Recruit Product Updates: September 21 to October 14, 2026

New features, fixes and improvements shipped over the past three weeks.

New: The candidate profile works one application at a time

Candidates with more than one application used to see them mixed together. The profile now shows a single application at a time.

A bar at the top names the job, reference and stage, with a Submitted or Incomplete badge. When a candidate has more than one application, use the Switch application drop-down to move between them, drafts included. See: Viewing a candidate profile.
Documents, downloads, timeline, notes, interview feedback, offers, onboarding, references and communications all follow the application you pick. Dialog headings name the job, and switching with unsent text asks you to confirm first. See: Viewing a candidate profile, Candidate activity timeline.
Notes now belong to one application. The job picker and All Jobs view on the notes tab are gone, and notes on an incomplete application are read only. See: Adding notes to a candidate.
Download as zip and Download merged PDF are limited to the selected application. See: Viewing a candidate profile, Requesting documents from a candidate.
Candidates who have started but not submitted an application show an amber "incomplete applications" badge on the candidates list. Selecting it opens their newest unsubmitted application. See: The candidates list.
Recruiters can open an unfinished application from the pipeline review and choose Mark as complete. It joins the normal pipeline at its current stage and stops triggering "finish your application" reminders. See: Using the job pipeline, Viewing a candidate profile.
The candidates list has a new Incomplete tab for candidates whose applications are all unfinished, so they no longer sit in the Talent Pool tab. See: The candidates list.
Uploaded cover letters open on the profile and close with Hide, the same way as the CV. See: Viewing a candidate profile.

New: Agencies can complete applications for candidates

Agencies now work from the job's own application form rather than a short submission form.

On the job's Applications tab, Add candidate opens the job's application form. It autosaves, shows a banner saying the agency is completing it for the candidate, and asks the agency to confirm the candidate has consented to their data being processed. The agency can upload documents and submit. See: Managing agencies, Tracking a job's progress.
The tab lists each application as In progress or Submitted, with Continue, View and Discard. Discarding asks for confirmation and names the draft and the date it was last saved. See: Managing agencies, Tracking a job's progress.
Declaration tick boxes and signatures completed by an agency say they were completed on the candidate's behalf, and should only be ticked or signed if the candidate has confirmed. See: Managing agencies.
Add candidate is disabled on jobs that are closed, archived, paused or past their closing date. Applications already in progress stay saved and can be edited or discarded, but cannot be submitted unless the job reopens. See: Managing agencies, Tracking a job's progress.
When you assign an agency to a job you can tick individual Agency users to notify. Several users from one agency can be selected, each is emailed, and the pencil icon (Edit agency users) changes the selection later. See: Managing your job team, Managing agencies.
Agencies only see their own submissions on the applications list, without outcome, stage or rating. They cannot read other candidates' documents, the communications of candidates they did not submit, or the job team. Files an agency uploads to a draft can only be opened by that agency while it is assigned to the job. See: Managing agencies.
Unsubmitted agency drafts are deleted after 90 days. In Settings, GDPR & Privacy, the Agency application drafts card lets an admin Erase drafts by email address, including answers and files. See: GDPR and privacy, Managing agencies.
Agency users no longer see the board posting summary or the Created by filter on the Jobs page, or the Default Posted By option on their profile. See: The jobs list, Managing agencies.

New: Candidates can manage and edit a submitted application

Candidates now get a Manage Your Application page from the link in their emails.

While the vacancy is open, a candidate can Edit Application, Download Application, withdraw the application, or Request Data Deletion for that one application. Edits autosave, and Submit changes replaces the earlier answers after a confirmation step. A candidate can replace or Remove file on their CV while editing. See: Links candidates receive: saving, resuming and managing an application.
Editing ends when the vacancy closes or is closed manually. See: Links candidates receive: saving, resuming and managing an application.
If a candidate opens an expired link, they can enter their email address and choose Email me my link to be sent fresh links. See: Links candidates receive: saving, resuming and managing an application.
Recruiters see Edited by candidate on an application changed after submission. The History button opens Submission history with each version, and the assigned recruiter is notified when a candidate resubmits. See: Viewing a candidate profile, Links candidates receive: saving, resuming and managing an application.
On the Applied stage you can set an Application started email, sent once when a candidate first saves or moves past page one, separate from the application complete email. Both carry the candidate's manage link, and the started email carries the resume link. A candidate Withdrawal email category is also available. See: Stage automations and rejection emails, Creating and managing email templates.
After saving a multi-page application and returning later, candidates get a confirmation with the option to resend their resume link. See: Links candidates receive: saving, resuming and managing an application.

