Handling Multiple Applications from One Candidate

this article explains how ashby handles situations where the same candidate appears more than once for the same role or across multiple roles it covers when ashby prevents duplicate job considerations from being created, what to do when duplicate job considerations already exist, and when to use transfer versus consider for another job permissions and access the actions covered in this article require elevated access with a role that includes the permission to add and edit candidates for the relevant job, department, or location how ashby handles multiple applications in ashby, a single candidate profile can have multiple applications across different roles the system prevents duplicate applications from being created in most common scenarios when a situation falls outside those cases, the recommended approach is to keep the job consideration you want to move forward with and archive any duplicate or unwanted ones this table succinctly outlines the most common scenarios and the recommended action for each further details are explained in the remainder of the article below scenario what happens recommended action candidate applied to the same role again using the same information ashby keeps one job consideration both application forms appear in the forms section of the candidate profile feed continue using the existing job consideration no cleanup needed candidate was sourced as a lead and later applied to that same role ashby keeps one job consideration and moves the candidate to application review continue using the existing job consideration no cleanup needed duplicate profiles were merged and both had a job consideration for the same role both job considerations remain on the merged profile archive the job consideration you do not plan to move forward with candidate applied with different information an additional candidate profile may be created and flagged as a duplicate review and merge the duplicate profiles if appropriate candidate should move to a different posting for the same underlying opportunity n/a use transfer candidate should be considered for a genuinely separate opportunity n/a use consider for another job when to use transfer use transfer when the role is essentially the same opportunity and you want to move the existing job consideration to a different job or interview plan while preserving its history and timing transfer is the right choice when the job was renamed, corrected, or restructured in a way that should still count as the same hiring process you want to preserve time to hire, time in process, and related reporting continuity for the original timeline when you transfer a job consideration, ashby retains the application history, notes, application forms, completed surveys, feedback forms, and referral forms the started date stays the same, and reporting continues to reflect the original timeline any scheduled or upcoming activities remain scheduled after a transfer delete any activities you no longer need before initiating the transfer for step by step instructions, see can i transfer a candidate’s job consideration to another job or interview plan? docid\ fn4vk3fmmc2pohxo3sy y when to use consider for another job use consider for another job when the candidate is being evaluated for a new or different opportunity and you want that process tracked separately this action creates a brand new job consideration on the candidate profile rather than moving the existing one the new job consideration gets its own started date, and pipeline and time to hire reporting start fresh if your team wants reporting to reflect two distinct opportunities, consider for another job is the better choice over transfer cleaning up duplicate job considerations after a merge if duplicate candidate profiles were merged and both profiles had job considerations for the same role, both job considerations remain on the merged profile for your records if the candidate should only be considered once for that role, continue using the correct job consideration and archive the one you do not plan to move forward with ashby does not currently support merging or deleting job considerations directly from the candidate profile archiving is the standard cleanup path when duplicate job considerations exist for the same role if you archived the wrong job consideration by mistake, you can return it to the active pipeline select change stage on the candidate profile and choose the appropriate interview stage to move the candidate back the archive reason on an archived job consideration can also be updated at any time for more information, see how do i change the archive reason on an archived job consideration? docid 3y56ostuthrqykychonjg application request behavior transferring a candidate to another job does not generate a new application request, because the system already has the candidate's information considering a candidate for a separate job can generate an application request for that job if they meet the configured criteria application request automations also only run when the candidate does not already have an application submitted for that job consideration for more information, see application requests docid 1ci2dubbnesgdm dw8ww preventing repeat applications if your team regularly sees candidates reapplying to the same role or applying excessively across open roles, application limits is the best tool to address this application limits can be configured to throttle the number of applications a candidate can submit across any job within a defined scope and time window block rejected candidates from reapplying to the same role within a specified number of days block rejected candidates from reapplying to any role within the scope within a specified number of days for setup instructions, see application limits docid\ dtfh2i3hx ekqbvgww8fi faqs can multiple application submissions exist without multiple job considerations? yes if a candidate reapplies to the same role using the same information while they already have an active job consideration, ashby keeps one job consideration and shows both application forms in the forms section of the candidate profile feed can i merge two duplicate job considerations for the same role? no ashby does not currently support merging or deleting job considerations directly from the candidate profile if both job considerations already exist, choose one to move forward with and archive the other should i use transfer or consider for another job? use transfer when you want to preserve the job consideration's history and reporting continuity across what is effectively the same opportunity use consider for another job when the candidate should enter a separate process with its own reporting timeline what happens if i archived the wrong job consideration? select change stage on the candidate profile and choose the appropriate interview stage to move the candidate back into the active pipeline you can also update the archive reason on any archived job consideration at any time how do i merge candidate profiles that were flagged as duplicates? see how do i merge duplicate candidate profiles? docid\ rvfnqwgmp1m3vbjwr1sbb for a full walkthrough