Permissions: Who can delete applications?
Applications can be deleted by users who either hold the JUST-HIRE ADMINISTRATOR role or possess a role with the "Delete application" permission.
If the permission is missing, the role must be adjusted in the role management settings.
Delete application – step by step
1️⃣ Open the application in question.
2️⃣ Click on the three dots in the top right.
3️⃣ Select "Delete application"
4️⃣ Confirm the security check
What happens during deletion
All of the applicant's personal data is completely removed.
The applicant account will subsequently contain no content and will be automatically deleted shortly thereafter.
Deleted applications cannot be restored.
No email is sent to the applicant.
Complete deletion is particularly appropriate for multiple applications or explicit deletion requests from applicants.
Note on checking by administrators
Administrators can check at any time whether an application for a particular applicant still exists in the system. The search function is available using the magnifying glass symbol.
If no result is displayed, this person's application is no longer available in the system.
Administrators can see all applications and applicant data via the search, regardless of their own job assignment.
Independent account deletion by applicants
Applicants can irrevocably delete their account in the job portal via the menu "Settings" → "Delete account".
Finally, the applicant must confirm the security prompt by clicking the "Yes, delete account" button.
An orange information bar in the applicant profile now shows that the candidate has deleted their profile independently. The application remains visible in preview mode for 6 months.
In addition, a note is displayed under the application status, which appears together with the date and time the profile was deleted by the candidate:
Candidate has deleted their profile
PROFILE DELETED
Important: The right to be forgotten applies. Status changes and any further communication are no longer possible. After 6 months, the profile is automatically anonymized—including a confirmation email sent to the candidate.
If a deletion period of less than 6 months has been defined in the settings under "Additional features" → "Data protection and security" within the section "Automatic deletion of applications set to 'Rejected'," that shorter period applies. If the configured deletion period exceeds 6 months, the maximum period of 6 months remains in effect; deletion therefore occurs after 6 months, regardless of the longer setting.
How do I proceed if the applicant requests deletion?
If an acknowledgment of the deletion is to be made via softgarden, this must be sent via an email in the application itself before the deletion. In this context, you can point out that all data will be deleted and a reply is therefore no longer technically possible and then delete the application.
Since the data was completely and permanently removed after deletion, there is no longer any data (such as the email address) in the system: contact must therefore be made before deletion.
Recommendation: Check security code
We also recommend checking your personal security code before deleting an applicant account. This ensures that the request is authentic and there is no unauthorized access.
Where can I find the security code?
For users: In softgarden within the application under the “Application” tab → “Personal data & application details” → “More details”.
For applicants: After logging into the job portal under “Settings” → “Security code”.
Applicants can find the security code after logging into the job portal under the menu “Settings” → “Security code”.
Sample text for requesting the security code
Dear [Name], thank you for your message regarding the deletion of your application. To verify your identity and properly process the deletion, we require your personal security code.
Please log in to the job portal using your access credentials. Navigate to "Settings" → "Security Code" and send us this code in a reply to this email. Once we receive the security code, we will promptly remove your application from the system.
Note: To log in, you need your username (not your email address) and your most recently assigned password. Your username is provided in the password reset email. Please ensure the spelling is correct, paying particular attention to capitalization. We are happy to assist you if you have any questions.
Where can I find the link to the job portal?
The link to the job portal can be found in the settings area “Overview” → “Company information” under the entry “Subdomain name”. We recommend giving applicants the direct link to the login page, which is generated after accessing the job portal and clicking on “Login”.
Frequently Asked Questions
Can deleted applications be restored?
No – deleted applications cannot be restored. Deletion is permanent. Please ensure that all relevant information has been saved beforehand.
Why don't I see the "Delete application" function?
If you do not see the "Delete application" option, you lack the necessary role permission. In this case, please contact someone with administrator rights in your system so they can adjust your role settings.
What happens to applications when a job is deleted?
When a job is deleted, all associated applications are also permanently removed. Please check beforehand whether you still need the applications or wish to export them.
How can an applicant withdraw their application?
You can find information on the procedure here.
Tip for report generation (snapshots)
Select the "Ignore deleted applications" checkbox if you do not want deleted applications to appear in the report.
