Overview
This article helps you manage applications submitted through your Access Volcanic website. You can filter and export applications, work with draft applications, update application URLs for jobs, re-trigger applications to integrations, and understand how different integration types affect what you see in the Applications area.
Key benefits
Centralise application management by viewing and filtering all applications submitted through your website in one location.
Monitor draft applications to gain visibility into partially completed forms and identify potential candidate experience issues.
Control integration workflows by re-triggering applications to your CRM or ATS when there are issues or configuration changes.
Protect candidate privacy using the Applicant Anonymiser to hide identifying information during internal workflows.
Route applications flexibly by redirecting candidates to external forms when needed through application URL updates.
Before you start
Before managing applications, make sure you have:
Admin access to your Access Volcanic website.
Knowledge of any active integrations (Customer Relationship Management (CRM), job boards, or Applicant Tracking System (ATS)) that affect application behaviour.
Understanding of your organisation's data privacy and compliance requirements.
📌 Note: Some integrations change how applications appear or behave in the Applications area. External application URLs and certain ATS integrations mean applications won't appear in Volcanic.
Accessing the Applications area
The Applications tab in the Admin Area shows all applications submitted through your website.
Log in to the Admin Area.
Click the Applications tab near the top.
Applications are listed by Application ID, not by date. From this area, you can view submitted applications, access drafts, filter by job or date, and use export and re-triggering tools.
📌 Note: Applications are ordered by Application ID rather than submission date. Use date filters to see the most recent applications.
Viewing and filtering applications
Filter by job title or reference
To find applications for a specific job:
In the Applications area, enter the job reference number or job title into the Search box.
Click the orange Search button.
This returns all applications associated with that job.
Filter by date
To filter applications by a date range:
Click Select dates… next to the calendar icon.
Choose the Start date and End date using the calendar picker or type dates directly into the date fields.
Click Apply.
Additional filtering options
You can also filter by:
Live or Expired jobs using the job status filter.
Toggle the Applicant Anonymiser on or off to hide or show candidate details.
🤓 Tip: Use job reference numbers in searches for more precise filtering results.
Working with draft applications
Draft applications are partially completed forms that candidates have saved but not submitted.
Viewing draft applications
To access draft applications:
Go to the Applications area.
Click Drafts at the top of the page.
Use the search box and filters to find specific drafts.
Information available in drafts
For each draft application, you can see:
Job Title (linked to the job details).
Job Status (whether the job is live or expired).
Application ID.
Last Modified date (when the candidate last updated the draft).
⚠️ Important: Candidate details such as email address are not visible on draft applications. These fields only become available once the candidate submits the application.
Changing the application URL for a job
You can override the standard Apply Now behaviour and send candidates to an external application form instead.
Updating the Apply Now button URL
To set an external application URL for a job:
In the Application URL field, enter the external application link.
Click Submit.
When an Application URL is set, the Apply Now button redirects candidates to the external form instead of the standard Volcanic application process.
📌 Note: Applications submitted through external URLs will not appear in the Volcanic Applications area as they're collected by the external system.
Re-triggering applications
Re-triggering resends applications from Volcanic to your integrated CRM or ATS. This is typically used when there's been a failure or configuration issue during the original transfer.
Re-triggering applications in bulk
To re-trigger applications:
Go to the Applications area.
Click Re-trigger at the top of the page.
Select the required date range.
Choose one of the available actions:
Re-trigger All (within date range): Resends all applications within the selected date range.
Re-trigger Selected:
Use the checkboxes next to each application to select specific records.
Choose Re-trigger Selected to resend only those applications.
Select All on the Page:
When your search returns multiple pages (more than 20 applications), this option selects only the applications shown on the current page.
Navigate to additional pages and repeat the selection process if required.
Use this method for large-scale re-triggering when you need applications from multiple result pages.
🤓 Tip: Bulk re-triggering is often used after integration outages or mapping changes to ensure all applications reach your CRM or ATS.
