Submissions

Overview

Submissions are the responses candidates provide when applying to a Position in Leadline. They are the primary mechanism through which hiring teams evaluate candidate fit, track hiring performance, and trigger automated communications. Every Submission is tied to a specific Position and is evaluated against the Application Form configured for that Position.

→ See 103 - Application-Form for more information on Application Forms.

→ See 111 - Positions for more information on Positions.

What are Submissions?

Submissions are responses to Application Forms submitted for a Position by candidates who want to be hired or selected for the role. Submissions are leveraged by users to determine whether candidates are the best fit for the Position. Submissions can be viewed via the Submission Drawer on a desktop or mobile device. Submissions are one of two types — Complete or Incomplete — depending on whether the candidate has submitted their Application Form responses. Complete Submissions generate a Lead Score. Incomplete Submissions do not.

→ See 103 - Application-Form for more information on how Application Forms collect candidate responses.

→ See 701 - View-Submission for instructions on how to view submissions on desktop and mobile devices.

What are Incomplete Submissions?

Incomplete Submissions are Submissions created by candidates who began the application process but never submitted any responses. Incomplete Submissions are distinct from a Submission with a Lead Score of 0% — a 0% score indicates the candidate submitted responses but did not select any preferred answers, whereas an Incomplete Submission contains no responses at all.

→ See 117 - Incomplete-Submissions for full details on Incomplete Submissions.

What is Displayed in the Submission Drawer?

The Submission drawer displays the following candidate metadata:

Name
Email
Phone
Source — the Channel Tracking Link the candidate used to apply
Submission Date — when the Submission was created, whether manually or via candidate application
Lead Score — the Lead Score generated from the candidate's Application Form responses
Status — the candidate's current status within the CRM
Tags — any tags associated with the candidate within the CRM

→ See 102 - Admin-Hub for more information on candidate status and tags.

What Tabs are Available in the Submission Drawer?

Note: The following tabs are only visible when viewing submissions on a desktop or laptop device.

Below the metadata, the Submission drawer contains the following tabs:

Submission Response Displays two things: the Workflow stages assigned to the Position and where the Submission currently resides in the process, and all of the candidate's Application Form responses along with a breakdown of their Lead Score — illustrating why the candidate received the score they did.

→ See 104 - Application-Form-Questions for more information on question visibility settings.

→ See 124 - User-Roles for more information on permissions.

Note: Depending on permissions and Application Form Question settings, some responses may be hidden from non-admin users.

All Submissions Displays all other Submissions associated with this candidate if they have applied to multiple Positions within your organization.

Text Messages Displays all SMS text communications between your organization and the candidate.

→ See 107 - Communications for more information on candidate communications.

Emails Displays all email communications between your organization and the candidate.

→ See 107 - Communications for more information on candidate communications.

Notes Displays all notes created or associated with the candidate by yourself or other users in your organization.

Files Displays all files stored within the candidate profile.

→ See 105 - Candidates for more information on how files are created, stored, and uploaded.

Activity Displays recent candidate activity stored within the candidate profile.

→ See 105 - Candidates for more information on the candidate activity log including event types stored in the activity log.

What is a Lead Score?

A Lead Score is a percentage that represents how strong of a fit a candidate is for a Position, generated when a Complete Submission is created.

→ See 119 - Lead-Scores for the full definition of Lead Scores and how they are calculated.

What is the Difference Between a Match and Not a Match?

A Submission is considered a Match if the candidate's Lead Score is 50% or greater. A Submission is considered Not a Match if the Lead Score is 49% or lower.

This distinction determines which post-submission landing page is displayed to the candidate after they apply — provided the Position has Match and Not a Match landing pages assigned.

→ See 109 - Pages for more information on how post-submission landing page assignments work.

Who Creates Submissions?

Submissions are created in two ways:

By candidates — via Channel Tracking Links distributed by your team
By users — manually added to a Position on a candidate's behalf

→ See 106 - Channel-Tracking-Links for more information on how candidates apply to Positions via Channel Tracking Links.

→ See 702 - Manually-Add-Submission for instructions on how to manually add a Submission to a Position.

Where are Submissions Located?

Submissions are located within the Submissions tab inside a Position.

→ See 101 - Platform-Links for the direct link to the Positions page.

When are Submissions Created?

