Overview
An Application represents a candidate’s journey through a Hiring Flow. It tracks their current stage, form submissions, compliance status, document submissions, and complete transition history.Application Lifecycle
Application Data
Each application contains:| Field | Description |
|---|---|
| Candidate | The user (candidate) this application belongs to |
| Hiring Flow | The hiring pipeline this application is part of |
| Current Stage | The stage the candidate is currently in |
| Status | Overall application status (NEW, IN_PROGRESS, etc.) |
| Form Submissions | All forms the candidate has completed |
| Documents | Uploaded documents and verification status |
| Transition History | Record of every stage change with timestamps |
| Compliance Results | Outcomes of rule evaluations |
| Notes | Internal notes added by reviewers |
Managing Applications
Viewing Applications
Applications can be viewed and filtered by:- Hiring Flow — See all candidates in a specific pipeline
- Stage — Filter by current stage
- Status — Filter by application status
- Date range — Filter by application date
- Custom fields — Filter by any form submission data
Advancing Applications
Candidates can be advanced through stages:- Manually — An admin moves the candidate to the next stage
- Automatically — A compliance rule or automation triggers the advance
- Via API — External systems advance candidates programmatically
Transition History
Every stage change is recorded in the transition history with:- Source stage and destination stage
- Timestamp of the transition
- Who or what triggered it (user, automation, API)
- Reason for the transition
Bulk Operations
Firstwork supports bulk operations on applications for high-volume hiring:Bulk Status Updates
Update the status of multiple applications at once — select candidates in the dashboard and apply stage transitions or status changes in a single action.Bulk Transition History
Retrieve transition history for multiple applications at once to review how candidates progressed through your pipeline.Bulk Import
Import applications from external systems (CSV, ATS exports, or API):- Map external fields to Firstwork form elements
- Automatically create user accounts for new candidates
- Assign to the correct stage in the hiring flow
Bulk Delete
Remove applications that are no longer needed (with audit trail).Application Forms
Each stage in a hiring flow can have one or more forms attached. When a candidate reaches a stage, they receive the associated forms to complete. Form submission flow:- Candidate enters a new stage
- Stage forms are assigned to the candidate
- Candidate fills out each form
- Element-level submissions are saved in real-time
- Form completion triggers compliance rules and automations
- Candidate advances to the next stage (manually or automatically)
Document Submissions
Applications can include document submissions:- Required documents — Defined by company document requirements
- Document verification — Manual review or automated OCR
- Compliance rules — Rules that evaluate document data
- Expiration tracking — Alerts when documents expire