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Nextal Help

Application declined reasons

Where to find it
Configuration → ATS settings → Application → Declined Reasons tab
Who can use it
Administrators with settings access
Direct URL
https://app.nextal.com/conf/admin/settings/ats/jobApplicationSettings

When a recruiter declines a job application, Nextal prompts them to select a reason. The decline reason is stored with the application and appears in the application analytics report — giving hiring teams visibility into why candidates are not advancing, which is often as valuable as knowing who was hired.

The Declined Reasons tab. Each reason in the list becomes an option in the decline dialog that recruiters see.

How declined reasons are used

When a recruiter moves an application to a declined state, a dialog appears asking them to pick a reason from this list. The selected reason is:

  • Stored on the application record permanently.
  • Shown in the application analytics report, where you can see which reasons account for most declines.
  • Optionally included in the candidate decline notification email (depending on your email template configuration).

Adding a reason

  1. Go to Configuration → ATS settings → Application and open the Declined Reasons tab.
  2. Click Add reason.
  3. Enter a clear, concise label.
  4. Click Save.

Editing and deactivating

Click the edit action to rename a reason or toggle it Active/Inactive. Deactivate reasons that are no longer relevant — they are removed from the decline dialog while applications that already used them retain the value.

There is no delete action for decline reasons — a reason can only be deactivated or reordered.

Tips

  • Keep reasons factual and defensible. In some jurisdictions, decline reasons may be subject to disclosure or audit. Use objective, skill-based language rather than subjective assessments.
  • Aim for ten reasons or fewer. A long list leads to “not sure” picks. A short, well-named list produces cleaner analytics.
  • Separate “Overqualified” carefully. In many contexts, declining someone for overqualification can create legal exposure. Consult your legal team before including this reason.
  • Review the distribution quarterly. If 80% of declines use a single reason like “Did not meet minimum qualifications”, that may indicate your job descriptions or screening criteria need to be adjusted, not that your reasons are wrong.
  • Align with your reporting needs. If leadership wants to know how many candidates were lost to competing offers versus screening failures, make sure you have distinct reasons for each.