Submissions are created when:

A candidate applies to a Position via a Channel Tracking Link
A user manually adds a Submission to a Position on a candidate's behalf

→ See 106 - Channel-Tracking-Links for more information on candidate-facing application links.

→ See 702 - Manually-Add-Submission for instructions on manually adding Submissions.

How are Submissions Created?

When a candidate applies to a Position via a Channel Tracking Link, the process happens in two steps. First, the candidate submits their contact information and consents to be contacted — this creates an Incomplete Submission. Second, once the candidate completes and submits their Application Form responses, the Incomplete Submission is converted to a Complete Submission and a Lead Score is generated.

If a candidate completes the first step but does not complete the second, the Submission remains Incomplete.

→ See 117 - Incomplete-Submissions for more information on Incomplete Submissions.

→ See 104 - Application-Form-Questions for more information on how preferred answers affect Lead Scores.

Why are Submissions Important?

Submissions are the core unit of data in Leadline's hiring process. They are important for several reasons:

Candidate evaluation — Lead Scores generated by Submissions give hiring teams an objective signal for identifying best-fit candidates without manually reviewing every application
Reporting — Submissions are used to track the overall effectiveness of a hiring team's sourcing channels and hiring process
Automated communications — Submissions contain candidate contact information that workflow automations reference when triggered at each stage of the hiring process

→ See 113 - Workflows for more information on how automations are triggered by Submissions.

→ See 116 - Reporting for more information on Submission reporting.

Can a Candidate Have Multiple Submissions per Position?

Candidates are not permitted to have multiple Submissions for the same Position. However, it is possible for a candidate to submit more than once if they apply using different unique identifiers. Leadline uses email address as the primary unique identifier — unless a phone number is provided, in which case the phone number is used instead.

Yes. Submissions can be shared with other users in your organization.

→ See 703 - Share-Submission for instructions on how to share a Submission.

Can You Block Candidates from Creating New Submissions?

Yes. Candidates can be blocked from applying to Positions by updating their status in the CRM.

→ See 105 - Candidates for more information on managing candidate records and statuses.

→ See 907 - Update-Candidate-Name for instructions on how to update a candidate's status to 'Blocked.'

How do Submissions Move to Different Stages within a Workflow?

There are several ways to move Submissions to different stages within a Workflow.

→ See 704 - Update-Submission-Stage for all supported methods and step-by-step instructions.

How do You View Submissions?

Submissions are viewed on desktop and mobile devices.

→ See 701 - View-Submission for instructions on how to view Submissions on desktop and mobile devices.

Can You Filter Submissions When Viewing Them?

Yes. When viewing Submissions for a Position, the following filters are available to narrow down which Submissions are displayed:

Filter by Submission Date
Only display Submissions created within a specified date range.

Filter by Candidate Response
Only display Submissions where a specific Application Form question was answered with a specific answer or set of answers. For question types that require a video, file upload, or date selection, this filter only surfaces Submissions where the candidate provided any response — it does not filter by the specific content of the response.

Filter by Channel
Only display Submissions sourced from selected Channel Tracking Links. If a Referral Program is selected, all Submissions generated by any referrer within that program will be included.

→ See 106 - Channel-Tracking-Links for more information on Channel Tracking Links and Referral Programs.

Filter by Referrer within a Referral Program
Only display Submissions from a specific referrer within a Referral Program. Use this filter alongside the Channel filter when you want to drill down to individual referrer performance rather than the Referral Program as a whole.

Filter by Lead Score
Only display Submissions with a Lead Score that falls within a selected range.

→ See 119 - Lead-Scores for more information on how Lead Scores are calculated.

Display Archived Submissions
When enabled, archived Submissions are included in the view alongside active ones. By default, archived Submissions are hidden.

Include Candidates with Non-US Phone Numbers
When enabled, Submissions from candidates flagged as having a non-US phone number are included in the view. By default, these candidates are filtered out because international SMS texting is not currently supported.

→ See 107 - Communications for more information on SMS text messaging and supported phone number formats.

How do You Apply Filters When Viewing Submissions?

→ See 709 - Filter-Submissions for instructions on how to filter Submissions.

Can Users Manually Add Submissions to Positions?

Yes. Users can manually add Submissions to a Position on a candidate's behalf.