Using tools in the Applications area
The Applications section includes several tools to help you manage data and compliance.
Application forms
View the specific fields and answers submitted in each application to understand what information candidates provided.
📌 Note: Learn more about Application forms from our Forms Help Guide.
Application CSV export
Export applications in CSV format for reporting, analysis, or manual upload into CRM systems, HR software, or data analysis tools. This is useful for creating custom reports or backing up application data.
📌 Note: Learn more about the Applications CSV from our Compliance tools guide.
Applicant Anonymiser
Toggle Applicant Anonymiser on to hide identifying candidate information on-screen for privacy or internal workflows. Toggle it off again to restore full visibility where appropriate.
📌 Note: Learn more from our Applicant Anonymiser Help Guide.
⚠️ Important: Use the Applicant Anonymiser in shared or public-view environments to reduce the risk of exposing personal data.
Understanding how integrations affect applications
Different integration types change what you see in the Applications area and how data is sent to downstream systems.
API-based CRM integrations
Customer Relationship Management (CRM) systems help you track candidate relationships throughout the recruitment process.
All applications submitted through your Volcanic site appear in the Applications area.
Applications are sent to the CRM based on your integration rules and field mappings.
Example: Vincere.
External application URL integrations
When you use an external Application URL (such as an ATS-hosted form), applications do not appear in the Volcanic Applications section.
Candidate data is collected and stored in the external system instead.
Example: JobAdder.
Email-based job board integrations
Applications appear in the Volcanic Applications area.
Only the data included in the job board's application email is passed on to the integrated CRM or ATS.
Example: Broadbean.
LinkedIn application features
Volcanic supports two different LinkedIn-related features that behave differently.
Sign in with LinkedIn
📌 Note: Learn more from our LinkedIn Sign-In help guide.
Apply with LinkedIn (ATS-managed)
Only available for ATS-approved integrations with LinkedIn. The integration must include LinkedIn's Apply Package feature.
Volcanic does not manage this feature. Your ATS and LinkedIn control all setup and functionality.
Must be configured within the ATS and LinkedIn systems.
⚠️ Important: Due to changes made by LinkedIn in October 2022, Apply with LinkedIn will only function if you meet all of these requirements:
Your ATS system has a direct integration with LinkedIn.
The LinkedIn Apply Package is included in your ATS integration.
Your ATS provider supports Apply with LinkedIn functionality.
LinkedIn API credentials are configured by the Volcanic team.
ATS compatibility requirements:
Not every ATS or CRM is integrated with LinkedIn for Apply with LinkedIn functionality. Popular systems like Bullhorn and JobAdder may have LinkedIn integrations, but the Apply Package availability varies by ATS.
Bullhorn: Does not support Apply with LinkedIn due to low usage of their Open Source Career Portal. Contact your Bullhorn representative to express interest in this feature.
JobAdder: Contact your JobAdder representative to confirm current Apply with LinkedIn support status and availability.
Vincere: Currently does not have an integration with LinkedIn for Apply with LinkedIn functionality. Contact Vincere for future roadmap information.
Setup process:
For customers to have Apply with LinkedIn on their site, the setup depends entirely on your ATS provider. Follow these steps:
Contact your ATS representative to confirm Apply Package availability.
Complete setup steps provided by your ATS.
Request the Volcanic team to configure LinkedIn API credentials once your ATS integration is confirmed.
📌 Notes:
For a complete list of LinkedIn ATS integrations, visit LinkedIn's ATS integrations page.
Register/Login with LinkedIn functionality is not affected by these changes and continues to work as before.
Volcanic does not control or support the ATS-managed LinkedIn application feature directly.
Best practices
Use job reference numbers in searches where possible for more precise filtering.
Run Application CSV exports before making major integration changes to have a backup of recent applications.
Enable the Applicant Anonymiser when working in shared environments to protect candidate privacy.
Regularly check draft applications to identify potential issues with your application form or candidate experience.
