Manage Applicants

Overview

When someone applies for a job, their status is Pending. You can shortlist or decline them. A shortlisted applicant can be approved and sent a contract. After the applicant confirms and signs their agreement, you can review their documents and import them into AgriSmart.

You can manage applicants from the job’s Applicants table or from their details page.

Access applicants

1. Hover over Setup and click Onboarding.
2. On the Job Listings page, open the relevant job.
3. Find the applicant in the Applicants table. Use the search box to search by name, or the status dropdown to filter the list.

The Actions column shows the actions available for each applicant. You can also click an applicant’s row to open their details page, where the available actions appear near the top right. Use the panel on the left to search for or switch between applicants.

For help reviewing an applicant’s information, documents and answers, see Applicant Details.

Applicant statuses and actions

The usual path is Pending → Shortlisted → Offer Sent → Hired · Pending Import → Hired · Imported. An applicant can also be declined at the stages shown below.

Status	What it means	Available actions
Pending	The application has been received.	Shortlist, Decline
Shortlisted	The applicant is being considered.	Approve, Remove from shortlist, Decline
Offer Sent	A contract has been sent to the applicant.	Decline
Hired · Pending Import	The applicant has been hired but has not yet been imported into AgriSmart.	Import, Decline
Hired · Imported	The applicant has been imported into AgriSmart.	No actions available
Declined	The applicant was declined.	Shortlist

View who approved an offer

1. On the Job Listings page, click the Offer Sent, Hired · Pending Import or Hired · Imported tile to display the applicants with that status.
2. Find the applicant, then hover over their status tag in the Status column to see who approved the offer.

Notification emails

When shortlisting, declining, approving or importing an applicant, you can choose whether to send a notification email. Tick or untick the notification checkbox. If you are sending an email, review the subject and click Edit if you need to change the message.

The message is prefilled from Onboarding Settings. Changes you make here apply only to this email and do not change the saved template.

Shortlist an applicant

1. Click Shortlist for an applicant with the status Pending or Declined.
2. Review the notification email options.
3. Click Shortlist in the window to confirm. The applicant’s status changes to Shortlisted.

Remove an applicant from the shortlist

Click Remove from shortlist for a shortlisted applicant, then click Remove from shortlist again to confirm. Their status changes back to Pending.

Decline an applicant

1. Click Decline for the applicant.
2. Review the notification email options.
3. Click Decline in the window to confirm. Their status changes to Declined.

You can shortlist a declined applicant again if you want to reconsider their application.

Approve and send a contract

1. Click Approve for a Shortlisted applicant to open the Approve and send the contract window.
2. Review the contract terms and update any details as needed.
3. Check the Employer name shown on the contract.
4. Review the employment agreement from the job listing. Click Edit to make changes or Preview PDF to see how it will appear. Edits made here apply only to this applicant’s contract.
5. Review the Extra information and click Edit if changes are needed.
6. Sign in the Your signature box. If you need to start again, click Clear signature.
7. Under Notification email, choose whether to send the approved email to the applicant. If sending it, review the subject and message. Click Edit to change the message. Changes to this email do not affect the template in Onboarding Settings.
8. Click Approve & Send Contract. The applicant’s status changes to Offer Sent.

Once the applicant has completed the agreement, their status changes to Hired · Pending Import.

Review documents before importing

Before importing an applicant with the status Hired · Pending Import, check their identity documents.

1. In the job’s Applicants table, click the applicant’s row to open their details.
2. Review the Identity Documents. Click a document to preview it or download a copy if needed.
3. If an identity document is incorrect, click Decline near the top right of the page to decline the applicant. Then shortlist and approve them again so they can upload the correct document. Review the replacement before importing them.

Import an applicant

1. In the job’s Applicants table, find the applicant with the status Hired · Pending Import.
2. Click Import in their row.
3. Check whether the Import applicant window shows New user or Existing user (rehire) then follow the relevant steps below.

The system checks whether the applicant’s IRD number matches an existing employee in AgriSmart. If the employee is inactive, you can rehire them. If they are still active, the import is blocked.

Import a new employee

If the applicant’s IRD number does not match an existing employee, the window shows Import as: New user.

1. Choose whether to send the imported email to the applicant.
2. If sending it, review the subject and message. Click Edit to change the message if needed.
3. Click Import to create their employee profile in AgriSmart. The applicant’s status changes to Hired · Imported.

Rehire an existing employee

If the applicant’s IRD number matches an existing employee in AgriSmart, what happens next depends on whether that employee is active or inactive.

If the existing employee is inactive

The window shows the matched profile and Import as: Existing user (rehire).

1. Check that the matched profile belongs to the applicant.
2. Choose which information to carry over from their previous employment: payroll, notes, files, medical, teams and job costing. The options are preselected according to Settings > Import Defaults but you can change them for this applicant. To change the defaults, see Onboarding Settings.
3. Choose whether to send the imported email to the applicant. If sending it, review the subject and click Edit to change the message if needed.
4. Click Reimport to complete the rehire. The applicant’s status changes to Hired · Imported.

If the existing employee is active

The import is blocked and the window shows the matching employee’s details.

1. Click Close and review the employee’s profile in AgriSmart.
2. If their previous employment has ended and they need to be rehired, make the existing employee profile inactive in AgriSmart.
3. Return to the applicant and click Import again. Follow the steps under If the existing employee is inactive.