softgarden recognizes multiple applications based on various criteria. This article explains what display options there are, when notices appear, why duplicates can occur and how to deal with them.
What display options are there?
Three different information can appear in the application profile:
Applications with the same email → The email address is identical, but the name is different.
Applications with the same name → The name is identical or only the capitalization is different, but the email address is different.
Further applications from this applicant → Clearly assigned multiple applications from the same applicant account.
Visibility of the "Other Applications" tab
The visibility of other applications is independent of user roles. In the applicant profile, the "Other Applications" tab is displayed to all members of the job team whenever there are multiple applications, provided the relevant jobs belong to the current tenant or a subordinate tenant.
Important: The tab appears only if there is at least one other application for an active job. If the other application relates solely to closed jobs, the notification is currently not displayed.
Access: However, access to the applications listed there is only possible if the user is either
an administrator or
listed on the job team for the other application.
How does softgarden identify multiple applications?
softgarden uses two mechanisms:
a) Automatic matching based on data
Same email address
Identical or similar name components
b) Matching via the same softgarden account
All applications from a single account are automatically linked – regardless of name or email.
Why do duplicates still occur? (within the same job)
Duplicates always relate to the same job. They occur when candidates:
use different email addresses
use different capitalization
use different application channels
have an additional application manually created by the company for the same person for the same job
Can you block candidates who apply multiple times?
In short: no.
softgarden offers:
no blocking function
no blacklist
no email blocks
What the system prevents
You can only apply for a job once using the same email address via the same channel.
What remains possible
new email address
new channel → This makes multiple applications technically possible.
Pragmatic approach
Applications can be consistently rejected (if necessary without email) and the information can be stored as a note in the team chat.
Clean up duplicates (manually)
Since the system cannot merge applications:
Save relevant documents from application A
Upload to application B
Delete excess application
Use the global search (magnifying glass) to check whether additional applications exist
What happens when an application is deleted?
Discoverability
Deleted applications are permanently removed
Statistics
The number of applications remains in the statistics
In reports, deleted applications can be hidden using the "Ignore deleted applications" option
Conclusion
There are three display options for multiple applications.
The "Additional applications" notice appears only for active job postings.
Duplicates occur within the same job when different data is used.
It is not possible to block individual candidates.
Duplicates must be resolved manually.