As a recruiter, you might have hundreds of applicants to manage at any given time. The Applicant Table sorts applicants based on their current status and provides an easy way to view and organize all of your applicants in one place.
The Applicant Table enables you to manage the applicants in a single Opening stage by stage. This visualization of the workflow makes it easier to view how applicants are moving through the workflow and assesses the health and efficiency of your funnel.
Within the Applicant Table, labels are useful indicators of the progress within a stage. All stages with automated actions have their own labels. Read more about labels here.
The Applicant Table is where you’ll spend most of your time in Fountain. See who is in each stage by clicking on different stage boxes:
Watch the following video for an overview of the Applicant Table:
Access the Applicant Table
To navigate to the Applicant Table, click on Applicants on the top navigation bar, and then click Applicant Table in the dropdown.
Switch to Another Opening
To switch to another Opening, follow the steps below:
Click the arrow to the right of the current Opening's name shown above the list of stages.
Search or scroll for the Opening in the dropdown list. You can also toggle on Only Active to show only active openings in the list.
View Applicants in each Stage
Click on the different stage boxes along the top to see the applicants that are in that stage. The stages will be in chronological order based on how you built your workflow. This visual shows how the applicants are moving through the funnel (from left to right). The Approved, Reject, and On-Hold stages will be to the far right and at the end of the funnel.
Each stage will be labeled according to the stage type and internal stage name. The stage box will contain the number of applicants currently in the stage. Once a stage box is clicked, a preview link will appear. Click the preview link to view the stage from the applicant's perspective in another browser tab.
Search for Applicants
If you are looking for specific applicants, you can do so in two ways:
Applicant search box
The applicant search box allows you to find individuals by name, email, phone number, or data they have submitted saved in their Applicant Profile. You can enter multiple search words by separating them with a comma (,).
For example, if you want to find all the applicants with the name "Frank" who reside in California; type "frank, California".
Important Note:
All applicants with the name Frank (first or last), with any reference to California in their profile, would show up in this search. This includes general information such as names, emails, addresses, etc. So if you are searching specifically for those who answered "California" per the question that includes this data key "us_state", use advanced filters to search instead.
Customize Columns
Customizing columns allows you to customize and update the information that's present in your specific Applicant Table view. The customizations you make will only be visible in your account and not visible to other users in your company's account.
Navigate to the Applicant Table.
Click the Customize Columns icon located towards the right side under the stage boxes.
In the Custom Columns menu, you can:
Search to add new columns to your Applicant Table view. Click the check box to the left of the data to add to the list of columns on the right.
To remove a column click the X to the right of the column name in the "Selected" list.
To reorder the columns, drag and drop the columns in the "Selected" list. Please note, you cannot remove some columns. These are colored in gray.
Click Apply to save your changes.
Quick Actions via Customize Columns
Quick Actions enable users to perform quick actions on applicants directly from the Applicant Table without needing to first click the More Actions button. This will save you time when moving applicants forward or rejecting them.
Navigate to the Applicant Table.
Click the Customize Columns icon located towards the right side under the stage boxes.
Check the box to the left of Show Quick Actions in the Customize Columns window.
Click Apply to save. The Quick Actions buttons will now be visible to the left of applicants in your Applicant Table.
Quick Actions enable you to Move (an applicant) to the Next Stage.
You can also Reject an Applicant using Quick Actions.
Watch the following video for an overview of how to use customize columns:
Additional Settings
The setting button Settings icon on top of the table gives you some additional settings and actions. This includes:
Edit Workflow - This brings you to the Workflow Editor where you can add, remove, or edit stages in the workflow attached to this Opening.
Edit Job Details - This brings you to the Opening's settings where you can edit details about this job position such as pay, location, position, etc.
Edit Job Description & Application Form - This brings you to the Opening's application settings.
Edit Hiring Goal - Allows you to update Hiring Goals for this Opening.
Add Applicant - Manually add individual applicants to your pipeline.
Import Applicants via CSV - Bulk add applicants to your openings via CSV file
Bulk Actions via CSV - Perform bulk actions on applicants, such as updating data attributes, approving or rejecting applicants, etc.
View Job - View jobs listed in your job directory.
Create and Share Custom UTMs
You can create and share a custom UTM link for marketing and analytics purposes via the Applicant Table. This custom UTM link can be used to track where your applicants are being sourced from., and is simple to create. For more details on how to use this feature, review this article.
User Presence Indicators
The Applicant Table is optimized to ensure collaborating with team members is simple and effective while minimizing time spent reviewing applicants and reducing redundancies. If other users on your company's account are currently viewing a specific applicant, their initials will be visible by that applicant when you're viewing the Applicant Table. For more details on this feature, review this article.