Repeat Candidate Settings are a new admin-level setting that allows clients to set guardrails around re-inviting candidates who have interviewed within a defined lookback window. Clients can configure these guardrails based on candidate type and previous interview result.
How it works
When a candidate is invited to interview, Karat checks their interview history and previous results. If there is a match, the system may provide a warning or block the invitation based on your team's settings.
How to enable this setting
This setting is available to Organization Admins only. You can find it by navigating to: Settings → Candidate Messaging → Repeat Candidate Settings.
The feature is turned off by default. Use the toggle at the top of the page to turn Repeat Candidate Settings on, then set your configurations by candidate type. When enabled, this setting applies to all client groups and talent partners.
Configuring your settings
Org admins can set their re-engagement policy and lookback window based on the candidate type and previous interview result. When a candidate meets the configured criteria, the system will either warn the recruiter or block the invitation, depending on the client’s settings.
- If set to warn, the inviter is alerted with an in-product message and the invitation is paused. They can choose to proceed with the invitation or cancel the invitation.
- If set to block, the inviter is alerted with an in-product message and the invitation is prevented from being sent. There is no option to proceed with the invitation.
Rules are configured separately for your own candidates and for partner-submitted candidates (PTS).
Invitation channels
This feature applies to invitations sent via Karat, API, and ATS integrations.
Karat Portal, single invite
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Warning
- The invite is paused and a warning is shown with the date of the candidate's most recent interview.
- Internal recruiters see the warning, the last interview date, candidacy counts for this role versus all roles, and a link to review the most recent interview.
- Vendor recruiters see the warning and candidacy counts but do not see the link to the specific interview or candidacy, to protect client data.
- The recruiter can choose to proceed with the invitation or cancel.
- The invite is paused and a warning is shown with the date of the candidate's most recent interview.
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Block invitation
- The invite cannot be sent. The recruiter sees a message explaining the candidate was recently interviewed and cannot be re-invited within the configured window. There is no option to proceed.
Karat Portal, bulk CSV upload
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Warning
- Impacted candidates are grouped into a "Recently Interviewed" section on the results screen. Each one shows the warning and a confirmation prompt. The recruiter can confirm each candidate individually, or cancel. Confirmed candidates move to Sent.
- Impacted candidates are grouped into a "Recently Interviewed" section on the results screen. Each one shows the warning and a confirmation prompt. The recruiter can confirm each candidate individually, or cancel. Confirmed candidates move to Sent.
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Block invitation
- Impacted candidates are listed as errors and are not invited.
- For a Did Not Meet Bar block, the message reads: "Cannot invite: this candidate had a [outcome] outcome on a shipped interview within the organization look back window."
- For an interview integrity flag, the message reads: "Cannot invite: this candidate completed an interview on [date]. Under the client's repeat interview policy, candidates cannot re-interview within a [N]-month period."
- For a Did Not Meet Bar block, the message reads: "Cannot invite: this candidate had a [outcome] outcome on a shipped interview within the organization look back window."
- Impacted candidates are listed as errors and are not invited.
API, direct GraphQL calls
- The invite is not created automatically when a trigger matches.
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Warning
- The API returns: "This candidate had a [outcome] outcome on a shipped interview within the last [N] months ([date], ID: [interview_id]). Please proceed with this invitation in your Karat Portal."
- The API returns: "This candidate had a [outcome] outcome on a shipped interview within the last [N] months ([date], ID: [interview_id]). Please proceed with this invitation in your Karat Portal."
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Block invitation
- The API returns: "This candidate completed an interview on [date]. Under the client's repeat interview policy, candidates cannot re-interview within a [N]-month period."
- API callers cannot bypass the check programmatically. To proceed on a warning, log into the Karat Portal and re-submit the invite there, where the warning can be reviewed and confirmed.
- The API returns: "This candidate completed an interview on [date]. Under the client's repeat interview policy, candidates cannot re-interview within a [N]-month period."
ATS integration, polling based, e.g. Greenhouse, Lever
- The invite is stopped and an error is returned, including the prior interview date and interview ID. Karat posts the warning details back to the ATS.
- The messages match the API messages above, warning versus block.
- Because ATS invites are automated, the team must go to the Karat Portal to review and confirm a re-invite for a flagged candidate.
FAQ
Who can view and manage this feature?
This feature can only be seen and managed by Org Admins.
Which groups / vendors does this apply to?
When turned on, this setting applies to all groups and all vendors / talent partners.
Is the candidate notified?
No. There is no candidate-facing experience or messaging. The recruiter is responsible for communicating the company’s cool down period and re-engagement policies with the candidate.
Do I have to apply the same settings to all candidates?
No. Client admins can select a unique action and lookback window based on the candidate type and previous interview result. For example, you could apply a 6 month block to candidates who have received an interview integrity flag while applying a 3 month warning to candidates who previously Did Not Meet the Bar.