Applicant Profiles

Learn how to navigate the Applicant Profile to view candidate information, track activity history, and manage communications in one centralized place.

Updated over a week ago

Uses for an Applicant Profile

You can use the Applicant Profile to see:

• The applicant's application and questionnaire responses, their current status, and any Fountain user-added notes.

• A history of their activity in Fountain.

• Applicant or user uploaded files (i.e. Drivers License).

You can also update the applicant's information and contact them directly through the Applicant Profile.

Accessing an Applicant Profile

To access an Applicant Profile, click on an applicant’s name in the Applicant Table or the Universal Applicant View. The applicant's Applicant Profile will open to the right.

Applicant Profile Details

Within the Applicant Profile, there are various sections. Click the categories below to learn more!

Information

The Information section displays an applicant's contact information as well as the Opening and stage they are currently in. If the applicant is a potential duplicate, this will be listed above the applicant's name. Click the View link to see the other Openings they've applied to.

If you are asking the applicant to provide a resume, you will see an additional link in this section to view the resume. This is in addition to being able to review the resume in the Files tab.

Status

The Status section displays an applicant's submitted information and progress in each stage, which are shown via colored Status Labels. These will include background checks or other stage progress, scheduled events, signed documents, etc. This is also where you'll find Assessment stage and AI Recruiter interview results. Simply click on the Status Label for additional details. In the dropdown, you'll have access to additional links to view more information.

Notes

The Notes section allows you to add internal-only notes about the applicant. Notes are stamped with the date, time, and user name. They are visible only to you and other Fountain users — not to the applicant.

To add a note:

1. In the Applicant Profile, scroll to the Notes section.
2. Click Add Note.
3. Type the content of your note.
4. Select whether to enable Share across applications. If checked, the note is attached to the applicant record and will be visible in the Notes section across all of their current and future applications.
5. Click Save to add the note.

Saved Notes are timestamped and attributed to the user that left the note:

Details

The Details section houses all information that an applicant has submitted in a Data Collection stage. Only users with the permissions to "Manage Applicants" can edit applicants' data by hovering over the response and clicking on the edit icon. Ensure information is accurate before saving; there is no undo button, and you will not be able to retrieve the previous value.
Consent — including transactional and marketing SMS/calls consent — can also be captured or updated from this screen.

Empty Fields

Fields may be empty for any of the following reasons:

1. The applicant hasn't yet reached that Data Collection stage where these questions are answered.
2. The applicant has passed through this stage but the question was not marked as required and they did not provide an answer.
3. The fields are from questions that were once added to a Data Collection stage but have since been removed. Previous applicants would still have this question field completed on their Applicant Profile but new applicants will never see or respond to this question.
4. The question is a Hidden question type and requires a user to edit and add the information.

Secure Fields

Secure data fields are visible only to Users with permission to "Access secure data." They are distinguishable in the Data Collection Stage where the question is marked as a secure question (ie. gender, income information, identification numbers).

Messages

The Messages tab shows the SMS message history between Fountain users and the applicant. You can also see automated messages in this section. Rather than using the Action dropdown to send a one-time SMS, you can use this section to have a more conversational chat with the applicant. You can also apply a saved template by clicking on the + icon and then selecting your template for use. Fountain also provides a quick and easy link to 'Manage' these templates through this screen.

History

The History tab displays all actions that applicants, users, or automated actions from Fountain have taken in relation to a given applicant. Actions are trackable by date, medium (email/SMS), stage type (Scheduler, Background Check, Data Collection, etc.), or the user who performed the action. Additionally, all sent emails and all sent/received SMS are displayed here. Users may click on a message to view its contents.

Important Note: The History tab will only show actions from the last two years.

Files

The Files tab contains all of the documents uploaded to the Applicant's Profile, including files the applicant uploaded during a Data Collection Stage and those uploaded by a user. This is where users can review, approve, recollect, or download documents submitted by applicants. When uploading files as a user, the maximum file size allowed is 15MB.

Tip! Remember, if you are specifically requesting a resume, these will also be viewable via link in the Information section of the Applicant Profile.

Print Applicant Details

You can print an applicant's details as a PDF directly from their Applicant Profile.

1. Open the applicant's Applicant Profile and click More actions.

2. Click Print Data.

3. Select All to print the applicant's entire record, or Select Stages to choose specific stages.

4. If you chose Select Stages, check the stages you want to include in the Select Stages to Print window, then click Print.