Talent pool, duplicates and cooldown

Open Talent pool on a role page, or accept the invitation offered when you create a role. It lists everyone who has applied before, with their previous role, outcome and best score.

Filter by Min. score (60 by default), Applied within (6 months to any time), the roles they applied to, and search. Each person shows Can invite or the reason they cannot, such as opted out of this role, marked do-not-contact, already applying, or in cooldown. Eligible people are pre-selected; press Invite.

Each invited person gets a fresh application that starts at the first step, reuses their resume reading, and a “Considering you again” email. They can reply Yes, I am interested or No thanks, not this time; saying no withdraws the application and they are never asked about that role again.

You can also add someone to the pool from their candidate page with a Check back on date and a note, and you will be reminded on that date. A pipeline's Add to talent pool step and Close step can add people automatically.

When the same person (same candidate record or the same valid phone number) already has a live application to the same role, the new one is flagged Duplicate. Both are kept, the team is notified, and you decide which to progress. You can allow repeat applications per role in the form settings.

When an application is closed as Not selected, a cooldown starts: 3 months by default, set in Settings → Hiring, with an optional override per role. During it, applying again to the same role with the same email or phone is refused with the date they can apply from. Other roles are not affected. Set it to 0 to switch it off.

Only your team can bring someone back early, through Add candidate or the talent pool with the cooldown option ticked.