Who it’s for: ATS administrators, hiring managers, and recruitment users with applicant access
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
☑️ Access to the vacancy linked to the applicant
☑️ Permission to update applicant details, documents, or comments, if required
🖊️ 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
An applicant profile shows the application record for an applicant linked to a specific vacancy.
From the applicant profile, you can:
review and update application form details
view, add, download, summarise, or delete applicant documents
review AMI-assisted application results, where available
add and review comments
use AMI to help summarise or analyse comments
view communications, where Outlook integration is enabled (configured via Sense Automate for Elite and Enterprise plans)
🖊️ Important: The applicant profile is specific to the vacancy record you opened. If the same applicant is linked to more than one vacancy, their documents, comments, and application details may be managed separately for each vacancy.
Navigation path
ATS > Applicants > [select applicant]
You can also open an applicant profile from a vacancy:
ATS > Vacancies > [select vacancy] > Applicants tab > [select applicant]
or
ATS > Vacancies > [select vacancy] > Pipeline tab > applicant More actions (…) menu > View details
Open an applicant profile
Go to ATS > Applicants.
Find the applicant.
💡 Tip: Use the search box or table filters to find the applicant more quickly.Click the applicant row.
✅ The applicant profile opens for the vacancy shown in that row.
💡 Tip: If the same applicant appears more than once in the Applicants table, check the Vacancy name column before opening the row. Each row relates to that applicant’s record for a specific vacancy.
Applicant profile tabs
The applicant profile can include these tabs:
Tab | What it shows |
Application form | Applicant details captured from the standard application form, manual entry, or AMI-assisted application flow. |
Documents | Documents linked to the applicant for this vacancy, such as CVs and covering letters. |
Interview | AMI-assisted application results, where the applicant applied using Start application with AMI. |
Comments | Comments added by admins or hiring team members. |
Communications | Email communications where Microsoft Outlook integration is enabled (via Sense Automate for Elite and Enterprise plans) |
Application form tab
The Application form tab shows the applicant details captured for the vacancy.
This can include details entered through:
the standard application form
manual applicant creation
AMI-assisted application flow
• extracted CV information confirmed by the applicant
Update application form details
You can update details directly from the Application form tab.
Go to ATS > Applicants.
Open the applicant profile.
Open the Application form tab.
Click into the field you want to update.
Enter the new information.
Click out of the field.
Click Save.
✅ The updated details are saved to the applicant profile for that vacancy.
Documents tab
The Documents tab shows the list of documents linked to the applicant for this vacancy.
Documents may include:
CV
covering letter
supporting documents
From the Documents tab, you can:
view a document
summarise a document with AMI
download a document
delete a document
add a new document
select multiple documents and download them from the action bar
View a document
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Click the document row.
✅ The document opens in ATS for review.
Use the document More actions menu
Each document row includes a More actions (…) menu.
Action | What it does |
| Opens AMI to summarise the document. |
Download | Downloads the document to your device. |
Delete | Deletes the document from the applicant profile for this vacancy. |
Summarise
Summarise a document with AMI
Use 
Summarise to ask AMI for a summary of the document.
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Open the document’s More actions (…) menu.
Select
Summarise.
✅ AMI opens a document summary.
You can continue asking AMI questions for more detailed insights.
Download a document
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Open the document’s More actions (…) menu.
Select Download.
✅ The document downloads to your device.
Delete a document
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Open the document’s More actions (…) menu.
Select Delete.
Confirm the deletion..
⚠️ Warning: Deleting a document removes it from the applicant profile for this vacancy.
Select and download multiple documents
You can select one or more documents to open the action bar.
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Tick one or more documents.
Click Download in the action bar.
🖊️ Note: Additional document actions may appear if your organisation has relevant ATS workflows configured in Sense Automate.
Add a document
Use Add to upload a new document to the applicant profile for this vacancy.
Go to ATS > Applicants
Open the applicant profile.
Open the Documents tab.
Click Add.
Select a document Category.
• CV• Covering letter
• Other
If you select Other, enter a Type to describe the document.
Drag and drop the document into the upload area, or browse to select it from your device. Supports PDF, DOC, ODT and image files.
Click Save
🖊️ Note: Documents added from this applicant profile are added to the applicant for this vacancy only. They are not automatically added to the same applicant’s records for other vacancies.
Interview tab
The Interview tab shows AMI-assisted application results, where the applicant applied using Start application with AMI.
This tab is view-only.
The tab can show:
applicant match percentage
ranking against other applicants
answer quality score
category scores
application questions
applicant answers
🖊️ Note: Although the tab is currently called Interview, it displays AMI-assisted application screening results. It does not mean AMI conducted a formal interview.
Understand AMI application results
The Interview tab can include several scoring areas.
Result | What it means |
Applicant match | A percentage score showing how well the applicant matched the configured screening criteria. |
Ranking | Where the applicant ranks compared with other applicants for the vacancy. |
Answer quality score | A percentage score indicating the quality of the applicant’s answers against the configured criteria. |
Category scores | Scores for the question categories used during AMI-assisted application setup. |
Questions and answers | The full vacancy-specific questions and the applicant’s responses. |
Use these results as review support alongside your normal recruitment process.
🖊️ Note: AMI scoring is based on the information and criteria provided during setup. The quality and reliability of the results depend on the screening questions, acceptance criteria, and category weighting configured for the vacancy.
👉 To get the best results from AMI-assisted applications, see ATS: Set up AMI-assisted application screening.
💡 Tip: For a more detailed review of the AMI-assisted application setup and scoring, go to ATS > Vacancies > [select vacancy] > Interview, select the applicant, and click Preview. This shows the full screening questions, accepted answers, acceptance criteria, and category weighting used for the vacancy.
