Feature: Shortlisting, Panel Shortlisting

For: Superusers, Recruiters

I want to:

• Create a shortlisting form
• Add questions to a shortlisting form
• Copy questions from the question bank
• Use AI to generate shortlisting form questions
• Add a shortlisting form to a job
• Setup multi-panel shortlisting stages for a job
• Add Panel Members
• Track outstanding shortlisting forms
• Compare panel shortlisting results
• Set hiring manager access/ permissions for shortlisting

Why and when to use shortlisting 

Shortlisting helps standardise how candidates are evaluated - ensuring fairness, consistency and transparency. It enables:

• Structured evaluation against agreed criteria
• Clear audit trail of scoring and comments
• Options for panel-based review to reduce individual bias
• Anonymity features to support inclusive hiring

This guide shows you how to create, assign, and manage shortlisting forms - whether for solo use or shared across a hiring panel - so you can run a fair, efficient and professional recruitment process.

Choose the right shortlisting type

Create a shortlisting form

Basic form details

• Go to Settings > Assessment Forms.
  1. Click New Form.
• Complete the form details:

• Click Save.

Add questions to a form

Choose to:

• Add a question from the Question Bank
  • Search the question bank
  • Select the checkbox against the question(s) you wish to add
  • Select Copy
  • A copy of the selected questions will be added to your shortlisting form.

• Create a new questions

Shortlisting scores

Scores for each question are manually selected by reviewers when completing the shortlisting form.

The total / average score (as configured in the form setup) is then displayed against the applicant record once all required panel shortlisting forms are complete.

Automated pass/fail logic can be configured on your shortlisting form based on a benchmark score being reached – see our guide on automating assessment/shortlisting pass / fail processes.

Attach a shortlisting form to a job

• Edit the job > then go to the Assessment tab.
• Expand the relevant section:
  • Panel Shortlisting or,
  • Shortlisting Form / Screening Form or,
  • Multi-panel Shortlisting
• Use the search-as-you-type field to find and select the correct form.
• Click Preview to check the shortlisting questions.
• Click Save to apply the form to the job.

For multi-panel shortlisting:

• Select the minimum number of panel forms required for each shortlisting stage.
• Copy to All Portals – copies the Multi-panel shortlisting form and setup to Internal and Agency portals, so that all applicants follow the same shortlisting process.

Add and manage panel members

Panel shortlisting expects completed shortlisting forms from all nominated panel shortlisters.  The shortlisting process for an applicant is only considered complete once all nominated shortlisters have completed and saved the shortlisting form

Multi panel shortlisting counts the number of shortlisting forms completed and is considered complete once the minimum number of panel forms required (as set on the Assessment Form tab) is reached.

Track and compare panel scores

There are 3 different icons that will be displayed throughout the panel shortlisting process:

Filter options

A filter option is available to shortlisters, with three choices:

• Completed: Displays candidates with the blue eye icon and a score. This option shows candidates where all shortlisters have completed their shortlisting.
• Incomplete: Lists candidates with a grey eye icon. These are candidates shortlisted by the user, but other shortlisters haven't completed their shortlisting yet.
  For users who aren't designated shortlisters, this option shows candidates whose shortlisting forms haven't been completed by all involved.
• Outstanding: Lists candidates with an exclamation icon. This option specifically displays candidates where the user is listed as a shortlister but hasn't completed the shortlisting form. 
  This filter option is only applicable for designated shortlisters.

Compare shortlisting forms

Recruiters can view and compare completed panel shortlisting forms to identify discrepancies between reviewers.

Click the eye icon adjacent to the candidate.

This will display an overview of which Managers have completed shortlisting. Select the checkboxes against the forms, then press Compare shortlisting forms:

Access Security Roles relating to shortlisting

The Security Role of any shortlisters should include permissions to view and complete shortlisting:

In settings > Security Roles > Jobs & Talent Pools >

Anonymous shortlisting

The name and personal details of applicants can be hidden to those performing screening / shortlisting.

See our Anonymous Display of Candidates guide for details of how to configure this.

Notifications related to shortlisting

System notifications can be configured to remind Shortlisters that they have applicants awaiting review.

Similarly, once shortlisting has been completed, the applicant status should be updated to indicate the shortlisting decision.  System notifications can be configured to prompt Recruiters to either arrange interviews or send reject communications as required.

See System Alerts / Notifications guide.

Shortlisting complete button and email

For longer campaigns, where shortlisting may take place over several days, you can trigger a “Shortlisting Complete” email once all shortlisting is finished — see our separate guide.

FAQs

Can I preview a shortlisting form before using it?

Yes. When assigning a form to a job, use the Preview button next to the selected form to check the content, instructions, and layout before saving.

Do shortlisters get notified when they’ve been assigned?

Not automatically. If you want panel members to be notified, you’ll need to communicate this manually or set up a custom email notification process. Alternatively, consider using System Alerts for reminders.