New: Employment gap reasons and month and year dates

Gap analysis on application forms has been reworked.

Each gap flagged on an application form has a Reason for this gap list (Medical, Personal project, Travelling, Unemployment, Voluntary work, Other and so on). With Require gap explanations on, a reason must be chosen before submitting. See: Repeatable sections: employment history, education and references, Building an application form.
A new Gap Analysis setting, When must candidates provide explanations?, lets you choose Before submitting or Before continuing to the next page. See: Repeatable sections: employment history, education and references.
Employment and education are checked as one combined timeline, and the minimum gap can be set in months or days. The same checks apply when a candidate resumes a saved form, reopens a submitted form or edits their application. See: Repeatable sections: employment history, education and references, Links candidates receive: saving, resuming and managing an application.
On start and end date questions linked to employment or education history, candidates can tick I don't know the exact day and give only a month and year. Where that could hide a gap the form shows "Possible gap, exact dates unknown" with an optional note. It never blocks submission. Dates read from an uploaded CV can also be month and year only. See: Repeatable sections: employment history, education and references.
Application profiles show Gap analysis, as submitted (or "as edited by the candidate") with the reason for each gap and a Download gap analysis button. The candidate profile and the shortlisting review window also show a Gaps in the current profile box. See: Viewing a candidate profile, Repeatable sections: employment history, education and references.
Admin and HR get Re-import history on the Work History card. It rebuilds missing work history, education and references and leaves existing or edited entries unchanged. See: Viewing a candidate profile.

New: Transfer responsibilities when deactivating a user

Deactivating someone who holds work now opens Transfer responsibilities and deactivate.

It lists their open tasks, outstanding onboarding tasks, jobs as hiring lead and job team memberships. Pick who takes over in Transfer to. See: Managing users.
A Responsibilities transferred summary then shows what moved and to whom, with job links and Review jobs. Jobs you cannot see stay with the user for an Admin to hand over. See: Managing users.
The last active admin cannot have their role changed or be permanently deleted. See: Managing users, Configuring roles and permissions.

New: Redacted downloads and confidential monitoring answers

Admin and HR can now choose a redacted version when they download candidate material.

The candidate Downloads panel offers a Redacted copy of the zip and merged PDF. It leaves out personal details and any document that cannot be redacted. See: Viewing a candidate profile, Blind scoring and confidential shortlisting.
The candidates list bulk action offers Download documents (redacted), and an application form can be downloaded as Download Application Form (redacted). See: Using bulk actions and tags, Blind scoring and confidential shortlisting.
A new Personal Circumstances Monitoring category treats marital status, caring responsibilities and date of birth as confidential equality monitoring answers. Fields already in use on default forms are re-marked correctly. See: Compliance packs, Diversity report.
Redacted CVs, file answers and anonymised CV downloads now use neutral file names that do not contain the candidate's name. See: Blind scoring and confidential shortlisting.
When a CV's anonymised copy is not available, reviewers with full access see "The anonymised copy of this CV is not available." with a Retry processing button. See: Blind scoring and confidential shortlisting.

