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Click any row in the Inbox to open that applicant’s record. The activity feed fills the middle. The details panel sits on the right. On a smaller screen, click Details to open it. Use the arrows at the top to move to the previous or next applicant in your list. Click Inbox at the top to go back to the list.
An applicant's record with the activity feed on the left and the details panel on the right

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The details panel

From top to bottom, the panel shows the items below. Hover any line to see what it is. Lines you can click highlight when you hover them.

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Read the resume and cover letter

Click Resume at the bottom of the details panel. The resume opens in a panel beside the record. Click Cover letter to read the cover letter the same way.

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Where they came from

The source line tells you where they applied:
  • Careers page means they applied on your careers page, hosted or embedded on your site.
  • Hotfix search means they found the job on Hotfix.
If they followed a tagged link, the tag follows, like Careers page via LinkedIn. To tag your own links, see Where they came from.

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Custom fields

The Fields section shows each custom field that has a value on this application. Your company sets up its fields under Settings > Fields. To fill in an empty field, click Add field and pick it. To change a value, click the field. A small person icon next to a value means it’s still the applicant’s own answer from the apply form. If your team changed it, the field shows what the applicant originally answered. Every change to a field is logged in the activity feed.

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The activity feed

The feed lists everything that happened on this application, newest first, grouped by day. Click a row to see its details. Use the tabs at the top to narrow it:

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Notes

Notes are for your team. The applicant never sees them, and adding one doesn’t send email.

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Add a note

Type in the Add a note for the team box at the bottom of the feed. Click the arrow button, or press Cmd+Enter (Ctrl+Enter on Windows), to add it. You can also add a note from the Inbox list. Click ⋯ on the row and pick Add note. Notes support Markdown, so you can use bold, lists, and links.

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Mention a teammate

Type @ in the note box and pick a teammate from the list. Keep typing to narrow it down, then press Enter or click their name. The note shows them as @Name. When you add the note, each teammate you mention gets a notification with your name, like Maya Chen mentioned you, and the start of the note under it. Clicking it opens this applicant on their notes. You can mention anyone on your team, even if the job has a hiring team.
  • You don’t get a notification for mentioning yourself.
  • Editing a note notifies only teammates you newly mention, so fixing a typo doesn’t notify anyone again.
  • Deleting a note doesn’t take back notifications it already sent.

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Edit or delete a note

You can edit or delete only your own notes.
1

Open the note

Click the note in the feed to expand it.
2

Edit or delete

Click the pencil to edit it, then Save. Or click the trash can, then Delete to confirm.
An edited note shows edited next to its time. A deleted note is removed for your whole team.

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Email an applicant

Email sends from your own Google account, so you need Google Workspace connected under Settings > Integrations. Until it is, the email panel shows Connect Google Workspace instead. See Integrations.
1

Open a new email

Click the Email icon at the top of the details panel. From the Inbox list, you can also click ⋯ on a row and pick Email.
2

Pick a template, if you want one

Choose from Template to fill in the subject and body. Picking a template replaces what you typed. Your company manages templates under Settings > Templates.
3

Check From and To

From is your email. To is the applicant’s. You can’t change either.
4

Write the subject and body

Fill in Subject and Body. Your signature is added below the body when the email sends. To change it, click Edit under the body, or go to Settings > Preferences.
5

Send or schedule

Click Send to send now. Or click Schedule…, pick a time under Send at, and click Schedule.
After you send, the email shows at the top of the feed as Sending… until it goes out. If it doesn’t send, it stays there marked Didn’t send with the reason. Expand it to Retry, Edit, or Dismiss it.

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Change a scheduled email

A scheduled email shows at the top of the feed with the time it sends. Expand it and:
  • Click Edit to open it. Then click Send now, Change time, or Cancel schedule. Edits save to the scheduled email.
  • Click Cancel to stop it from sending.

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Drafts from automations

An automation, the Agent, or an app connected over MCP can leave an email draft on a record for you to review. It shows at the top of the feed as a draft and isn’t sent. Expand it and click Edit to review and send it, or Discard to delete it.

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Reply to an email

1

Open the thread

Click the Email tab, then click the email to expand the thread.
2

Write your reply

Type in the Write a reply box below the messages.
3

Send

Click Reply, or press Cmd+Enter (Ctrl+Enter on Windows).
Your reply goes out in the same thread, with your signature.

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Reject an applicant

1

Pick Rejected

Click Status in the details panel and pick Rejected. The Reject dialog opens.
2

Choose whether to email them

Leave Send rejection email on to send one, or turn it off to reject without email.
3

Pick the template and when it sends

Choose the template. Then choose when it sends: In an hour, Next business day (the default), or In 3 business days. Business days skip Saturday and Sunday.
4

Reject

Click Reject.
Rejecting moves the application to Archived. The rejection email sends from your Google account at the time you picked.
The email waits so you can change your mind. Moving the application out of Rejected before it sends cancels the email. Right after you reject one applicant, click Undo on the message that appears to put the application back where it was.
If Google Workspace isn’t connected, Send rejection email is off and no email is sent. If an automation already emails rejected applicants for this job, the dialog doesn’t offer a second email. To reject many applicants at once, select them in the Inbox and pick Status > Rejected. The same dialog opens. Applicants who were already rejected don’t get another email.