Candidate activity timeline

The Timeline tab on a candidate's profile lists the most recent activity on the selected application, newest first.

Open a candidate and select the Timeline tab. It combines stage moves, evaluations, rejections, offer responses, emails, text messages, interview invitations and a few other events into one list, so you can see what happened and who did it without opening each screen. It is read-only. The one action available on it is cancelling a scheduled email.

What the tab shows

The timeline shows what happened on the application selected at the top of the profile. To see another application's history, use Switch application. Events that are not tied to any application appear only when it is clear they belong to the candidate's one application. If nothing has been recorded yet, the tab says "No activity recorded yet for this application."

The tab lists the 20 most recent entries. There is no filter, search, or option to load older entries, so an old event on a busy application will not appear here. For older emails and texts, use the Communications tab (see below).

Each entry has three parts:

The date and time on the left.
A coloured dot on a vertical line in the middle. Red marks failures, cancellations and rejections, amber marks a scheduled email, blue marks outgoing messages and interview invitations, and green marks completed milestones such as an application being submitted, a stage move or an offer being accepted. Other entries have a plain dot.
On the right, the event name in bold, a line of detail underneath, and "by" followed by the person's name when a person did it. Entries made by the system, and emails and texts, carry no name.

Entries are listed strictly by date and time, newest at the top. Where an entry belongs to a particular job, the job title appears in a small tag beside the event name.

Events you will see

Applications and pipeline

Application Submitted: shows the job and the stage the application started in.
Stage Changed: shows the old stage, an arrow, and the new stage, followed by any note entered with the move. The name of the person who moved them appears underneath.
Application Rejected: shows the rejection reason and whether the rejection was Automatic or Manual. A manual rejection shows who made it. An automatic one has no name.
Application Marked Complete: a recruiter marked an unfinished application as complete.
Reassigned: the application was moved to another job. The entry reads "Moved to" followed by the job title, with an Open destination application link that takes you to the new application.
Interview Invitation Sent: shows the interview event and job, or the stage the candidate was invited to schedule.
Shortlisting Evaluation Submitted: shows the stage and the score out of the maximum for a scoring checklist, or the ranking chosen for a ranking checklist.
Evaluation Updated: shows the previous and new score or ranking, and the reason for the change if the reviewer gave one. Evaluation comments are not shown on the timeline.

Offers

Offer Accepted and Offer Declined are dated when the candidate responded. A decline shows the reason if they gave one. These entries have no name because the candidate responded. Creating and sending an offer do not produce timeline entries. The offer's own status is on the candidate's Offers tab.

Emails and text messages

Email Sent and Email Received: show the subject. If an email did not reach the candidate, the word Bounced, Failed or Rate limited follows the subject.
Email Scheduled: shows the subject and the time it will go out.
Scheduled Email Cancelled: shows that a scheduled email was cancelled.
Email Failed: shows "Email delivery failed".
SMS Sent and SMS Received: show the phone number. SMS Failed shows "SMS delivery failed". Text messaging is a paid add-on.

Cancelled and failed entries are dated when the email was cancelled or failed, not when it was first created. Message text is not shown on the timeline.

Video interviews

HireFlix Invitation Sent: shows the email address the invitation went to and the position.
HireFlix Invitation Failed: shows the reason, for example that the credentials are invalid or the service did not respond in time.
HireFlix Invitation Skipped: shows either that the candidate has no email on file, or that HireFlix is not configured for your organisation.
Invitation Notification Failed: the candidate's invitation was still sent, but the message telling them about it was not. The entry lists which message failed, email or SMS, and why, for example no recipient on file, the template is unavailable, or a required template field had no value.
Video Interview Completed: shows that the interview was completed and is awaiting review.

Notes and profile changes

Note Added shows who added a note and, where the note was written against a job, the job title. The note text is on the Notes & Feedback tab.

Other changes made to the candidate's record are listed with a label built from the recorded action. Examples are Candidates Update, Candidates Create, Candidates Move To Pool, Candidates Rtw Updated, Candidates Note Pinned and Candidates Work History Create. Each one shows who made the change and when. Work history entries also show the role and employer. Profile edits and right-to-work updates do not show the old or new values, so the entry tells you that something changed, not what.

Who sees what

Anyone who can open the candidate's profile can open the Timeline tab. That depends on role. System Admin and HR users can open candidates in their organisation. An HR user with a restricted view only sees candidates who are in the talent pool or who have applied for a job that user can see. Members can open a candidate only if the candidate has an application on a job they are assigned to. Agency users can open only candidates their own agency submitted.

Two things then change what the timeline itself contains.

Shortlisting visibility. System Admin and HR users always see every evaluation. A recruiter on the job sees every evaluation unless the stage uses blind scoring, in which case they see only their own. Hiring managers, interviewers and anyone with no role on the job see only their own evaluations if the stage uses blind scoring, if it limits reviewers to their own scores, or if they hold no role on the job. Otherwise they see all of them. Other people's evaluations are left out of the list completely. They are not shown under a stand-in name.

Hidden personal details. When you are not allowed to see a candidate's identity, for example a Member whose only applications are on confidential jobs that have not yet reached their reveal stage, or a candidate submitted by an agency and not yet revealed, the entries stay in the list but personal detail inside them is removed. Email entries lose the subject and both addresses. Text entries lose the phone numbers. Work history entries lose the role and employer. Stage moves and application submissions lose their notes. HireFlix invitations lose the email address. Personal fields in profile changes are replaced with a marker such as [Redacted]. The names of your colleagues who took an action are not hidden.

Cancelling a scheduled email

An Email Scheduled entry has a Cancel button underneath it. Select it, then choose Cancel again next to "Are you sure?" to confirm, or Keep to leave the email as it is. The message "Scheduled email cancelled" appears and a Scheduled Email Cancelled entry replaces the scheduled one. Only System Admin and HR users can cancel a scheduled email. The button is disabled when you are viewing a record from another company in your group with read-only access.

Where the rest of the history lives

Communications tab: every email and text sent to or from the candidate on the selected application, with status and source, without the 20 entry limit. Scheduled emails can be cancelled here too.
Notes & Feedback tab: the notes themselves and interview feedback. See Adding notes to a candidate and Submitting interview feedback.
Offers tab: each offer and its current status. See Offer lifecycle.
Settings, then Audit Log: a system-wide record of who did what, with filters for entity type, action, user and date range, plus separate Email Activity and SMS Activity tabs. Only System Admin users can open it. See Audit log.