useful when an applicant may be suitable for another role, such as an internal vacancy, future vacancy, or similar open position.
Delete
Use Delete to remove the applicant from the current vacancy.
⚠️ Warning: Deleting an applicant removes them and all of their associated records from the relevant vacancy record.
Select applicants to open the action bar
You can select one or more applicants in the table to open the action bar.
Go to ATS > Applicants.
Tick the checkbox beside one or more applicants.
The action bar appears at the bottom of the page.
The action bar currently includes:
Deselect
Select all applicants
Download CVs
🖊️ Note: Additional actions may appear if your organisation has ATS-related workflows configured in Sense Automate.
Download CVs
Use Download CVs to download CVs for selected applicants.
Go to ATS > Applicants.
Select one or more applicants in the table.
Click Download CVs in the action bar.
The selected applicants’ CVs are downloaded.
🖊️ Note: If an applicant does not have a CV attached, there will not be a CV available to download for that applicant.
Manually add an applicant
You can manually add an applicant to ATS. This is useful when you receive an application outside the standard ATS application flow, such as by email, post, or in person.
Go to ATS > Applicants.
Click Add.
Select the vacancy the applicant should be linked to.
Upload a CV, if available.
Upload a cover letter, if available.
Enter the applicant’s details.
🖊️ Note: Accepted format for LinkedIn profile:
https://www.linkedin.com/in/nameClick Done.
✅ The applicant is added to the selected vacancy.
🖊️ Note: Manually adding an applicant links them to the vacancy selected in the form in ATS > Vacancies.
Applicant details captured in the form
The manual applicant form includes:
Field | Description |
Vacancy | The vacancy the applicant should be linked to. Required. |
Upload CV | Upload the applicant’s CV, where available. Supports PDF, DOC, ODT, and image files. |
Upload cover letter | Upload the applicant’s cover letter, where available. Supports PDF, DOC, ODT, and image files. |
Full name | The applicant’s full name. Required. |
Phone number | The applicant’s phone number. Select the country code, then enter the number without the first 0. |
Email address | The applicant’s email address. Required. |
LinkedIn profile | The applicant’s LinkedIn profile URL, where available. Use the format https://www.linkedin.com/in/name. |
Current location | The applicant’s current location. |
Best practice
Use the Applicants module when you need to find or manage applicants across multiple vacancies.
Recommended approach:
Use the search box to find a specific applicant quickly.
Use the status dropdown to filter by applicant status.
Use table filters when looking for applicants linked to a specific vacancy or stage.
Use Duplicate when an applicant should be considered for another vacancy but should remain attached to the original vacancy.
Use Move to a vacancy only when the applicant should be removed from the current vacancy.
Use Delete carefully, as it removes the applicant from the relevant vacancy record.
Summary
The Applicants module gives you a central view of applicants across ATS.
Remember:
The applicants you can see depend on your vacancy access and permissions.
Each row relates to an applicant’s record for a specific vacancy.
You can search and filter applicants from the table.
Click an applicant row to open their applicant profile.
Use Move to a vacancy to move an applicant away from the current vacancy.
Use Duplicate to copy an applicant to another vacancy.
Use Delete carefully, as it removes the applicant from the current vacancy record.
You can manually add applicants from ATS > Applicants > Add.
FAQs
Click to view answers to frequently asked questions
Click to view answers to frequently asked questions
Q: Where do I view applicants in ATS?
A: To view applicants in ATS, go to ATS > Applicants. This shows applicants across the vacancies you have permission to access.
Q: How do I search for an applicant in ATS?
A: To search for an applicant, go to ATS > Applicants and use the search box in the applicant table.
Q: How do I filter applicants by status in ATS?
A: To filter applicants by status, go to ATS > Applicants and use the status dropdown. You can filter by Applicant, Talent pool, Hired, Rejected, or All.
Q: How do I open an applicant profile in ATS?
A: To open an applicant profile, go to ATS > Applicants and click the applicant row. This opens the applicant profile for the vacancy shown in that row.
Q: Why does the same applicant appear more than once in the list of applicants in ATS?
A: The same applicant may appear more than once if they are linked to more than one vacancy. Each row relates to the applicant’s record for that specific vacancy.
Q: What does 'Move to a vacancy' do in ATS?
A: Move to a vacancy moves the applicant from the current vacancy to another vacancy. The applicant is removed from the original vacancy record.
Q: What does 'Duplicate' do when used for an applicant in ATS?
A: When used for an applicant, Duplicate copies the applicant to another vacancy while keeping the applicant linked to the current vacancy.
Q: Can I move a hired applicant to another vacancy in ATS?
A: You cannot use Move to a vacancy for applicants in a Hired status stage. For hired applicants, use Duplicate if they should also be linked to another vacancy.
Q: How do I manually add an applicant in ATS?
A: To manually add an applicant, go to ATS > Applicants, click Add, choose the vacancy, upload any documents, enter the applicant details, and click Done.
Q: Can I download CVs from the Applicants module in ATS?
A: Yes. To download CVs from the Applicants module, select one or more applicants using the tickbox next to their name and click Download CVs in the action bar.