Recruitment Applicant

A recruitment applicant is a person who might be hired. One record per person, not per application: the same man applying for three of your vacancies is one applicant with three applications. Everything you learn about him lands here, and when he accepts an offer this is the record his employee record is built from.

Where

Recruitment & Onboarding › Recruitment Applicant

Who uses it

HR, and the candidate himself through the public careers page

When

The moment a CV arrives, or the moment a candidate registers on the careers page

Needs first

Education, Skill, Country

What it is for

This is the candidate's file. It holds his name, his personal details, his schooling, his previous jobs, his skills, his courses, his certificates, his addresses, his phone numbers and his identity documents.

Two things make it worth understanding properly.

The first is that there is one record per person. A candidate who applies for Production Supervisor in January and Quality Inspector in March is not two applicants. He is one applicant with two applications, and the Portal Applications tab on his record shows both. His CV is filed against him, not against an application, so it is uploaded once and it serves every vacancy he goes for. This is why HR should search for a candidate before adding him.

The second is that candidates who register on the public careers page land in exactly this record. There is no separate list of web candidates. A man who applies at midnight from his phone appears on this screen the next morning alongside the ones whose CVs were brought to the gate, with his name, title, gender, nationality and e-mail already filled in from what he typed. The rest is blank until somebody asks him or until he fills in his own profile on the careers page.

What this record is not is the hiring decision. The screening lives on Recruitment Applicant Screening, the interview scores on Interview Evaluation, the funnel on Applications Pipeline, and the offer on Offer. This screen is only ever the facts about the man.

Every field, in plain words

General

Field	What it means	What to put in it	Notes
Applicant ID	The reference for this candidate	APP-2026-0147	Required. Must be unique. This is what every application, screening, interview and offer points at.
Application Date	The day the candidate first came to you	18 Jan 2026	Required. Filled with the day he registered when the candidate comes in through the careers page.
Title	How he is addressed	Pick it from the list, for example Mr	Carried to his employee record if he is hired.
First Name	His given name	Imran	Carried to his employee record if he is hired.
Middle Name	His middle name, where he has one	Ali	Not carried to his employee record. Somebody has to retype it there.
Last Name	His family name	Qureshi	Carried to his employee record if he is hired.
Photograph	A picture of the candidate	Upload the photo from his file

Personal Information, Personal Details

Field	What it means	What to put in it	Notes
Nationality	The country he is a national of	Pick it from the list, for example Pakistan	Carried to his employee record if he is hired.
Birth Country	The country he was born in	Pick it from the list, for example Pakistan
Birth City	The city he was born in	Pick it from the list, for example Faisalabad	The list offers only cities of the birth country, so set that first.
Native Language	His first language	Urdu	Typed, not picked from a list.
Religion	His religion	ISL Islam, CHRI Christianity, HIN Hinduism, SIK Sikhism, BUD Buddhism or OTH Others	Carried to his employee record if he is hired. Most Pakistani clients record it because it drives leave and holiday handling later.
Blood Group	His blood group	A+, A-, B+, B-, AB+, AB-, O+ or O-	Factory clients ask for this. Office clients usually do not.
Gender	Male or female	M Male or F Female	Carried to his employee record if he is hired.
Employee Type	The kind of engagement he is a candidate for	Pick it from the list, for example Permanent	Carried to his employee record if he is hired.

Personal Information, Marital

Field	What it means	What to put in it	Notes
Marital Status	Whether he is married	MAR Married, SIN Single, WID Widowed or DIV Divorced	Carried to his employee record if he is hired.
Marriage Date	The day he married	4 Mar 2019	Leave it blank unless the status is Married.
No of Dependents	How many people depend on him	3	Not carried to his employee record.

Personal Information, Disability

Field	What it means	What to put in it	Notes
Person with Disability	Tick if the candidate has a disability	Unticked	Leave the three fields below blank when this is unticked.
Disability Status	The nature of the disability	Partial hearing loss, left ear	Typed, not picked from a list.
Disability Date	The day the disability was recorded or arose	2 Jun 2021
Disability Verification Date	The day the disability certificate was verified	10 Jan 2026	Clients who claim a disabled quota need this date.

Professional Information, Majors

Field	What it means	What to put in it	Notes
Education	His highest relevant qualification	Pick it from the list, for example Textile Engineering	This is the summary. The Education tab holds the full history.
Education Level	How far that qualification goes	Pick it from the list, for example Bachelors
Industry	The industry he has worked in	Pick it from the list, for example Textile Manufacturing
Years of Experience	His total relevant experience in years	7	Type the total. It is not worked out from the Professional Experiences lines.
Current Salary	What he earns now, in rupees per month	68,000	Ask for it before the interview, not after. It is what the salary band on the Offer gets argued against.
Age	His age in years	34	Type it. Nothing calculates it.