Candidates and pipeline

For jobs set to send no rejection email automatically, the Rejected column is split into Awaiting rejection email, Rejection email queued, Rejection email sent and Rejected before email tracking. Tick rejected candidates and use Send rejection email in the bulk bar to send the job's rejection template without reactivating anyone. See: Using the job pipeline, Rejecting and withdrawing candidates.
Rejecting a candidate now reports the real email outcome: scheduled for a time, skipped because there is no template, or "The application was rejected, but the rejection email was not sent or scheduled." Missing-template failures also show on the Communications tab. See: Rejecting and withdrawing candidates, Stage automations and rejection emails.
Reject, withdraw and bulk Move Stage now follow the Allow hiring managers and interviewers to move candidates setting. When it is off they are greyed out with the reason "Only admins, HR and this job's recruiter can reject or withdraw candidates." Reactivating is unchanged. See: Rejecting and withdrawing candidates, Configuring roles and permissions.
On a checklist in Settings, Feedback Forms, Apply changes to existing jobs (System Admin and HR) lists the jobs using it and what would change. Tick the jobs, confirm any with customised criteria, then see Updated, Skipped or Failed per job. Submitted assessments are kept and not re-scored. See: Shortlisting checklists.
Editing criteria on a shortlisting stage no longer wipes Essential or Desirable. Moving a candidate to another stage no longer carries over a sub-status from the old stage. See: Shortlisting candidates, Configuring pipeline stages.
Renaming a candidate source no longer disconnects candidates already linked to it, and deleting a source that candidates still use deactivates it instead of removing it. See: Managing candidate sources.
Add a CV for a talent-pool candidate with Upload talent-pool CV, or attach the talent-pool CV to the current application. A first CV upload attaches to the selected application. See: Managing the talent pool, Viewing a candidate profile.
Hiring managers without document permission no longer fail silently when deleting or replacing a CV or cover letter. The buttons are hidden where not allowed. See: Viewing a candidate profile, Requesting documents from a candidate.
Bulk document downloads contain only the selected applications' documents, kept apart per application, for up to 200 applications. See: Using bulk actions and tags, Requesting documents from a candidate.
A cover letter attached when adding a candidate manually is saved against the application for the job you chose. Source is now flagged with a clear message when it is missing. See: Adding a candidate manually.
Anonymised placeholder candidates are no longer flagged as duplicates of each other, and out of date duplicate flags clear themselves. See: Merging duplicate candidate records.
Opening a vacancy or candidate that has been removed shows "This vacancy is no longer available" or "This candidate is no longer available". Removed candidates no longer block a new candidate with the same email address. See: The candidates list, The jobs list.
Work history and education entries that arrive without a title, qualification or institution are kept and shown with "not provided" labels. Duplicate entries are no longer repeated. See: Viewing a candidate profile, Repeatable sections: employment history, education and references.
The jobs search keeps keyboard focus while results load, and the candidate tab bar scrolls sideways on short or narrow screens instead of running under the sidebar. See: The jobs list, The candidates list.

