This article explains how to configure reapply rules for a vacancy in Hiring Studio, and describes how each setting affects the candidate experience.
In this article:
- Overview
- Before you begin
- Turn on reapply for a Vacancy
- Reapply timing options
- How reapply settings affect ATS-registered candidates
- Reapply period calculations
- FAQ
Overview
By default, reapplying is turned off for all vacancies. When reapplying is turned off, a candidate can have only one active application per vacancy at a time.
If a candidate already has an in-progress application for a vacancy and attempts to sign in or start a new application, they will be directed back to their existing application, they cannot begin a new one.
When reapplying is turned on, you can define whether candidates may reapply immediately or only after a set waiting period.
⚠️ Important Candidates are identified in the platform by their email address. When SMS authentication is turned on, candidates may also be identified by their phone number.
Before you begin
- You must have access to Hiring Studio to configure vacancy settings.
- Reapply settings are configured per vacancy and can be set before candidates begin applying, or updated as needed during the vacancy's active period.
- Changes take effect as soon as the vacancy is saved and apply to all subsequent application attempts from that point forward.
Turn on reapply for a Vacancy
- Open the vacancy in Hiring Studio and navigate to the vacancy settings screen. Create/Edit a Vacancy.
- Locate the Reapply section. You will see the toggle labelled Allow candidates to reapply, which is turned off by default.
- Toggle on Allow candidates to reapply. The section will expand to display the Time before reapplication options.
- Select a reapply timing option, see the options described below.
- Save your changes to apply the updated settings to the vacancy.
Reapply timing options
Once reapply is turned on, you must choose when candidates are permitted to reapply.
Allow reapply immediately
Candidates may reapply to the vacancy as many times as they wish using the same email address. The only requirement is that their previous application is no longer in progress — their most recent application must have a completed status before a new application can be started.
Allow reapply after a set period
Candidates may only reapply once a defined amount of time has passed since their previous application was completed. You set this period using a number and a time unit — either weeks or months.
For example, if you set a period of 4 weeks, a candidate whose application was completed on 1 March would be eligible to reapply from 29 March onwards.
💡 Tip Use the set period option when you want to prevent candidates from reapplying too soon after an unsuccessful application — for example, to allow time for skills development before a second attempt, or just prevent unneccesery duplicated application for roles that use the same vacancy.
Use cases
| Scenario | Recommended setting |
|---|---|
| You want to allow candidates to retry immediately after completing an application | Reapply immediately |
| You want a cooling-off period before a candidate can reapply | Reapply after a set period (e.g. 3 months) |
| You want to prevent duplicate or repeat applications entirely | Keep reapply turned off (default) |
How reapply settings affect ATS-registered candidates
Reapply rules apply equally to candidates registered through your Applicant Tracking System (ATS). When your ATS attempts to register a candidate email address that already exists for a vacancy, the platform checks the vacancy's reapply settings and responds in one of two ways:
- If reapply conditions are not met — the system does not create a new application. Instead, it returns a magic link to the candidate's existing application.
- If reapply conditions are met — the system registers a new application and sends the candidate an invitation to begin a new journey.
This ensures consistent behaviour across both direct (Harver-First) and ATS-sourced (ATS-First/ATS-Only) candidates.
Reapply period calculations
When Allow reapply after a set period is selected, the platform calculates a candidate's eligibility date based on the exact time their previous application was completed.
Weeks
One week is calculated as 7 calendar days from the moment of completion.
Example:
- A candidate completes their application on 1 July at 11:00. With a reapply period of 1 week, they become eligible to reapply on 8 July at 11:00. (1 July + 7 days).
- A candidate completes their application on 1 July at 11:00. With a reapply period of 3 week, they become eligible to reapply on 22 July at 11:00. (1 July + 3x7 days).
Months
One month is calculated as one calendar month from the date of completion, regardless of the number of days in that month.
Example:
- A candidate completes their application on 1 February at 11:00. With a reapply period of 1 month, they become eligible to reapply on 1 March at 11:00.
- A candidate completes their application on 31 January at 11:00. With a reapply period of 1 month, they become eligible to reapply on 28 or 29 February at 11:00 (depending on leap years).
💡 Tip Eligibility is calculated to the exact time of completion, not the start of the day. A candidate becomes eligible at the same time of day as their original completion, on the calculated date.
FAQ
What candidates see when their application is complete and logs back in (reapply not allowed)
If a candidate whose application is already completed attempts to sign in to the vacancy, they will be shown the end page. They will not be able to re-enter their completed application.