Refuse applicants

At any point in the recruitment process, an applicant can be refused for a job position.

To refuse an applicant, start by navigating to the applicant’s card in the Recruitment app. This is done in one of two ways:

• Open the main Job Positions dashboard by navigating to Recruitment app ‣ Applications ‣ By Job Positions. Next, click on the desired job position card, then click on the individual applicant card from the Applications page.

• Navigate to Recruitment app ‣ Applications ‣ All Applications. In the Applications list, click anywhere on the desired applicant’s line to open that specific applicant’s card.

At the top of the applicant’s card, there are several buttons. Click the one labeled Refuse.

Refuse reasons

Refuse reasons allow recruiters to document why an applicant was not a good fit, and send specific refusal reason email templates to the applicant.

Clicking Refuse on an applicant’s form makes the Refuse Reason pop-up window appear.

The default refuse reasons in Odoo, and their corresponding refusal email templates, are:

Email Template	Refusal Reason
Recruitment: Refuse	Does not fit the job requirements Job already fulfilled Duplicate Spam
Recruitment: Not interested anymore	Refused by applicant: job fit Refused by applicant: salary

Additional refusal reasons can be created, and existing ones can be modified (or deleted).

Create or modify refuse reasons

To view and configure refuse reasons, navigate to Recruitment app ‣ Configuration ‣ Refuse Reasons. Doing so reveals the Refuse Reasons page, where all the existing refusal reasons are listed.

To create a new refuse reason from the Refuse Reasons page, click the New button. A blank line appears at the bottom of the list, with an empty field present in the Description column.

Type in the new refuse reason in the field. It is recommended to enter a reason that is short and concise, such as Offer expired or Withdrew application.

Then, click in the Email Template field to reveal a drop-down menu. Select the desired email template from the list to be used when the new refuse reason is selected.

If a new email template is desired, type in the name for the new template in the field. Then, click Create and edit…, and a Create Email Template pop-up window appears.

The Template Name field is populated with the name entered in the Email Template column by default, but can be modified if desired. Enter the email Subject in the corresponding field, and add the email content in the Body tab. To include attachments, click the Options tab, and add the attachment using the Attachments button. To assign an Owner for the template, select a user in the drop-down menu. Enter a Template Description in the corresponding field.

Click Save, and Odoo returns to the Refuse Reasons list.

The new template appears in the new refuse reason Email Template field.

Note

Pre-configured recruitment refusal email templates in Odoo use dynamic placeholders, which are personalized placeholders that populate data from the applicant’s record in the email body.

For example, if the applicant’s name is used in a dynamic placeholder, the applicant’s name appears anytime that dynamic placeholder appears on the email template.

For more detailed information on email templates, refer to the Email templates documentation.

Send refusal email

After clicking the Refuse button on an applicant form, a refuse reason is selected from the Refuse Reason pop-up window.

The applicant’s email address automatically populates the Applicant field. The Subject and email body are populated according to the corresponding email template.

To send the refusal email to the applicant, click Refuse at the bottom of the Refuse Reason pop-up window. The refusal email is sent to the applicant, and a red Refused banner appears on the applicant’s card in the corner.

Tip

If an application should be refused but an email should not be sent (if, for example, the application was spam), click the Send Email toggle to deactivate it, and click Refuse at the bottom of the Refuse Reason pop-up window.

Refuse duplicate applicant

Occasionally, applicants apply multiple times for the same job position. When this occurs, it is possible to refuse all their applications at once, instead of individually.

In this situation, a Refuse Duplicate Applications toggle appears on the Refuse Reason pop-up window. Enable the toggle, and a Duplicate Applications field appears beneath it, listing the applicant’s name for each duplicate application in the system.

To refuse all applications for that applicant, click the Refuse button.

The applicant is only sent one email, and all their applications for the job position are marked as Refused.

View refused applicants

After refusal, the applicant’s card is hidden by default. However, it is still possible to view applicants who have been refused by job position, or view all refused applicants.

By job position

To view the refused applicants for a specific job position, navigate to Recruitment app ‣ Applications ‣ By Job Positions, then click the desired job position Kanban card.

On the Applications page, click the (Toggle Search Panel) button in the search bar, then click Refused in the Filters column.

All applicants that have been refused for the job position appear in the stage they were in when they were refused, and all other applicants are hidden.

All refused applicants

To view all refused applicants across all job positions, navigate to Recruitment app ‣ Applications ‣ All Applications. Every applicant record is displayed in a default list view.

Click the (Toggle Search Panel) button in the search bar, then click Refused in the Filters column.

All applicants that have been refused appear, with the text in red. Along with the applicant’s Name, the date they Applied on, the Job Position, Stage they were in when refused, their Matching percentage, any Tags, and the Recruiter responsible for the job position are listed.