> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hotfix.jobs/llms.txt
> Use this file to discover all available pages before exploring further.
> ## Agent Instructions
> Call them jobs, not postings, listings, or roles.
> To act for an employer, connect to the MCP server at https://rest.hotfix.jobs/mcp and sign in with a Hotfix account. API keys are for HTTP scripts, not MCP.
> Only describe the routes, tools, and numbers these docs publish. If something isn't documented, say so instead of guessing.
> Webhooks are managed in the app under Settings > API > Webhooks. An API key or MCP client can't create or change them.
> Hotfix is the applicant tracking system. Applications land in Applicants in Hotfix and aren't sent to another ATS.
> Creating a draft, offer, or booking link sends nothing. A person sends the email from Hotfix.
# Applicants
> Find applicants, filter the list, change statuses in bulk, and save the filters you use most as views.
**Applicants** lists everyone who applied to your jobs. Open it from the sidebar. Click a row to open that applicant's record. See [Candidate record](/help/candidate-record).
## Read the list
Each row is one application. The list has no column headers; hover a mark, date, or face to see what it is.
| Column | What it shows |
| - | - |
| Status | The application's status. Click it to change it. |
| Applicant | The applicant's name, then their email in gray. Hover the email to copy it. |
| Job | The job they applied to. |
| Requirements | A solid check when every [requirement](/help/post-a-job#requirements) was found in the resume or answers, a check inside a dashed ring when some were, and an empty dashed ring when none were. It never counts them. A dot means **Check this**. Someone who applied to more than one job gets one mark: a solid check only when every job's requirements were all found; hover it for each job, or expand the row. Hover or click for each requirement and the applicant's line; click a line to open the resume there. **Reading** while Hotfix checks it. |
| Feedback | An icon when there's [interview feedback](/help/feedback), highlighted when yours is due. Click it to open the feedback. |
| Assignee | The teammate who owns it. Click it to change it. |
| Date | When the application last changed, or when they applied if you sort by **Applied**. Hover for both. |
When someone applied to more than one of your jobs, they get one row that shows how many jobs. Click it to see each application underneath.
The list starts sorted by **Updated**, newest first. To sort it another way, open **Display** beside **Filters**, then **Sort by**: **Updated**, **Applied**, **Status**, **Job**, **Requirements**, **Feedback**, or **Assignee**. Under **Order**, pick **Newest first** or **Oldest first** for a date, or **In order** or **Reversed** for the rest.
**Requirements** sorts all found, then some found, then none found, then still reading, then couldn't read. **Feedback** puts feedback you owe first, then applicants with any feedback. Neither counts or orders by verdicts. Within each, the most recently updated come first.
The list shows 20 applicants per page; use the controls at the bottom to page through.
## Group the list
The list isn't grouped at first. Open **Display** beside **Filters**, then **Group by**:
| Group by | Groups, in order |
| - | - |
| None | No groups: one list, in pages. |
| Status | **New**, **Considering**, **Interviewing**, **Hired**, **Rejected**: your pipeline, in order. |
| Job | Each job, newest posting first. |
| Assignee | **Me**, then each teammate, then **Unassigned**. |
| Source | **Careers page**, **Hotfix search**, then each [tracking link](/help/analytics#where-applications-come-from) channel, like **LinkedIn** or **Referral**, then direct. |
Each group header shows how many applicants it has. Click a header to collapse or expand the group; this browser remembers it for each kind of grouping. Within a group, rows keep the list's sort. A group shows its first 20 applicants; click **Show more** under it for the next 20. Someone who applied to more than one job appears in each group their applications fall into.
To start with the people who have every requirement, sort by **Requirements** or filter to **All found**. See [Requirements](/help/candidate-record#requirements).
Outside a saved view, this browser remembers your grouping. A saved view keeps its own; see [Saved views](#saved-views).
## Statuses
Every application has one status.
| Status | Use it for |
| - | - |
| New | Applied and not reviewed yet. |
| Considering | You're reviewing them. |
| Interviewing | They're in interviews. |
| Hired | You hired them. |
| Rejected | You passed. Rejecting also archives them. |
To change a status, click the status icon on the row and pick a new one. You can also change it from the applicant's record.
Changing a status doesn't email the applicant by itself. Picking **Rejected** opens the **Reject** dialog first, where you choose whether to send a rejection email. See [Reject an applicant](/help/candidate-record#reject-an-applicant). An [automation](/help/automations) you set up can also send email when a status changes.
An applicant who failed a knockout question lands in **Rejected**. Hover their status to see which knockout they failed.
## Filter the list
Use the controls above the list.
* **Date** narrows to applicants who applied in a range: **Today**, **Yesterday**, **Last 7 days**, **Last 30 days**, **This month**, **Last month**, or dates you pick. Pick **All time**, at the top, to clear it.
