Application Requests

you can send out application requests to candidates who have been entered into ashby without filling in an application form (for example, those who have been sourced or referred) this tool helps to ensure you have complete information across your candidates and job considerations you can either send application requests manually or configure automation rules to send out application requests automatically once completed, the application form will be added directly to the candidate's job consideration application request links are candidate and job consideration specific the same link cannot be used across multiple candidates application requests are always tied to the default job posting on a job if you do not have a default job posting, you'll need to set one for application requests to work see docid 9cszlyszfnbnql7z031jb for more information application requests are available on the plus and enterprise plans foundations legacy plus plus enterprise ❌ ❌ ✅ ✅ overview creating an application request email template we would recommend setting up an email template with an application request link substitution token as a first step an email template with this substitution token is required for automation rules and can also help streamline the process of manually generating application requests to create a new email template for application requests navigate to admin > organization setup > https //app ashbyhq com/admin/organizational settings/email templates click new template add in the subject and body for your email template to add in the application request link substitution token, click the t icon on the template toolbar and select the application request link token configuring application request automation application request automation allows you to set criteria and your email settings in advance then any candidates meeting the set criteria will receive an email with an application request link so they can complete their application form to configure an automation rule navigate to admin > jobs & applications > https //app ashbyhq com/admin/organizational settings/application request settings set up your draft configuration click add field to match within the condition section to determine your fields and values candidates who match the conditions you create here will trigger the automation please note that conditions are evaluated each time a candidate moves to a new stage in your process the following conditions are also built in to your application request conditions the candidate must not be in an archived state the candidate must not already have an application submitted for this job consideration use the email template dropdown to select the email template used to email the candidate please note that the email template must include the application request link substitution token confirm the sender of the email if you would like it to come from another user in your ashby account, check out docid 9mv0u6ctwmuovkfc7xlwx for more information on sending emails on another user's behalf if you'd like to configure an additional automation rule, click create new automation rule once you've configured your automation rules, click activate draft configuration and then enable automation? to activate your configuration moving forward, candidates who meet your criteria will trigger the automation manually generating an application request if you'd like to send out application requests manually, you can take the following steps navigate to the profile of the candidate in question click more , then send application form to candidate confirm the job listed in the job dropdown click create to generate the application request activity, or create and email to generate the activity and draft up an email to the candidate viewing and amending the application request once generated, an activity will be added to the candidate's profile so you can track the activity status you can click the three dots to the right of the activity to take the following actions copy application request link copy the application request url to share with the candidate directly mark as sent mark the application request link as sent and update the status of the activity delete application request remove the application request activity from the candidate's profile once the candidate has completed the application request, the activity will be resolved and removed from the current activities section of their profile the completed form will show within the forms section of the candidate's feed, along with a note that the candidate applied via an application request faq w hy isn't the email template showing up under the automation configuration? the application request token must be used in the email template for it to show up w hat happens after a candidate completes the application? the request is removed from the current activities section of the candidate's profile the application is marked as originating from a request moving them to a new stage will not trigger another request d oes transferring a candidate to a new job trigger a new application request? no transfers do not generate a new request because the system already has the candidate's information d oes considering a candidate for a different job trigger a new application request? yes if you consider a candidate for a separate job (not a transfer), they can receive an application request for that job if they meet the criteria you have set w hich job posting is used when a job has multiple postings? the one marked as the default job posting w hat are the requirements for a job posting to be valid for application requests? the job's job posting must be published (does not need to be publicly listed) must be on the external primary job board as internal only postings will not work w hat happens if the job posting becomes inaccessible after the email is sent? the email cannot be recalled, but an error will display on the application request on the candidate's profile indicating the issue the candidate's link will no longer work when clicked w hat conditions cause an error or prevent the request from sending? the job consideration's job is closed a published job posting doesn't exist for that job the default job posting is set to display on the internal job board only w ill automation work on all candidates who meet the conditions configured by the user? there are some additional conditions we have under the hood that the user can't see but the candidate must meet these are 1) candidate must be not in the archived stage for that job consideration 2) candidate must not already have an application form submitted for this job consideration h ow do auto reject rules and application limits interact with this? if an application is submitted through an application request link, we don't check those applications against auto reject or application limit rules how do i set up application requests to go out to direct referrals automatically? we don't support adding application requests directly in the docid\ t9yysvwgnnswspaeqcmhr sent to referred candidates if the {application request link} substitution token is added to your organization's https //app ashbyhq com/admin/organizational settings/referral forms , the email will fail instead, for direct referrals, we would recommend https //docs ashbyhq com/application requests#configuring application request automation with conditions specifying that the job consideration is a direct referral (for example job consideration's is direct referral is yes ) you can also opt to configure a catch all for candidates who don't have an application completed by a certain stage (for example, setting a condition field to be job consideration's reached stage type with the value as active ) to ensure any candidates in active stages are prompted to submit an application for the job consideration if you create application request automations for referrals, then we would recommend disabling your referral confirmation template the application request automation can be used instead to send the referral confirmation and application request in a single email