Comments tab
The Comments tab is where admins and hiring team members can add and review comments about the applicant.
The tab is split into two main areas:
Area | What it is used for |
Add a comment | Add a new comment about the applicant. |
Saved comments | Review comments already added by hiring team members and use AMI to summarise key points. |
Comments can be used to record notes, observations, review outcomes, or hiring team discussion.
Add a comment
Use the Add a comment area to record notes, observations, review outcomes, or hiring team feedback.
Go to ATS > Applicants
Open the applicant profile.
Open the Comments tab.
Enter your comment in the Comment box.
Format the comment using the editor options, if needed.
Click Add comment.
✅ The comment is saved to the applicant profile for this vacancy.
Use AMI to help write a comment
You can use AMI to help write or improve a comment before saving it.
Go to ATS > Applicants
Open the applicant profile.
Open the Comments tab.
Click the
AMI icon in the comment box.
Ask AMI for the help you need.
Review the output.
Edit and format the comment if needed.
Click Add comment.
✅ The comment is saved to the applicant profile for this vacancy.
AMI can help with tasks such as:
turning rough notes into a formatted comment
improving the clarity of a comment
summarising your observations
suggesting points to consider before saving the comment
🖊️ Note: AMI can help draft or refine comments, but you should always review the output before saving it to the applicant profile.
Review saved comments
Saved comments appear on the right-hand side of the Comments tab.
Each saved comment shows the comment author, when the comment was added, and the comment text.
Use this area to review previous notes from admins and hiring team members.
Edit or delete a saved comment
Each saved comment has a More actions (…) menu.
From this menu, you can:
Action | What it does |
Edit | Opens the saved comment in an editor, so it can be updated. |
Delete | Deletes the saved comment from the applicant profile. |
⚠️ Warning: Deleting a saved comment removes it from the applicant profile.
Summarise saved comments with AMI
Use 
Summarise key points from comments to ask AMI to summarise the saved hiring team notes.
Go to ATS > Applicants
Open the applicant profile.
Open the Comments tab.
Click
Summarise key points from comments.
🖊️ Note:
Summarise key points from comments is only available after at least one comment has been saved.
Review the AMI summary.
✅ AMI provides a summary of the saved comments. You can continue asking AMI questions for more detail, context, or insight.
🖊️ Note: AMI output should support recruiter review. Always check any recommendation, summary, or rewritten comment before relying on it.
Communications tab (optional add on)
The Communications tab appears when Microsoft Outlook integration is enabled through the relevant service connector via Sense Automate (Elite and Enterprise plans).
This tab lets users connect Outlook communications with the applicant profile, so email messages with applicants can be stored directly in ATS.
Depending on configuration, the Communications tab can help the hiring team:
view applicant email communications
keep applicant messages linked to the application record
manage recruitment communication from inside ATS
🖊️ Note: The Communications tab is only available where Microsoft Outlook integration is configured.
Best practice
Use the applicant profile as the main workspace for reviewing an applicant linked to a specific vacancy.
Recommended approach:
Check the Application form tab for core applicant details.
Use the Documents tab to review CVs, covering letters, and supporting documents.
Use Summarise with AMI to quickly review longer documents.
Use the Interview tab to review AMI-assisted application results, where available.
Use the Comments tab to record hiring team notes and decisions.
Remember that applicant records are vacancy-specific, especially when the same applicant is linked to more than one vacancy.
Summary
The applicant profile brings together the information captured for an applicant on a specific vacancy.
Remember:
Click an applicant row to open their applicant profile.
The applicant profile is specific to the vacancy record selected.
You can update application form details and save changes.
Documents can be viewed, added, summarised, downloaded, or deleted.
The Interview tab shows AMI-assisted application results, where available.
Comments can be added by admins and hiring team members.
The Communications tab appears only when Outlook integration is enabled via Sense Automate > Service Connectors.
FAQs
Click to view answers to frequently asked questions
Click to view answers to frequently asked questions
Q: How do I open an applicant profile in ATS?
A: To open an applicant profile in ATS, go to ATS > Applicants and click the applicant row. You can also open an applicant profile from a vacancy’s Applicants tab or from the applicant card in the vacancy Pipeline tab.
Q: Why does the same applicant have more than one profile row in ATS?
A: The same applicant may have more than one profile row if they are linked to more than one vacancy. Each row relates to the applicant’s record for a specific vacancy.
Q: Can I edit applicant details from the applicant profile in ATS?
A: Yes. To edit applicant details from the applicant profile, go the ATS > Applicants, click the applicant, open the Application form tab, update the required fields, click out of the field, and click Save.
Q: Where do I view an applicant’s CV or covering letter in ATS?
A: To view an applicant’s CV or covering letter, open the applicant profile in ATS > Applicants and go to the Documents tab.
Q: Can AMI summarise an applicant document in ATS?
A: Yes. To summarise an applicant document with AMI, open the Documents tab, open the document’s More actions (…) menu, and select 
Summarise.
Q: What does the Interview tab show in an ATS applicant profile?
A: The Interview tab in an applicant profile shows AMI-assisted application results where available, including applicant match, ranking, answer quality score, category scores, and the applicant’s question responses.
Q: Can I add comments to an applicant profile in ATS?
A: Yes. To add comments to an applicant profile, open the Comments tab, enter your comment, and click Add comment to save.
Q: What is the Communications tab used for in an ATS applicant profile?
A: The Communications tab is used to view and manage applicant email communications inside ATS where Microsoft Outlook integration is enabled (available via Sense Automate).
Q: Why can’t I see the Communications tab in an ATS applicant profile?
A: You may not see the Communications tab if Microsoft Outlook integration is not enabled for your organisation.