In this help article, you will learn:
what the rejection bin is,
how it differs from a direct rejection,
which permissions you need,
how to correctly move applications to the rejection bin,
how to manage rejection reasons,
where to find the rejection bin,
and how to activate an automatic rejection for applications in the rejection bin.
What is the rejection bin?
The rejection bin is a dedicated area within the application process. Applications moved there are considered internally rejected but have not yet received a final rejection notice.
This means:
The application is no longer part of the active process.
No email is sent to the applicant.
The application remains fully visible in the system.
All actions are logged (date, time, user).
The rejection bin is particularly suitable for:
internal sorting,
withdrawals by applicants,
cases where no communication is desired,
internal preliminary decisions.
Difference: Rejection pool vs. direct rejection
Rejection pool
Application is moved to the "rejection pool" status.
No email is sent.
The application remains visible internally.
The status is not final – it is still possible to bring the application back into the process.
Direct rejection
Application is rejected definitively.
A rejection email is sent optionally (if selected).
Even without a message, it remains a final rejection, not a move to the rejection pool.
The process is concluded.
In short:
👉 Rejection pool = internal filing without communication
👉 Direct rejection = final conclusion, optionally with an email
Permission required
In order to be able to move an application to the rejection basket, you need the role authorization: “Move to the rejection basket and view”
Only users with the Just‑Hire Administrator role can activate this permission.
Administrator path for activation:
Settings → User management → Roles → Open role management → Select role → three dots → “Edit” → “Manage applications” tab → tick “Move to rejection basket and view”.
Step-by-step guide: Moving an application to the rejection pile
1. Open the applicant profile
Open the relevant applicant profile and click "Reject" in the top right corner.
2. Select the second option: "Move to rejection bin"
In the selection menu, click on the "Move to rejection bin" option and then select the appropriate reason for rejection.
3. Confirm
Click the blue "Move to rejection bin" button below.
Good to know: The selected reason for rejection is visible only internally. Applicants do not see this reason.
Result: The application is now moved to the rejection bin.
5. What is documented?
In the applicant profile, you will then find:
Reason for rejection — the recorded reason for the rejection
Date and time — the exact time of the action
Person performing the action — name of the person who issued the rejection
Rejection status — indication of whether the application was assigned the status "Upcoming" or "Flagged"
What is the difference between the rejection statuses "Pending" and "Marked"?
If automatic rejection is disabled under Settings → Customization → Automated Emails → Activate automatic rejection, the rejection status "Marked" is displayed.
If automatic rejection is enabled, the rejection status "Pending" is displayed.
Note: You can find out how to reactivate an application with the rejection status "Pending" or "Marked" here.
Where can I find the rejection pool?
Path: Applications -> Select the "Rejections" tab -> Select the "Rejection pool" filter
How do I issue the final rejection for the application?
The final rejection of an application can be triggered directly here. To do this, click on the three dots on the far right in the applicant's corresponding line and then select the menu item “Cancel application”.
Rejection with an invitation to the talent pool
After selecting "Reject application," you can decide whether the candidate should also receive an invitation to the talent pool.
Activate the "Invite to talent pool" toggle.
Click the blue "Write message" button to open the email template.
The candidate will then receive both the rejection and the invitation to the talent pool via email.
Rejection without sending an email
Alternatively, you can also reject the application without sending a message. To do this, select the option "Rejection without sending a message."
In this case, the application will be marked as rejected internally, without an email being sent to the applicant.
Automatic rejection for applications in the rejection basket
You can set applications in the rejection basket to be automatically canceled after a certain number of working days.
Path to activation:
Settings → Customization → Automated emails → Activate automatic rejection
There you can configure:
Number of working days after which applications in the rejection basket are automatically canceled
the reason for rejection to be used
the message template that is sent to applicants
As soon as the deadline is reached, a rejection email will automatically be sent and the application will be set to “Cancelled” status.
Important note: Manual rejections without the automatic function enabled
If automatic rejection is not enabled:
Applications remain permanently in the rejection bin
No automatic email is sent
A manual final rejection is required
Add and manage rejection reasons
Add new rejection reason
Path: Settings → Individualization → Reasons for rejection
Select “Add rejection reason”.
Enter reason
Store translations
Note: English is mandatory as a fallback language
Manage rejection reasons
Edit about the three points
Change order via drag and drop
Enabled reasons appear in the dropdown
Disabled reasons are hidden
Note: Managing rejection reasons is only possible for users with the “Administrator” role. Changes apply to all sub-tenants.
Note regarding the signature used
When an application is finally rejected from the rejection queue and the automatically generated email is sent, the system uses the signature of the job owner (i.e., the person designated as responsible for the position).
This means:
The rejection email is always sent using the job owner's signature.
Even if a different person moves the application to the rejection queue, the signature remains unchanged.
This ensures consistent communication with applicants.