Manage applicant folders

Review the folder list first

Start from Applicant Folders and confirm whether the existing list already covers the workflow, team, or access boundary you need.

1. Use Add folder when the team needs a new destination for applicants.
2. Use Edit when an existing folder needs a name, color, privacy, notification, or flag change.
3. Keep folder names short and clear so recruiters understand them in applicant lists and move actions.

Choose folder type, name, and color

For new folders, choose whether the folder is Company or Personal, enter the folder name, and pick the color that will identify the folder in applicant views. For existing folders, review these values before changing behavior that recruiters already use.

1. Company folders are shared across the company and are always unlocked and visible to users.
2. Personal folders belong to the creating user and can use the lock and visibility settings.
3. Use color for quick scanning, not as the only way to communicate the folder purpose.

Set personal folder lock and visibility

If the folder is Personal, decide whether other users can see or change applicant entries in the folder.

1. Lock prevents other admins from changing the folder on applicant entries assigned to this folder.
2. Applicants visibility controls whether other users can view applicants inside the folder.
3. Skip these settings for Company folders because company folders are always unlocked and visible.

Configure Move Notifications

Use Move Notifications when CareerATS should queue a message after an applicant is moved into this folder. Messages are only queued when the applicant has the needed contact information.

1. Enable Send email when moved to this folder, then choose the email template and SMTP setting.
2. Enable Send SMS when moved to this folder, then choose the SMS template and SMS number.
3. Turn on Confirm before sending when users should review the messages before CareerATS queues them.
4. Leave notification options off for folders that are only for internal organization or reporting.

Configure Move Flags

Use Move Flags when moving an applicant into this folder should automatically mark reporting or pipeline flags on the applicant entry.

1. Qualified marks the applicant entry as qualified.
2. Contacted marks the applicant entry as contacted.
3. Offer indicated marks that an offer has been indicated.
4. Hired marks the applicant entry as hired.
5. Only enable flags that should always apply when someone moves an applicant into this folder.

Save and verify the folder

Create applicant folder

Save the folder, then review the saved folder page to confirm the ownership, privacy, notification, and flag settings are correct before recruiters start using it.

1. If a notification option is enabled, confirm the selected template and sender or number are correct.
2. Move a test applicant into the folder if you need to verify notification confirmation and automatic flags.
3. Return to Applicant Folders to confirm the folder appears in the expected order.