Document your integration setup to understand which applications will and won't appear in Volcanic.
FAQs
Q1: Why are my newest applications not at the top of the list?
Answer: Applications in the Applications area are ordered by Application ID rather than submission date. To view the most recent applications, use the date filters to search by submission date or look for the date column to sort chronologically.
Q2: Why can't I see candidate contact details on draft applications?
Answer: Draft applications are partially completed forms where candidates have saved their progress but haven't submitted their application yet. Candidate contact details such as email addresses only become visible once the candidate completes and submits their full application.
Q3: Why don't I see applications in Volcanic when using an external ATS application form?
Answer: When you set an Application URL to redirect candidates to an external ATS system like JobAdder or Workday, those applications are processed entirely by the external system. They won't appear in the Volcanic Applications area because the data is collected and stored externally.
Q4: Why isn't Apply with LinkedIn working the way I expect?
Answer: Volcanic supports two different LinkedIn integration types. Sign in with LinkedIn is managed by Volcanic and creates candidate accounts in your system. Apply with LinkedIn (ATS-managed) is controlled by your external ATS system and LinkedIn directly, requiring separate configuration in those systems.
Q5: How do I know if my integration setup is affecting what applications I can see?
Answer: Check your integration configuration in Admin Area > Settings > Apps. External Application URLs and ATS-managed integrations mean applications won't appear in Volcanic's Applications area. API-based CRM integrations typically show all applications within Volcanic.
Q6: What should I do if applications aren't reaching my CRM or ATS system?
Answer: First, try re-triggering the missing applications using the Re-trigger tool in the Applications area. If problems continue, verify your integration settings in Admin Area > Settings > Apps, particularly the User Mappings section, or contact support for technical assistance.
Q7: Can I recover draft applications that have been deleted?
Answer: Deleted draft applications cannot be recovered through the Applications area. However, if candidates return to complete their application using the same email address, their information may be retained depending on your platform's candidate account settings.
Q8: How long are draft applications stored in the system?
Answer: Draft applications are typically stored indefinitely unless manually deleted or automatically purged based on your organisation's data retention policies. Contact your admin team to check specific retention settings for your account.
Q9: Why are some application fields missing data when I export them?
Answer: Missing field data in CSV exports often indicates integration configuration issues or form setup problems. Check your User Mappings in Admin Area > Settings > Apps to verify that all required fields are properly mapped between systems.
Q10: Can I filter applications by their integration source or origin?
Answer: The Applications area doesn't offer direct filtering by integration source. However, you can identify patterns by understanding which applications appear in Volcanic versus external systems based on your specific integration setup and configuration.
Q11: Why are some application fields missing or incorrect in my CRM system?
Answer: If some application fields are missing or incorrect in the CRM, check User Mappings in Admin Area > Settings > Apps. This applies only to integrations added to the Apps section, such as Bullhorn. For other integration types set up in Webhooks or Legacy Tokens areas, contact the support team for field mapping assistance.
Q12: Is Apply with LinkedIn possible with ATS systems not integrated with LinkedIn?
Answer: No, this is no longer possible. LinkedIn changed their requirements in October 2022 to make Apply with LinkedIn dependent on ATS systems that are partnered with LinkedIn and include the Apply Package.
Q13: How does Apply with LinkedIn work for sites with multiple ATS integrations?
Answer: For sites with multiple ATS integrations, each ATS must have LinkedIn integration with the Apply Package enabled and support Apply with LinkedIn functionality for it to work on your site.
Q14: What happens if my ATS is integrated with LinkedIn but doesn't support the Apply Package?
Answer: If your ATS doesn't support LinkedIn's Apply Package, Apply with LinkedIn will not be available for your site. Contact your ATS representative to enquire about Apply Package availability.
Q15: Does the LinkedIn integration change affect Register/Login with LinkedIn?
Answer: No, Register/Login with LinkedIn functionality is not affected by the Apply with LinkedIn changes. This feature continues to work as before and doesn't require ATS integration.