Jobs, approvals and job boards

An unpublished job board posting now reads Removal requested, then Removed or Removal failed. A failed or stalled removal can be retried with Retry removal on the job's Job Boards tab or from the row menu on the Job Boards page. See: Publishing a job to job boards, Troubleshooting failed job board postings.
Admins can choose which TotalJobs advert templates recruiters may use, under TotalJobs advert templates in Settings. When publishing, recruiters pick an Advert template (optional) or keep the account default. Clearer messages show when TotalJobs rejects a post for lack of credit. TotalJobs postings are marked as posted once the board accepts them. See: Managing job board integrations, Publishing a job to job boards.
Astronaut Jobs now uses your organisation's own account. In Settings, Integrations, select Configure and add the Account Email. It is a paid board, so re-publishing asks you to confirm the charge first. See: Integrations, Publishing a job to job boards.
Unpublishing or closing a job now takes the advert down on IrishJobs.ie and NI Jobs, and if the board refuses, the error shows on the posting. Boards that can only create adverts (for example IrishJobs.ie, NI Jobs, Reed and CharityJob) are no longer sent a second copy when a job is edited or re-published, and publishing several jobs to the same board at once no longer creates duplicates. See: Publishing a job to job boards, Troubleshooting failed job board postings.
The Indeed card in Settings has an optional switch, Use the group name as the Indeed source name. Indeed applications with screener questions are no longer rejected for missing required answers. See: Integrations, Publishing a job to job boards.
A salary of 0.00 is treated as no salary when posting to job boards instead of being rejected. See: Publishing a job to job boards.
Pipeline stage settings (colour, description, auto-reject days, advance-to stage, sub-statuses and shortlisting checklists) are now kept when you apply a pipeline template, save a template or duplicate a job. Jobs created from a job template start with the default screening checklist. See: Configuring pipeline stages, Using job templates.
Saving a job's pipeline is now all or nothing, so a failure part way through can no longer leave some stages deleted. The Applied stage is the stage that cannot be removed, wherever it sits. See: Configuring pipeline stages, Creating and setting up a job.
Job Time (for example Part Time or Term Time) is kept when you create, edit and reopen a job. Clearing an optional job detail now really clears it, and blank departments no longer appear on the careers page. See: Creating and setting up a job, Editing a job after you have created it.
Save and Exit in job setup keeps your Publishing choices (ticked boards, posting date and expiry date) and refuses an expiry date before the posting date. See: Creating and setting up a job.
Jobs brought across from the previous system show a read-only Approval History (Vacancy Filler) card with a Legacy record badge, listing each step, the approver and the date. Posted By shows a former user's name followed by "(former user)". See: The approval workflow, Approving, rejecting and withdrawing a job.
Approval groups created when jobs were brought across from the previous system are hidden from lists and pickers. In Settings, Approvals, use Show hidden groups and Unhide group. Jobs already using one keep working. See: Setting up approvals for your organisation.
Job details on a job in setup can only be edited by Admin or HR. Shortlisting configuration and sensitive job settings such as blind scoring can only be changed by Admin, HR and the job's hiring lead. See: Editing a job after you have created it, Configuring roles and permissions.

Application forms and careers pages

The form builder has a Save answer to control on each question so you can see and choose where its answer is saved on the candidate record. A repeatable section can be given a Section purpose (References, Employment history, Education history), and a Repair employment history button fixes existing applications. See: Building an application form, Repeatable sections: employment history, education and references.
A repeatable section has its own Show when control, so a whole section such as employment history can be hidden based on an earlier answer. See: Repeatable sections: employment history, education and references, How conditional logic works on application forms.
Deleting a form page no longer deletes protected questions. They move to the neighbouring page, and the confirmation names them and lists any conditions that will be removed. See: Building an application form, Compliance packs.
A role posted only to the Internal Careers Page can now be opened and applied for from the internal listing through its private link. See: Setting up an internal careers page.
Submitting from the review step jumps to the first page with a missing required answer. A very long name now shows an inline message instead of an error and keeps the candidate's answers. See: Applying, saving and refreshing an application form on a job.
Resumed application forms let candidates upload and replace files, changes including a replaced CV are saved automatically, and double-clicking submit no longer creates duplicate applications. Candidates on a long form no longer lose progress when their upload session expires. See: Links candidates receive: saving, resuming and managing an application, Applying, saving and refreshing an application form on a job.
On the emailed resume form, page-level Show When rules apply and answers on hidden pages are not saved. Show When and Required When on repeatable sections with a minimum above one now hide and release rows correctly. See: How conditional logic works on application forms, Links candidates receive: saving, resuming and managing an application.
A referee returning to a saved reference form finds their drawn or typed signature and dropdown answers restored. Referees nominated through a custom referee form can submit, and upload questions are no longer shown to them. See: Setting up reference requests and referee forms.
Signature fields on offer and reference forms show neutral instructions, "Please provide your signature below." See: Setting up reference requests and referee forms, Writing offer letters and contracts.
Advert attachments on careers pages embedded in a mobile browser now download, with clear messages if a download fails. The privacy notice now says CV details are extracted automatically on upload and that uploads from applications never submitted are deleted after 7 days. See: Careers portal settings and branding, Links candidates receive: saving, resuming and managing an application.

