Understanding the Incomplete Application status in iRecruit

This guide explains what the Incomplete Application status means in Ciphr iRecruit, why candidates end up in it, and how to handle these records.

Contents

• Overview
• What does this status mean?
• Why does this happen?
• Best practice
• Why Incomplete Applications should not be rejected
• Candidate confirmation of submission
• Supporting candidates who forget to submit
• Summary

Overview

The Incomplete Application status is assigned when a candidate has started an application in iRecruit but has not yet completed and submitted it.

It is important to understand that an incomplete application is not an application. A record is created as soon as a candidate begins the application process, however, the candidate is only considered to have applied once they reach the final page of the application, confirm their details, and click Submit.

What does this status mean?

An Incomplete Application indicates that a candidate has:

• Started an application form
• Saved or entered some information
• Not completed the full application process
• Not submitted their application for consideration

Until the application is submitted, the record remains an incomplete application and should not be treated as a completed application.
 

Why does this happen?

There are several common reasons why a candidate may appear in the Incomplete Application status:

• Candidate intends to return later: Candidates often begin an application and plan to return at a later date to complete and submit it
• Candidate abandons the application: In some cases, a candidate decides not to proceed with the application and leaves the process without submitting it
• Candidate forgets to submit: A candidate may complete most or all of the form but fail to take the final step of clicking the Submit button. Regardless of the reason, the system correctly identifies these records as incomplete because no application has been formally submitted.

Best practice

The recommended approach is to leave candidates in the Incomplete Application status until they either submit their application or the vacancy closes.

This ensures:

• Application reporting remains accurate
• Recruitment metrics are not artificially inflated
• Conversion rates from application start to application submission can be measured correctly
• Only genuine applications are included within recruitment management information (MI) and reporting

Why Incomplete Applications should not be rejected

An Incomplete Application should not be moved to a rejection status because the individual has not actually submitted an application.

Rejecting incomplete applications can create reporting inaccuracies by:

• Counting unsubmitted records as applications.
• Distorting application conversion statistics.
• Affecting recruitment MI and performance reporting.
• Making it appear that candidates have been assessed when no application was received.

From both a process and reporting perspective, an incomplete application is not something that can be accepted or rejected because no formal application exists.

Candidate confirmation of submission

When a candidate successfully submits an application:

1. They complete all required sections
2. They reach the final confirmation page
3. They actively click the Submit button
4. They receive a confirmation email acknowledging receipt of their application

These actions provide clear confirmation that the application has been formally submitted and should progress through the recruitment workflow.

Supporting candidates who forget to submit

If there is concern that candidates may start applications and forget to complete them, it is possible to implement automated reminder emails.

A common approach is to:

• Send a reminder email before the vacancy closes
• Typically trigger the reminder 48 hours before the closing date, although the timing can be configured to suit business requirements

This encourages candidates who genuinely intend to apply to return and complete the submission process before the vacancy closes.
 

Summary

The Incomplete Application status identifies candidates who have started, but not submitted, an application.

As no formal application has been received:

• The record is not classed as an application
• The candidate should remain in the Incomplete Application status
• The candidate should not be rejected
• The status provides an accurate reflection of candidate activity and ensures recruitment reporting remains reliable and meaningful

This approach represents the recommended best practice for managing incomplete applications within iRecruit.