Application denied reasons
Denied reasons capture the formal basis for denial at a later stage in the hiring process — typically after an offer or background-check stage, where the decision is more consequential than an early-stage decline. Keeping declined and denied reasons separate allows your analytics to distinguish between candidates who did not pass initial screening and candidates who reached an advanced stage before the process was stopped.
Decline vs deny
| Declined | Denied |
|---|---|
| Applied earlier in the pipeline | Applied at a later stage — post-offer, post-background check |
| Recruiter-driven | May involve HR or legal approval |
| Common at screening, phone screen, or interview stages | Common at offer, background verification, or pre-boarding stages |
Both types of outcome are tracked in the application analytics report, where they appear as separate reason categories.
Adding a reason
- Go to Configuration → ATS settings → Application and open the Denied Reasons tab.
- Click Add reason.
- Enter a clear label that meets your organization’s legal and HR standards.
- Click Save.
Editing and deactivating
Click the edit action to rename a reason or toggle it Active/Inactive. Deactivate reasons no longer in use — historical records retain their value; the reason is hidden from future denial dialogs.
There is no delete action for denial reasons — a reason can only be deactivated or reordered.
Tips
- Use precise, legally reviewed language. Denial at advanced stages — especially post-offer — can have significant legal implications. Terminology like “background check result” is safer than vague phrases.
- Keep the list to five reasons or fewer. Late-stage denials should be rare and specific. A long list suggests the wrong stage is being used for routine screening declines.
- Document the criteria behind each reason. For example, “Background check — criminal record” should have documented organizational criteria for what triggers a denial, not just the label.
- Align with your offer-letter process. If offers are contingent on background checks, make sure the denial reasons reflect the contingencies actually stated in the offer.