Vacancy Applications
An Application is the link between a Candidate and a Job Opening within your recruitment and selection process. Each application carries its own score, its status within the process (new, under evaluation, interview, hired, rejected, etc.), the keywords found on the resume, and, if you turn it on, an AI evaluation of the candidate's resume against the job opening.
What is it and what is it for?
When you link a candidate to a job opening, AdmCloud creates an Application: the record that represents that specific candidate's progress within that specific job opening's selection process. A single candidate can have open applications to several job openings at once, and a single job opening can have many candidates applying in parallel.
The Application is what lets you keep track of the process without losing sight of either the candidate or the job opening: who is moving forward, who was screened out, who scored best, whose resume has already been analyzed, and how well their keywords match what the job opening is asking for.
Where applications are managed
| Screen | What you use it for |
|---|---|
| Job Opening Details | Shows two tabs: Active Candidates and Discarded Candidates, one row per application. From here you link new candidates, change their score and status, run AI resume analysis, and schedule interviews. |
| Candidate Details | Shows the same kind of information, but centered on a candidate and every job opening they've applied to. |
| Summary of Applications by Status | A report that counts how many applications currently sit in each status, across all open or in-progress job openings. |
| Vacancy Applications by Status Detail | Clicking a status's count in the summary opens the detailed list: job opening, candidate, status, keywords found and score. |
How to use it
- Link a candidate to the job opening. From the Job Opening Details screen, search for and pick the candidate in the assignment picker; this creates the application with an initial "New" status. You can also create the candidate right there with the New Candidate button if they're not registered yet.
- Move the Status forward as the process advances. Use the status dropdown on the application's row (for example: Evaluation, Interview Scheduled, Interview, Finalist Candidate, Negotiation, Hired or Rejected). The row's color changes to match the color configured for that status.
- Set a Score. Use the star dropdown (1 to 5, or "-" for none) to rate the candidate against that specific job opening.
- Review or download the resume. If the candidate has a resume uploaded on their record, a file icon opens it in a new tab.
- Analyze the resume with Artificial Intelligence (if enabled). Click the robot-icon button to have the system search the resume for the keywords defined on the job opening and generate an AI score and comments. See the section below.
- Schedule an interview. The interview button takes you straight to creating a new Interview for that candidate and that job opening.
- Unlink or delete the application with the trash-can button if the candidate should no longer be associated with that job opening; you'll be asked to confirm before it's deleted.
Keyword extraction and AI evaluation
Every Job Opening can define a list of keywords (comma-separated) representing the skills or requirements you're looking for. When you analyze an application with AI, AdmCloud:
- Downloads and reads the full text of the candidate's resume (only PDF or DOCX files are supported).
- Searches that text for which of the job opening's keywords appear on the resume, and stores them in the found-keywords column.
- Sends the resume to an Artificial Intelligence model along with the keywords, and asks it for a numeric score (Ranking) and a comment, shown in the AI Evaluation column.
Requirements for AI analysis. The candidate must have a resume uploaded on their record and the job opening must have at least one keyword defined; if either is missing, the system shows an error message instead of the evaluation.
Applications-by-Status reports
The Summary of Applications by Status gives you a quick snapshot of how many applications sit at each step of the process, counting only job openings that are Open or In Progress (closed ones are no longer counted). Clicking a status's count opens the Vacancy Applications by Status Detail, with one row per application in that status, linking directly to the job opening and the candidate.
Statuses flagged as "Closes Vacancy Application" (for example Hired or Rejected, depending on how you configure them) don't show up in this summary, since they represent applications that already finished their process; that same flag is what decides whether a candidate shows up under the Active or the Discarded tab on the Job Opening Details screen.
Key fields
| Field | What it's for |
|---|---|
| Candidate / Job Opening | The two ends of the link that the application creates; each one takes you to that entity's full record. |
| Status | The candidate's current step within that job opening's selection process; managed from the Application Status catalog (name, color and whether it closes the process). |
| Score | A 1-to-5-star rating your recruiting team gives the candidate for that specific job opening. |
| Application Date | The date the candidate was linked to the job opening (the application's creation date). |
| Found Keywords | The job opening's keywords the system detected inside the candidate's resume, after AI analysis. |
| AI Evaluation | The numeric score and comment generated by Artificial Intelligence from the candidate's resume and the job opening's keywords. |
Availability, plan and permissions
- This feature requires the Enterprise plan with the Human Resources module enabled; it is not available on other plans.
- Requires the "Vacancy Applications" permission on the user group: Browse to view the reports, Add to link candidates, Edit to change score/status, and Delete to unlink or remove an application.
- The found keywords and AI Evaluation columns only show up when AdmCloud has enabled the resume-keyword-extraction feature for your company.
Tips and common pitfalls
Define the job opening's keywords well before recruiting. The more precise they are (skills, tools, certifications), the more useful the automatic extraction and AI evaluation will be when comparing candidates against each other.
"This application has no keywords". This message is not an error: it means that, when comparing the resume against the job opening's keywords, no match was found.
Unlinking a candidate deletes the application, not the candidate. The candidate still exists in your candidate database; only their link to that specific job opening is removed, along with the score, status and AI analysis it had.