Private Information

Field	What it means	What to put in it	Notes
Portal Email	The e-mail he signs in to the careers page with	imran.qureshi@example.com	Fills itself when the candidate registers on the careers page. No two candidates can register with the same e-mail. Fill it by hand only when the client wants an HR entered candidate to be able to sign in.
Portal Password	His careers page password	Do not type anything here.	It is set by the candidate when he registers and is stored scrambled. There is nothing for HR to read or set.

Professional Experiences

One line per previous job.

Field	What it means	What to put in it	Notes
Employer	The company he worked for	Kohinoor Mills Limited
Position	What he was	Shift Supervisor
Location	Where it was	Lahore
Employer Internet Address	The employer's website	kohinoormills.example.com
Employer Notes	Anything worth noting about the employer	Vertically integrated spinning and weaving, about 1,200 staff.
Date From	When he started there	1 Apr 2019
Date To	When he left	31 Dec 2025	Leave blank if he is still there.
Gross Salary	What he was paid there, in rupees per month	62,000
Name	The name of the person who can confirm this	Nadeem Shah	The reference, not the candidate.
Department	The department he worked in	Pick it from the list, for example Weaving
Email	The reference's e-mail	nadeem.shah@example.com
Phone	The reference's telephone number	0300 1234567

Education

One line per qualification.

Field	What it means	What to put in it	Notes
Education	The qualification	Pick it from the list, for example Textile Engineering
Major	What he specialised in	Weaving Technology	Typed.
Education Level	How far it goes	Pick it from the list, for example Bachelors
Institution	Where he studied	Pick it from the list, for example University of Faisalabad
Start Date	When he started	1 Sep 2010
End Date	When he finished	30 Jun 2014
Duration	How long it took	4
Days Months	The unit the duration is in	Day, Month or Year
Average	His result	3.2
Scale	What that result is out of	4	Put both, or nobody later can read the average.
In Progress	Tick if he has not finished yet	Unticked
Credits Completed	Credit hours completed, where the institution works that way	132
Credit Hour Basis	What those credits are counted against	136

Skills

Field	What it means	What to put in it	Notes
Skill	The skill	Pick it from the list, for example Loom Setting	Comes from the Skill list.
Skill Rating	How good he is at it	Pick it from the list, for example Advanced	Comes from the Skill Rating list.
Assessment Date	The day somebody judged it	22 Jan 2026
Assessment By	Who judged it	Shahid Mehmood
Assessment Details	How it was judged	Practical test on a Toyota airjet loom.

Courses

Field	What it means	What to put in it	Notes
Course	The course he attended	Pick it from the list, for example Industrial Safety
Institution	Who ran it	Pick it from the list
Notes	Anything worth noting	Two day refresher.
Date From	When it started	5 May 2024
Date To	When it ended	6 May 2024

Certifications

Field	What it means	What to put in it	Notes
Certification	The certificate he holds	Pick it from the list, for example Forklift Operator
Details	The certificate number or anything else worth keeping	Licence 44-21-9087
Date From	When it was issued	1 Feb 2023
Date To	When it expires	31 Jan 2028	Worth filling. A lapsed certificate on a hired employee is a problem the client would rather find now.

Identification

One line per identity document.

Field	What it means	What to put in it	Notes
Identification Authority	Who issued it	Pick it from the list, for example NADRA	Required once a line is started.
Identification Type	What kind of document it is	Pick it from the list, for example CNIC	Required once a line is started. The list offers only the types that authority issues.
Identification	The number on the document	33100-1234567-1	Required once a line is started.
Date of Issue	When it was issued	14 Aug 2018
Date of Expiry	When it expires	13 Aug 2028
Is Primary	Tick on the one document that identifies him	Ticked on the CNIC
Notes	Anything worth noting	Address on the card is the village, not where he lives.