→ See 702 - Manually-Add-Submission for instructions on how to manually add a Submission.

Can You Edit Submissions After They are Created?

Submissions cannot be edited after they are created. The only exception is when a Submission is marked as Incomplete — in this case, either the candidate or a user can finalize the Submission on the candidate's behalf.

→ See 705 - Complete-Submission for instructions on how to complete an Incomplete Submission on a candidate's behalf.

Can You Delete Submissions?

Yes. Submissions can be deleted by users with the appropriate permissions.

→ See 124 - User-Roles for more information on permissions.

→ See 706 - Delete-Submission for instructions on how to delete a Submission.

What Happens When a Submission is Deleted?

Deleting a Submission has the following consequences:

Deletion is permanent.
Once a Submission is deleted it cannot be recovered or restored through the platform. If a Submission was deleted in error, contact your Leadline representative for assistance.

The candidate's CRM profile is not affected.
Deleting a Submission removes the candidate's Application Form responses only. The candidate's profile remains intact in the CRM.

Deleted Submissions are excluded from reporting.
Any reports generated after a Submission is deleted will not reflect that Submission's data. Historical reports generated prior to deletion are not affected.

Pending Workflow automations are cancelled.
If a Submission is deleted while mid-workflow, the candidate is automatically unenrolled from all associated Workflow automations.

→ See 706 - Delete-Submission for instructions on how to delete a Submission.

→ See 105 - Candidates for more information on candidate profiles in the CRM.

→ See 113 - Workflows for more information on Workflow automations.

→ See 116 - Reporting for more information on how Submissions affect reporting.

Can You Export Submissions?

Yes. Submissions can be exported in two ways:

Individual Export — export a specific candidate's Submission as a PDF containing their Application Form responses
Position-Level Export — export a high-level report of all Submissions for an entire Position

→ See 707 - Export-Submissions for instructions on how to export Submissions.

Can You Archive Submissions?

Yes. Submissions can be archived manually by users with the appropriate permissions, or automatically via Workflow automations.

→ See 124 - User-Roles for more information on permissions.

→ See 113 - Workflows for more information on archiving Submissions via automations.

→ See 708 - Archive-Submission for instructions on how to manually archive a Submission.

111 - Positions — Understand how Submissions connect to Positions
103 - Application-Form — Understand how Application Forms collect candidate responses that generate Submissions
104 - Application-Form-Questions — Learn how preferred answers, weighted values, and question visibility settings affect Submissions
106 - Channel-Tracking-Links — Understand how candidates access Positions and create Submissions
109 - Pages — Learn how Match and Not a Match status affects post-submission landing pages
113 - Workflows — Understand how Workflow automations are triggered by Submissions and how Submissions move through stages
105 - Candidates — Manage candidate records, statuses, files, and the candidate activity log
107 - Communications — Learn about SMS and email communications displayed in the Submission drawer
117 - Incomplete-Submissions — Learn about Submissions created without responses
116 - Reporting — Learn about Submission reporting and sourcing effectiveness
119 - Lead-Scores — Learn what Lead Scores are and how they relate to Submissions
120 - ATS-Integrations — Learn about integration events with Applicant Tracking Systems
121 - HRIS-Integrations — Learn about integration events with Human Resources Information Systems
122 - Position-Reports — Learn about Position Reports and how Submission filter criteria applies to exported data
124 - User-Roles — Learn about user permissions for viewing, deleting, and archiving Submissions
102 - Admin-Hub — Learn about configuring candidate status and tags within the CRM
101 - Platform-Links — Direct link to the Positions page and Submissions tab
701 - View-Submission — Instructions for viewing Submissions on desktop and mobile
702 - Manually-Add-Submission — Instructions for manually adding a Submission to a Position
703 - Share-Submission — Instructions for sharing a Submission with other users
704 - Update-Submission-Stage — Instructions for moving Submissions through Workflow stages
705 - Complete-Submission — Instructions for completing an Incomplete Submission on a candidate's behalf
706 - Delete-Submission — Instructions for deleting a Submission
707 - Export-Submissions — Instructions for exporting individual and position-level Submissions
708 - Archive-Submission — Instructions for manually archiving a Submission
709 - Filter-Submissions — Instructions for filtering Submissions by specific criteria on desktop and mobile devices

Submissions

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