Managing Application Notifications, Access, and Troubleshooting

Application form settings and applicant permissions control different parts of the recruitment workflow.

Submission notifications

In the Job Application form's Notifications tab, review Confirmation Email, its subject and body, and Staff Notification recipients. Use acknowledgment wording that confirms receipt rather than employment. Save and check the intended recipient addresses. If an email is missing, search Applicants before requesting another submission.

Applicant permissions

View Applicants provides applicant visibility. View Applicant Attachments controls private documents. Change Applicant Status and Add Applicant Notes govern review actions. Conversion requires both Convert Applicants and Manage Users. Manage Job Application Forms controls the public application setup.

Common problems

• Form unavailable: check the current copied URL, Active, Public Access, and Job Application form type.
• Submission blocked: check required name, valid email, position, resume, and file limits.
• Conversion missing: check both conversion permissions and whether the applicant is already converted.
• No matching roles: an administrator must configure a role for the selected employee or vendor-investigator type.
• Staff cannot sign in: conversion does not grant a new profile login access; review onboarding and invitation status.

Rejected, archived, and deleted

Rejected or Archived records a workflow state. Delete Applicant is a separate destructive action; review its warning and your retention requirements before using it. Preserve converted applications and linked documents when you need the hiring history.

When contacting support, provide the applicant number, form name, action attempted, and error text. Do not send credentials or unnecessary personal application information.