Reviewing applications
Every posting has an applications view where you run selection. It’s built around a clear pipeline so at any moment you know who’s where.
The pipeline
Applications move through five forward stages, with two ways to end:
| Stage | Meaning |
|---|---|
| Submitted | Just arrived. Not yet looked at. Also called unprocessed. |
| Screening | You’re reviewing the paper application. |
| Interview | Advanced to interview. |
| Offer | You’ve extended an offer — now it’s the applicant’s turn. |
| Accepted | The applicant accepted the offer. |
| Rejected | Closed by you (or the applicant declined an offer). |
| Withdrawn | The applicant pulled their own application. |
You move an application forward with the Move to buttons on each card. Advancing to Screening, Interview, Offer, or Rejected emails the applicant — optionally with a review note they’ll see. You can also add an internal note that only your team ever reads. Every change is recorded on the application’s timeline.
Accepting doesn’t grant panel access. When someone accepts an offer, that’s the recruitment pipeline done — it does not automatically make them staff. Give them a role under Members → Staff if the position should see the panel. See roles.
Shortlisting & the full picture
- Shortlist each applicant as shortlisted, not reviewed, or passed over, then filter to just your shortlist for a second pass.
- Open any applicant to see their CV, transcript, ranked position preferences, and answers in one place — alongside club-scoped context: whether they’re a member (and since when), and their event engagement with your club. It’s the same person, seen in the round. You only ever see this history with your club — never what they do at other clubs.
Letting applicants fix or change their application
Students sometimes realise they picked the wrong position, or want to swap a document — and sometimes they withdraw and then have second thoughts. UniClubs handles all of this as long as you haven’t started working on the application yet.
While an application is still Submitted and untouched (you haven’t moved it forward or shortlisted it):
- The applicant can edit it — change positions, answers, or documents — right up until the deadline.
- If they withdraw, they can re-apply to the same posting while it’s still open.
The moment you move it into Screening (or shortlist it), both lock. It’s the fair split: before you’ve invested any review, a student tidying up their own application costs nothing; once you’ve started, the application you’re judging stays fixed and no one edits it out from under you.
Reset to unprocessed
Sometimes you want to reopen the door — an applicant withdrew after you’d already screened them and now wants back in, or you advanced someone by mistake. Use Reset to unprocessed on the application card.
It sends the application back to Submitted, clears its review, offer, and withdrawal state, and — because it’s untouched again — re-enables the applicant’s ability to edit or re-apply. The full timeline is preserved, so the reset and everything before it stays on the record. Think of it as the manual override for the cases the automatic rules above intentionally don’t cover.
Exporting
Everything stays in the panel and carries across to the next board automatically, so you don’t export anything just to hand things over. Export is there for the times you genuinely need the data outside UniClubs — sharing a shortlist with a partner, or keeping your own offline copy — and pulls the applicants with their CVs, transcripts, documents, and answers as a single download.