Interviews, events and video interviews

Settings, Video Interview Invitations has a Failed invitations section. Admin and HR can inspect each failed invitation and use Replay. See: Setting up video interviews, Reviewing a video interview.
The candidate Timeline shows Invitation Notification Failed when the email or text telling a candidate about a video interview did not go out, saying which message failed and why. The video interview invitation itself is still sent. See: Setting up video interviews, Candidate activity timeline.
Video interview invitations are no longer lost when a candidate moves to a video stage before the video interview has been set up. They wait and are sent once, as soon as setup succeeds. See: Setting up video interviews, Video interviews with HireFlix.
The slot event calendar and the Interviews page default to 08:00 to 17:00 and widen automatically to include any booking or slot outside those hours. The event calendar has a Show extended hours switch (06:00 to 21:00), and its rows follow the event's duration. See: Creating and managing interview events, The interviews page.
Interview invitation emails now fill in the event location ("Online" or "TBC" when there is no venue) and the date and time of fixed events in the event's own timezone. See: Creating and managing interview events, Candidate self-scheduling links.
Inviting a candidate to a second static event on the same stage sends a separate invitation and link, and resending to past events no longer creates dead links. See: Creating and managing interview events, Candidate self-scheduling links.
A candidate whose application is no longer active cannot be invited to an interview event. The interviews CSV export includes bookings on any stage type and shows the stage the interview was booked on, even if the candidate has moved on. See: Creating and managing interview events, The interviews page.

Offers, onboarding and references

Send offer checks for the Offer Link merge field. Without it, sending is blocked with "Add the Offer Link merge field to this email before sending." An offer with an unrecognised merge tag or an oversized document stops at send and leaves no stray draft. See: Making an offer, Creating and managing email templates.
Offer cards warn when a signed acceptance was not recorded. Admin and HR can Complete acceptance or Void attempt. The internal Offer Accepted email no longer contains an offer link. See: Offer lifecycle.
Custom job fields can be marked Available in offer documents so they can be used as merge fields in offer letters and contracts. A new merge field, jobFullAddress, fills in the full street address, city, county and postcode of the job's location. The current date field resolves to the offer issue date. See: Writing offer letters and contracts, Custom fields.
The offer and contract editor has a text colour list (Black, Blue, Green, Red, Purple), and the colour is kept in the offer PDF. See: Writing offer letters and contracts.
Upload-form onboarding tasks now require a file, and recruiters get Download uploaded document. A cancelled onboarding link shows only Onboarding Closed with the HR contact, and no tasks or answers. See: Onboarding tasks and phases, Building onboarding forms.
Onboarding content can include merge fields. A picker beside Content body inserts the field, and Preview as candidate shows the body with sample values. Content tasks can include images uploaded from your computer. See: Setting up onboarding templates, What new starters see in the onboarding portal.
The candidate Onboarding tab has Send candidate export when an emailed export is set up (the tab is called Data export if onboarding is off). It emails one file with the candidate's data to the recipients set on the export, not to the candidate, and can be resent. Refusals say why. See: Starting onboarding for a hired candidate, Data exports.
Onboarding starts only on a submitted, active application, with clear messages, and follows the selected application. HR users limited to certain locations see onboarding, and receive the onboarding pack, only for jobs at their locations. See: Starting onboarding for a hired candidate, Tracking onboarding progress.
Reference PDFs follow the order of sections and questions in the referee form template. Reference form checkboxes show and are required as checkboxes for referees. Reminders for references and interview bookings are no longer sent for rejected, withdrawn or disqualified applications. See: Setting up reference requests and referee forms, Scheduled emails.