Is there a limit to the number of questions or forms I can use?

There’s no hard limit, but best practice is to keep shortlisting forms concise and focused. For multi-panel setups, you can assign up to three different shortlisting forms per job.

What happens if a user who isn’t assigned as a panel shortlister attempts to complete a shortlisting form?

For standard shortlisting or screening forms:
 These are designed for single-use by one reviewer. Any user with the appropriate access can complete the form — but if a second person tries to complete it, they will overwrite the existing responses. The system does not prevent this, so it's important to coordinate who should complete the form.

For panel shortlisting forms:
 The system enforces user permissions. If someone not listed in the Panel Shortlisters section attempts to complete a form, they will see a warning, and their input will not be saved. Only users formally assigned as panel shortlisters can submit these forms.

I’ve created a shortlisting form, but it’s not appearing when I try to assign it to a job.

Check the Form Type has been correctly set (e.g. Shortlisting, Panel Shortlisting, or Screening). Forms created before October 2023 may not have a type assigned. Edit the Assessment Form, select the correct type, and save.

My shortlisting scores aren’t showing against candidates.

Ensure:

• The shortlisting form is attached to the job.
• Scoring is enabled on each question (via “Display Score” and “Score out of”).
• For panel shortlisting, all assigned shortlisters must complete the form before a final score appears.

Can I use the sortable buttons to organise the shortlisting scores?

Yes, you can sort the shortlisting scores once all shortlisters have completed the form. After setting the filter to 'Complete', use the up and down arrows to sort the scores in ascending or descending order as you prefer.

To quickly find candidates whose shortlisting is incomplete, use the 'Incomplete' and/or 'Outstanding' filters according to your role as a designated shortlister. 

Please see the Filter Options section of this guide for more information.

Can I automate pass/fail outcomes based on scores?

Yes. If you want a candidate to automatically pass or fail based on a total score, this can be set in the Total Score field during form setup. You’ll also need to configure the pass mark percentage.  –see our guide on automating assessment/shortlisting pass / fail processes.

How do I anonymise candidate details for shortlisters?

See our Anonymous Display of Candidates guide for details of how to configure this.

Why can’t my hiring panel access or complete the shortlisting form?

Check:

• They’re assigned to both Job Access and Panel Shortlister sections of the job.
• Their Security Role includes access to the relevant shortlisting feature.

Can I hide shortlisting scores from certain users?

Yes. Use Security Roles to limit access to shortlisting columns, scores, and the compare functionality. You can also disable access to the “Compare Shortlisting” feature for more control.

What’s the difference between Panel and Multi-Panel Shortlisting?

• Panel Shortlisting = all reviewers complete the same form.
• Multi-Panel Shortlisting = different reviewers complete different forms, possibly at different stages.

Can I reuse shortlisting forms for different jobs?

Yes. Forms can be reused across jobs, especially if you assign a Job Type when creating them to make future filtering easier. You can also copy existing forms and tweak them for new roles.

Can I edit a form after it's been used?

You can edit instructions, scoring options, and questions, but if the form has already been completed by users, be cautious as it may affect consistency. Consider duplicating the form instead for future jobs.

How do I know which candidates still need to be reviewed?

Use the Panel Shortlisting Icons and Filters:

• Exclamation mark = you haven’t completed shortlisting for this candidate
• Grey eye = other panel members haven’t completed it.
• Blue eye = all forms completed.

Use the filter options (Complete / Incomplete / Outstanding) on the candidate list to manage progress.

What does the “Shortlisting Complete” button do?

When enabled, this button:

• Sends an instant email to users in Job Access to prompt next steps.
• Only appears when:
  1. The job is closed to candidates, and
  2. All candidate statuses have been updated post-shortlisting.

Access and email receipt are controlled in Security Roles.

Can I add Panel Shortlisters part-way through a campaign?

Yes. You can add new panel shortlisters at any time via the Job Access > Panel Shortlisters section.

Can I remove Panel Shortlisters part-way through a campaign?

Yes, but caution is advised.

Removing a panel shortlister will permanently delete their completed shortlisting forms and any associated scoring. This could affect shortlisting progress and results.

With Multi-Panel Shortlisting - Can I adjust the number of Shortlisters rquired?

It depends on the stage of the campaign:

• ✅ If shortlisting hasn’t started, you can update the "Panel Forms Required" setting in the Assessment tab.
• ❌ If shortlisting has already started, you cannot make changes, as it would affect the fairness and consistency of the shortlisting process.

Can I assign candidates to a specific panel member for shortlisting?

Not directly. In Multi-Panel Shortlisting, multiple shortlisters can complete forms across different candidate subsets. Completion is based on the number of forms submitted, not who submits them.

If you need to control which candidates each shortlister can see, consider:

• Creating custom Application Statuses and restricting access to them via Security Roles, or
• Splitting candidates across separate job postings.