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The Candidates view lists people and their applications; the Pipeline view shows one job’s applications by stage. Both read from the same records, so a change in one is reflected in the other.

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The candidate record

Open a candidate to see their profile, resume, application answers, tags, notes, interviews, documents, email thread, and a full activity timeline. Read this before you change a stage — the timeline shows who did what and when.
  • Tags group candidates across jobs (for example referral or senior).
  • Notes record a decision and the next owner. Prefer a note over a chat message so the reasoning stays on the record.
  • Activity is append-only and feeds the audit trail.
Candidate records are personal data. Do not export or forward resumes to personal accounts. Use an approved privacy workflow for deletion and export.

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Move an application

From the pipeline, drag an application to the next stage, or open it and choose a stage. Each move is recorded on the timeline and can trigger an automation such as a notification or a task.
1

Work from the oldest actionable application

Filter by owner, stage, department, or region. Avoid exporting to a personal spreadsheet — the pipeline is the shared source of truth.
2

Record the decision

Add a note explaining why the application advances or stops, and name the next owner.
3

Advance, reject, or request more

Move to the next stage, reject with a reason, or request a document or scorecard before deciding.

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Reject and hire

Reject with a reason so reporting and candidate communication stay consistent. Rejection is a per-application outcome; a candidate rejected for one role can still be active for another. Hiring an application marks the role filled for that candidate and closes the loop for the hiring team. Confirm any signed offer from the document record — not from an email or screenshot — before you mark a hire final.
Keep irreversible actions — rejection, deletion, offer withdrawal — behind an explicit human step, even when an automation prepares the rest.
Select multiple applications to move or tag them together. Global search finds candidates by name, email, role, or location. Bulk moves still record one timeline entry per application, so history stays complete.

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Talent pool

Candidates you want to revisit later can be kept in the talent pool rather than left in a closed job. Add them with a tag and a note describing why, and respect the retention period recorded in your privacy settings.

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Import candidates

Owners and administrators can import candidates from a CSV file or a supported ATS from Candidates → Import candidates. Select the destination job before starting the import. For an ATS import, create the provider credential first, then choose the ATS, paste the credential, and select its import action. The credential is used for that import and is not saved by Harly. Profiles missing a first name, last name, or email are skipped. See the detailed guides for JOIN.com, Greenhouse, Workable, Ashby, and Lever for provider permissions, field mapping, limits, and document limitations.

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Next steps

Interviews and scheduling

Schedule the next conversation.

Inbox and email

Message the candidate from the record.