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Submissions & Tracking

Overview

The Submissions & Tracking system enables agencies to send candidates to clients, track engagement, collect feedback, and monitor the entire submission lifecycle with detailed analytics.

Key Features

1. Candidate Submissions

Create shareable candidate presentations:

Submission Components:

  • Candidate profile (anonymised or full)
  • Linked job opening (optional)
  • Client company and contact
  • Submission notes (visible to client)
  • Access controls (public/client code/authenticated)
  • NDA requirement (optional)
  • Custom NDA text
  • Automatic email sent to the selected client contact

    • Submission Statuses:

  • sent - Initial state after creation
  • viewed - Client opened the link
  • shortlisted - Client interested
  • rejected - Not a fit
  • on_hold - Maybe later
  • hired - Successful placement
  • withdrawn - Recruiter withdrew

    • 2. View Tracking & Analytics

    Track every client interaction:

    View Metrics:

  • Total view count
  • Last viewed timestamp
  • Time on page (seconds)
  • Sections viewed (which parts of profile)
  • Client contact who viewed (if access code used)
  • IP address and user agent (for audit purposes)

    • Tracking Details:

  • Automatic view creation on page load
  • JavaScript-based duration tracking
  • Section visibility tracking
  • Real-time updates via AJAX

    • 3. Client Feedback

    Collect structured feedback from clients:

    Feedback Actions:

  • Shortlist - Candidate is a good fit
  • Reject - Not suitable
  • Maybe - Hold for later consideration

    • Feedback Collection:

  • Optional comments field
  • Status automatically updated
  • Visible in submission dashboard

    • 4. Email Notifications

    Automatic email notifications:

    Submission Created:

  • Email sent to client contact
  • Includes submission link
  • Branded with agency details
  • GDPR-compliant tracking

    • Email Features:

  • Automatic sending on submission creation
  • Respects anonymisation settings
  • Includes agency branding
  • Tracked in GDPR audit log

    • Usage Guide

    Creating a Submission

  • Navigate to Submissions → Create New
  • Select candidate from dropdown
  • Choose client company
  • Select client contact (or create new)
  • (Optional) Link to job opening
  • Configure submission settings:
    • - Anonymised: Toggle to hide candidate details - Access Mode: - Public (anyone with link) - Client Code (requires access code) - Authenticated (requires login) - Require NDA: Enable if needed - NDA Text: Enter custom NDA text
  • Add submission notes (visible to client)
  • Click Create Submission

    • Sharing with Clients

    Methods:

  • Copy Link - Share URL directly
  • Email Notification - Automatically sent
  • Access Code - Send separately if enabled

    • Best Practices:

  • Send access code separately from link
  • Include context in submission notes
  • Use anonymisation for initial screening
  • Require NDA for sensitive roles

    • Viewing Analytics

    Submission Dashboard:

  • View count badge
  • Last viewed timestamp
  • Status indicator
  • Quick actions (edit, view, share)

    • Detailed Analytics:

  • Click submission to view details
  • See all views with timestamps
  • View duration and sections viewed
  • Identify which contact viewed (if access code used)

    • Collecting Feedback

    Client Side:

  • Client opens submission link
  • Reviews candidate profile
  • Clicks feedback button (Shortlist/Reject/Maybe)
  • (Optional) Adds comments
  • Submits feedback

    • Agency Side:

  • Submission status updates automatically
  • Feedback visible in dashboard
  • Comments displayed in submission details
  • Can follow up based on feedback

    • How It Works

    View Tracking

    Automatic Tracking:

  • View recorded when client opens the link
  • IP hash and device user agent recorded for audit purposes
  • Client contact identified (if access code used)

    • Engagement Tracking:

  • Time spent viewing the candidate profile
  • Which sections were viewed
  • Updates in real-time without page refresh

    • GDPR Compliance

    Submission Tracking:

  • Lawful basis recorded (legitimate interests)
  • Linked to LIA (if applicable)
  • Privacy notice provision tracked
  • Candidate notification tracked
  • Data retention deadline set

    • Audit Logging:

  • Every submission creation logged
  • Every view tracked
  • Every feedback submission logged
  • Email sends logged

    • Best Practices

  • Use Anonymisation - Protect candidate privacy initially
  • Require NDAs - For sensitive or confidential roles
  • Add Context - Use submission notes to explain fit
  • Monitor Analytics - Track engagement to gauge interest
  • Follow Up - Act on feedback promptly
  • Maintain Status - Keep submission status current
  • Use Access Codes - Add security for sensitive roles

    • Related Features

  • Candidate Presentation
  • Candidate Management
  • GDPR Audit Trail