> ## 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 > Product noun is jobs. > MCP at https://rest.hotfix.jobs/mcp is the hiring contract for agents. Clients sign in with Hotfix; API keys are for HTTP only. > Do not invent unpublished REST or hiring stats. Webhooks are set up in the app; there is no REST route or MCP tool to manage them. > Do not mention Greenhouse, Ashby, Quick Apply, or claim. > Creating a draft, offer, or booking link does not send email. # Candidate record > Open an applicant to read their resume, track activity, write notes, email them, and reject them. Click any row in the [Inbox](/help/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 ## 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. | Item | What it does | | - | - | | Email, Share, Archive | Icons at the top. **Email** opens a new email. **Share application** copies a link to this record for a teammate. **Archive** archives it, or **Restore** brings it back. | | Contact details | Email, plus phone, website, LinkedIn, and GitHub when they gave them. Hover a line to copy it. | | Status | Click to change it. See [Statuses](/help/inbox#statuses). | | Assignee | Click to pick the teammate who owns this application. | | **Application** | The job they applied to (click it to open the job), when they applied, and where. See [Where they came from](#where-they-came-from). **Keep** holds the application back from your company's [data retention](/help/privacy#keep-an-application). When they applied to more than one of your jobs, each other application is listed with its status. Click one to open it. | | **Interviews** | Each upcoming interview and open booking link. Click one for its actions. Each ended interview has a feedback line with the panel's marks; **Due** means you owe yours. See [Interviews](/help/interviews) and [Interview feedback](/help/feedback). | | **Offer** | The offer, when there is one. Click it for its actions. See [Offers](/help/offers). | | **Fields** | Your company's custom fields. See [Custom fields](#custom-fields). | | **Resume** and **Cover letter** | Buttons at the bottom. A button is grayed out when they didn't send one. | ## 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. ## Where they came from The source line tells you where they applied: * **Careers page** means they applied on your [careers page](/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](/applications#where-they-came-from). ## 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. | Field type | How to edit | | - | - | | Text, number, or currency | Type the value. Press Enter or click away to save. Press Escape to cancel. | | Date | Pick a day on the calendar. Click **Clear** to empty it. | | Yes / no, Select, or Team member | Pick an option from the menu. Pick **Empty** to clear it. | 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. ## 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: | Tab | Shows | | - | - | | All | Status changes, notes, email, and everything else. | | Notes | Only notes from your team. | | Email | Only email you sent, and their replies. | ## Notes Notes are for your team. The applicant never sees them, and adding one doesn't send email. ### 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. ### 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](/help/post-a-job#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. ### Edit or delete a note You can edit or delete only your own notes. Click the note in the feed to expand it. 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. ## 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](/help/integrations). 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**. Choose from **Template** to fill in the subject and body. Picking a template replaces what you typed. Your company manages templates under **Settings** > **Templates**. **From** is your email. **To** is the applicant's. You can't change either. 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**. 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. ### 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. ### Drafts from automations An [automation](/automations), 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. ## Reply to an email Click the **Email** tab, then click the email to expand the thread. Type in the **Write a reply** box below the messages. Click **Reply**, or press Cmd+Enter (Ctrl+Enter on Windows). Your reply goes out in the same thread, with your signature. ## Reject an applicant Click **Status** in the details panel and pick **Rejected**. The **Reject** dialog opens. Leave **Send rejection email** on to send one, or turn it off to reject without email. 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. 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](/help/inbox#change-many-at-once) and pick **Status** > **Rejected**. The same dialog opens. Applicants who were already rejected don't get another email. ## Related * [Inbox](/help/inbox) * [Interviews](/help/interviews) * [Offers](/help/offers) * [Integrations](/help/integrations) * [Applications](/applications) for the same actions over the API and MCP This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.