Address

Field	What it means	What to put in it	Notes
Address Name	What this address is	Present Address	Required. The other usual one is Permanent Address.
Address	The address itself	House 42, Street 7, Gulberg Colony, Faisalabad
Region	The region it is in	Pick it from the list
Country	The country	Pick it from the list, for example Pakistan
State	The province	Pick it from the list, for example Punjab
City	The city	Pick it from the list, for example Faisalabad
Is Private	Tick if the address should not be generally visible	Unticked
Primary Address	Tick on the one address to use by default	Ticked on the present address
Primary for Country	Tick if this is his main address in that country	Ticked
Tax Zone	The tax zone the address falls in	Pick it from the list	Usually left alone during recruitment.
Time Zone	The time zone the address falls in	Pick it from the list
Latitude	Map latitude	31.4504	Only where the client maps addresses.
Longitude	Map longitude	73.1350

Contact

Field	What it means	What to put in it	Notes
Contact	What this contact is called	Mobile	Required.
Contact Nature	What kind of contact it is	Pick it from the list, for example Mobile or Email
Contact No	The number or address	0300 1234567	Required.
Extension	A telephone extension	214
Is Primary	Tick on the one to use first	Ticked on the mobile	Put a working mobile number on every candidate. It is how interviews get arranged.

Portal Applications

Read only. One line per application the candidate has made through the public careers page.

Field	What it means	What to put in it	Notes
Legal Entity	The company he applied to	Fills itself. Leave it.
Application	The reference of the application	Fills itself. Leave it.	Open it on Career Application to move the candidate along.
Applicant	The candidate	Fills itself. Leave it.
Recruitment Project	The vacancy he applied for	Fills itself. Leave it.
Status	Where that application stands	Fills itself. Leave it.	Changed on Career Application, not here.
Application Date	The day he applied for that vacancy	Fills itself. Leave it.
Cover Letter	What he wrote when he applied	Fills itself. Leave it.	Worth reading. It is the only free text the candidate writes himself.

How to configure it

1. Search the existing applicants by name and by CNIC before adding anybody. A candidate who has applied before already has a record, and adding a second one splits his history in two.
2. Open Recruitment Applicant, give him an Applicant ID and set Application Date to the day his CV arrived.
3. Fill the General tab: title, first name, middle name, last name, and his photograph if the client keeps them.
4. Fill Personal Information. Nationality, religion, gender, marital status and employee type all travel to his employee record if he is hired, so they are worth getting right now rather than retyping later.
5. Fill Professional Information with his education summary, industry, total years, current salary and age.
6. Add the detail tabs from his CV: Professional Experiences, Education, Skills, Courses, Certifications. None of them is compulsory, but the ones you skip are the ones the interview panel asks for.
7. Add his identity documents under Identification, with the CNIC marked primary, and his address and a working mobile number.
8. Save. He can now be screened on Recruitment Applicant Screening, put on a funnel on Applications Pipeline, scored on Interview Evaluation and offered a job on Offer.

Scenarios

"A candidate applied on our website at midnight"

He is already here the next morning. His record was created when he registered, carrying his title, first name, last name, gender, nationality and e-mail, with the application date set to the moment he registered. His CV, if he uploaded one, is filed against him rather than against the application, so it is there for any vacancy he goes for. The Portal Applications tab shows which vacancy he applied to. Everything else on the record is blank, so an HR officer fills it in from the CV before the interview.

"The same man has applied for Production Supervisor and Quality Inspector"

One applicant record, two lines on the Portal Applications tab. Do not create a second applicant. Each application is moved along separately on Career Application, so he can be shortlisted for one and rejected for the other. He is only refused if he tries to apply twice to the same vacancy.

"This candidate interviewed with us two years ago"

Search before you add. Find the old record and add this year's application to it, and the panel can see what was said about him last time. A second record for the same man means nobody finds out that he was rejected in 2024 for the same reason.

"The CV says one thing and his CNIC says another"

Record both. The CNIC line under Identification carries the document as issued, and the Notes column on that line is where you write that the address on the card is the village rather than where he lives. Do not correct the document to match the CV.

What it is connected to

• Education, Education Level, Skill, Skill Rating, Course, Certification, Institution and Identification Type supply the lists on the detail tabs.
• Career Application is one application by this candidate to one vacancy, and Career Answer holds what he answered.
• Recruitment Applicant Screening screens him, and it will only let him be screened once.
• Interview Evaluation scores him, once per interview round.
• Offer offers him the job, and an accepted offer builds his Employee Basic Information record from this one.

If something looks wrong

• "This candidate is in the system twice" - he was added by hand after having registered on the careers page, or his name was spelled differently. Search on the CNIC rather than the name.
• "The candidate is not offered on the Screening screen" - he has already been screened. One screening per candidate.
• "A candidate registered on the careers page and we see almost nothing about him" - that is all he gave. Registration asks for a name, a title, a gender, a nationality and an e-mail. The rest is for HR to fill in from his CV.
• "We cannot register a candidate with his e-mail address" - another candidate is already registered with it. Find that record.
• "His years of experience do not match the jobs listed on his record" - the total is typed and is not worked out from the Professional Experiences lines. Correct the total.