Emails, SMS and notifications

A Broken merge fields card under Automations & Communication in Settings lists templates containing a merge field that will never fill in. It is open to System Admin and HR. See: Creating and managing email templates.
On the Communication Templates page, selecting a merge field inserts it at the cursor in the subject line or body instead of only copying it. SMS templates are marked Review before use when they use a field the message type cannot fill, and the template picker has a search box. See: Creating and managing email templates.
A candidate email whose template needs a merge field with no value is no longer sent with a blank. It shows on the Communications tab as failed with the missing field names, and the job's recruiters are notified. The application acknowledgement email is never held back. See: Creating and managing email templates, Email suppressions and delivery problems.
The daily delivery issues email now covers texts as well as emails, lists each failed or unsent message with recipient, candidate, job, time and reason, and flags scheduled reminders that ran late. The Notification settings heading reads Email and text delivery issues digest. See: Email suppressions and delivery problems, Notification preferences.
The Communications tab explains why a text was not sent, for example "Recipient replied STOP to text messages" or "The phone number is not a valid mobile number". An ad-hoc text to an invalid number is refused with a clear message. See: Email suppressions and delivery problems, Scheduled emails.
Automatic text reminders that are too long once filled in are shortened (job title, company and location only, never the link or opt-out wording) instead of being rejected and never sent. See: Scheduled emails.
Internal interview reminders, staff notifications and the Communications tab no longer reveal a hidden candidate's name to people who are not allowed to see it. See: Blind scoring and confidential shortlisting.

Reports and dashboards

The two diversity and inclusion reports now count religion and sexual orientation. See: Diversity report.
Reports (Offers, Cost to Hire, Time to Hire, Candidate Source, Question Response and others) exclude hidden or deleted candidates. The Cost report and its export are limited to roles that can view reports. See: Report definitions and how figures are calculated, Who can see which reports.
Custom reports, their exports and the Recent Activity feed no longer show a hidden candidate's identity to hiring team members who are not yet allowed to see it on confidential jobs. See: Custom reports, Blind scoring and confidential shortlisting.
Admins can use Download now on a configured data export to pull the file on demand. Fields marked as confidential monitoring data can be included by people with access. When you edit an export and a selected field is no longer available to you, the picker warns you and saving no longer drops those fields silently. See: Data exports.
Group admins can open the dashboard overview, and tiles show loading placeholders instead of zeros until the user is resolved. See: Using the dashboard.

Users, access and security

The HR Location Access page now explains that only active users with the HR role are listed, links to Settings > Users to change roles, and shows a hint when other active users are not listed. See: Managing locations, Configuring roles and permissions.
Permanently erasing a candidate is limited to Admin and HR. HR system push and sync actions on a candidate, and the field mappings page, are limited to the roles allowed to use them. See: Configuring roles and permissions, Managing users.
The Group Admin role can no longer be assigned from User Management, because it is given through the Group access card. See: Groups and subsidiaries, Managing users.
Sign-in pages no longer list your organisation's single sign-on providers. If single sign-on is unavailable, the message reads "Single sign-on isn't available for this sign-in. Sign in with your password or contact your administrator." Domains saved with a leading @ or spaces now route correctly. See: Signing in with single sign-on, Setting up single sign-on, Troubleshooting sign-in and access problems.
Screens that show application details answer "not found" for applications a hiring manager, location-restricted HR user or group user cannot access. See: Configuring roles and permissions, Blind scoring and confidential shortlisting.

Data protection and privacy

Retention periods are counted from real activity (application submitted, stage or status change, candidate edit) rather than system repairs and imports, so long idle candidates now become due for retention warnings and deletion. See: GDPR and privacy.
A retention policy for audit logs now only prunes audit log entries and can no longer select, warn about or erase candidates. See: GDPR and privacy.
A deletion request for a single application erases only that application, including when it completes automatically after seven days. See: Candidate data rights: export, deletion and consent, GDPR and privacy.
Erasing a candidate also removes the automatic text messages sent to them, and clears typed form answers such as a cover letter, which were previously kept. See: Candidate data rights: export, deletion and consent.
A cover letter typed into an application form text box is now hidden from viewers redacted by confidential shortlisting, in form responses, version history and the form PDF. See: Blind scoring and confidential shortlisting, Building an application form.
More fields on application forms brought across from the previous system (address parts, date of birth, extra phone numbers, declarations and convictions) are treated as personal data, so hiring managers on confidential or blind jobs no longer see them. See: Blind scoring and confidential shortlisting, Compliance packs.
Hiring team members, including Admin and HR users with a hiring team role, no longer see a hidden candidate's identity on confidential jobs in interview lists, communications, reports, offer previews and notifications. See: Blind scoring and confidential shortlisting.