* **Filters** opens a menu with the options below.
| Filters menu | Options |
| - | - |
| Status | **All statuses**, **New**, **Considering**, **Interviewing**, **Hired**, **Rejected**, **Rejected by knockout** (a knockout question rejected them; these are archived, and this finds them anyway) |
| Requirements | **All found**, **Some not found**, **Not checked yet** |
| Activity | **All**, **Interviews** (an interview is booked), **Offers** (an offer is out), **Feedback due from me** (an interview you were on ended and you haven't added feedback) |
| Assignee | **All**, **Mine**, **Unassigned**, or one teammate |
| Source | **Any source**, **Embed**, or **Hotfix**. Under **Tracking link**, a channel: **LinkedIn**, **Indeed**, **Wellfound**, **X**, **Email**, **Referral**, or **Direct (no tag)**. See [Where they came from](/help/candidate-record#where-they-came-from). |
| Show | **Active**, **Archived**, **All** |
| Job | **All jobs**, **My jobs** (jobs whose [hiring team](/help/post-a-job#hiring-team) you're on), or one of your jobs |
| Field | One of your company's custom fields, when you have any. See [Filter by a custom field](#filter-by-a-custom-field). |
Each filter you apply shows as a chip next to the controls. Click the **x** on a chip to remove that filter.
### Filter by a custom field
Open **Filters** > **Field** and choose a field. Your company's custom fields live under **Settings** > **Fields**. You can switch to another field in the next step.
Pick a comparison if the field offers more than one: **is**, **contains**, **at least**, or **at most**. Then type or pick the value. A **Multi-select** field matches applications that include the option you pick.
Click **Add filter**. Add more fields to narrow the list further.
## Assign an applicant
The assignee is the teammate who owns an application. Click the face in the **Assignee** column and pick a teammate, or **No assignee** to clear it. To see only your own, set **Filters** > **Assignee** to **Mine**, or pick a teammate to see theirs.
## Archive and restore
Archiving hides an application from the default list. Its status stays the same.
Right-click the row. On a touch screen, press and hold it.
Click **Archive**, then **Archive** again to confirm.
A message appears with **Undo** in case you archived the wrong one.
To find archived applications, set **Filters** > **Show** to **Archived**, or **All** to see both. To bring one back, right-click its row and pick **Restore**.
Rejecting an application archives it too. Moving it out of **Rejected** brings it back to the active list.
## Change many at once
Hover a row and check the box at its start. Hold Shift and click a second box to select every row in between. To select every row showing, click **Select all** in the bar at the bottom.
The bar at the bottom shows how many you selected. Choose an action:
* **Status** sets one status on all of them. **Rejected** opens the **Reject** dialog first.
* **Assign** sets one assignee, or **No assignee**.
* **Archive** archives them after you confirm. When **Show** is set to **Archived**, this is **Restore** instead.
Click **Clear** to drop the selection. Changing a filter also clears it.
## Other row actions
Right-click a row, or press and hold it on a touch screen, for:
* **Add note** to write a note for your team. It doesn't email the applicant.
* **Email** to open the applicant's record with a new email ready.
* **Copy email** to copy their address.
* **Copy link** to copy a link to the application for a teammate, like **Share application** on the record.
* **Download resume** to save their PDF, when they sent one.
* **Reject…** to open the **Reject** dialog, as when you move them to **Rejected**.
* **Archive** or **Restore**.
For someone who applied to more than one job, the person's row has **Email** and **Copy email**; each application under it has the rest.
## Saved views
A saved view is a personal bookmark for a set of filters. Your views show in the sidebar under **Applicants**, each with how many applications it matches.
### Create a view
Pick the filters you want. **Create view** appears above the list once your
filters differ from the default and don't match a view you already have.
Click **Create view**.
Hotfix suggests a name from your filters, like **Platform Engineer, New**;
type to replace it. The filters and grouping the view keeps show under the
name. Optionally pick a color and an icon. Search the icons by name.
Click **Create**. The view opens and appears in the sidebar.
A saved view also keeps its grouping (**Display** > **Group by**). The **Date** filter isn't part of a saved view.
### Change a view
To change a view's filters, open it from the sidebar, change the filters, and click **Update view**.
To rename it or change its color or icon, hover the view in the sidebar, click **⋯**, and pick **Edit**. The **Edit view** dialog changes the name, color, and icon, and shows the filters and grouping the view keeps. To change those, open the view, change them, and click **Update view**.
### Open a view by default
Hover the view in the sidebar, click **⋯**, and pick **Set as default**. **Applicants** now opens on that view. Pick **Remove as default** so it opens on all applications again.
### Delete a view
Hover the view in the sidebar, click **⋯**, and pick **Delete**. This deletes the view only. No applications change.
To hide your views in the sidebar, hover **Applicants** and click the arrow next to it. Click it again to show them.
## Related
* [Candidate record](/help/candidate-record)
* [Applications](/applications) for the same actions over the API and MCP
* [Automations](/help/automations)
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