# Tracking Candidate Applications SmoothHiring is designed to make the application process as simple and welcoming as possible for candidates. A smooth, fast application experience reduces drop-off and helps you attract more qualified talent. This guide covers how SmoothHiring optimizes the candidate journey from discovery to submission. --- ## The Candidate Application Flow ![Application confirmation](/files/flow-application-receivedb7c44d.png) When a candidate clicks **Apply** on a job posting, they move through a streamlined, multi-step application process: ### Step 1: Email Validation Candidates begin by entering their email address. SmoothHiring validates the email to: - Check if the candidate already has an account (so they can log in and auto-fill their details) - Prevent duplicate applications - Ensure the email address is valid **Returning candidates** can log in and have their profile details pre-filled, saving time. ### Step 2: Sign Up / Log In New candidates create an account with basic information: - **First Name** - **Last Name** - **Email** - **Password** Returning candidates simply log in. SmoothHiring also supports: - **Google Sign-In** — Apply with one click using a Google account - **LinkedIn Sign-In** — Apply using LinkedIn credentials > **Tip:** Offering social sign-in options (Google, LinkedIn) can significantly reduce friction and increase application completion rates. ### Step 3: Resume Upload Candidates upload their resume. SmoothHiring supports: - **File upload** — Drag and drop or click to browse (PDF, DOC, DOCX formats) - **Resume selection** — Returning candidates can select from previously uploaded resumes - **Resume parsing** — SmoothHiring automatically parses the resume to extract key information The parsed resume data pre-fills candidate profile fields, reducing manual data entry. ### Step 4: Additional Questions (Optional) If the employer has configured additional questions for the job, candidates answer them at this step. Question types include: - **Short Answer** — Open text responses - **Paragraph** — Extended text responses - **Multiple Choice** — Select one option - **Checkboxes** — Select multiple options - **Dropdown** — Select from a list - **Yes/No** — Binary choice - **Numeric** — Number input - **Date** — Date picker > **Tip:** Keep additional questions to a minimum. Research shows that each additional question can reduce application completion rates by 5–10%. ### Step 5: Questionnaires (Optional) Some jobs include structured questionnaires for initial screening. These may include: - **Knockout questions** — Must-answer questions that can automatically screen out unqualified candidates - **Skills assessments** — Questions that gauge specific competencies - **Availability questions** — Start date, schedule preferences, etc. ### Step 6: EEO Questions (Optional) If the employer has enabled **Equal Employment Opportunity (EEO)** compliance, candidates are presented with voluntary demographic questions. These questions are: - Completely **voluntary** for candidates - **Confidential** and stored separately from application data - Used only for **aggregate reporting** purposes - Not visible to hiring managers during the review process EEO categories typically include: - Gender - Race / Ethnicity - Veteran status - Disability status ### Step 7: Pre-Employment Assessments (Optional) If configured, candidates may be asked to complete pre-employment assessments: - **Custom assessments** created by the employer - **Skills tests** specific to the role - **Predictive surveys** measuring behavioral traits and culture fit ### Step 8: Confirmation After submitting, candidates see a confirmation page and receive a confirmation email. They can: - Track the status of their application - Access their candidate dashboard - Apply to additional open positions --- ## Configuring the Application Form ### Adding Additional Questions To add screening questions to your job posting: 1. Navigate to **Jobs** in the left sidebar. 2. Click on the job you want to edit, or create a new job. 3. In the job creation/editing flow, find the **Additional Questions** step. 4. Click **Add Question** to add custom screening questions. 5. Choose the question type and configure answer options. 6. Mark questions as **Required** or optional. 7. Set up **knockout criteria** to auto-reject candidates who don't meet minimum requirements. ### Configuring EEO Questions To enable EEO data collection: 1. During job creation, navigate to the **EEO** step. 2. Toggle on the EEO questions you want to include. 3. Questions will appear as voluntary prompts at the end of the application. > **Important:** EEO data is collected for compliance and reporting purposes. It is never shown to individual hiring managers and has no impact on candidate screening or selection decisions. ### Attaching Assessments To add pre-employment assessments: 1. Navigate to **Settings → Tools & Automation → Assessments**. 2. Create or select an existing assessment. 3. Attach the assessment to specific jobs during job creation. 4. Candidates will be invited to complete the assessment as part of their application. --- ## Mobile-Friendly Applications SmoothHiring's application flow is fully responsive and optimized for mobile devices: - All application steps resize beautifully on phones and tablets - Resume upload works from mobile devices (including cloud file pickers) - Social sign-in buttons are touch-optimized - Form fields are properly sized for mobile keyboards > **Tip:** Over 60% of job seekers browse jobs on their phones. Ensuring a mobile-friendly experience is critical for maximizing applications. --- ## Candidate Experience Best Practices ### Keep Applications Short - Limit additional questions to **3–5** per job - Only ask what's essential for initial screening - Save detailed questions for later interview stages ### Write Clear Job Descriptions - Help candidates self-select with clear role requirements - List "must-have" vs. "nice-to-have" qualifications - Include salary range and benefits information when possible ### Enable Social Sign-In - **Google** and **LinkedIn** sign-in reduce friction - Candidates can apply in significantly fewer clicks ### Respond Quickly - Use automated email templates to acknowledge applications immediately - Set up pipeline stage automations to keep candidates informed - Candidates who hear back quickly have a more positive impression of your company ### Use Your Careers Page - A branded [Careers Page](/help/careers-branding/careers) with your logo, colors, and company story makes candidates feel confident they're applying to a legitimate, professional organization - Add [Employer Branding](/help/careers-branding/employer-branding) elements like testimonials, values, and benefits --- ## Tracking Application Status Candidates can track their application status through their candidate dashboard. From the employer side: 1. Navigate to **Jobs** and click on a specific job. 2. View all applicants in the **Applicant Pipeline** or **Applicants List** view. 3. Candidates move through pipeline stages (e.g., Applied → Screening → Interview → Offer). 4. Each stage transition can trigger automated emails to keep candidates informed. --- ## Related Pages - [Careers Page](/help/careers-branding/careers) — Build and customize your careers page - [Employer Branding](/help/careers-branding/employer-branding) — Colors, fonts, and SEO - [AI Interview Kit](/help/resources/ai-interview-kit) — Generate interview questions for candidates - [Team Collaboration](/help/integrations-compliance/team-collaboration) — Collaborate with your team on candidate evaluations