Overview
Gem’s Application Review simplifies and streamlines how your recruiters manage their surging inbound applications, empowering them to quickly sift through their applicant stack and find quality candidates, all at record speed and with minimal headaches.
Gem AI takes the guesswork out of application review by ranking thousands of candidates based on the criteria you set. Instead of sifting through every resume manually, AI scores applicants and prioritizes the best matches, ensuring top talent rises to the top of your stack.
AI-powered ranking can be toggled on for individual job requisitions in Gem’s Application Review, where resumes are evaluated against your chosen criteria to generate an overall score. Gem AI simply orders applications for efficiency; it does not automate advancements or rejections.
How AI scoring works
Gem AI evaluates applicants by analyzing their submitted resumes—with all personally identifiable information (such as name, email, and LinkedIn profile) removed for an unbiased assessment.
- Resume analysis: The AI reviews the resume content only, comparing it against the criteria you’ve provided
- Scoring process: The AI assigns a score based on how well the resume aligns with your specified qualifications
- Weighted ranking: Criteria marked with a ⭐ receive 5x the weight, influencing the final weighted average percentage score (e.g., 90% Match)
This process ensures Gem AI ranks applicants objectively, helping you quickly identify the strongest candidates.
Requirements
- You must have Admin permissions in Gem.
- Your team must have Deep Sync for Greenhouse enabled and you must grant Gem the needed permission scopes in order for you to reject and advance candidates. To get started, please reach out to your team’s dedicated Gem CSM.
Manage Application Review settings
Once your Gem CSM has enabled Application Review, for your team, we automatically include a rejection template, an advance template, and a send-from name that can be customized by team admins.
Under Team Settings > Customization in the Application review settings, Admins can:
- Edit the default rejection message.
- Edit the default reject + nurture message.
- Edit the default advance message.
- Update the send-from alias.
Review applications
To start reviewing applications, go to the Jobs tab. From here, there are two ways to begin reviewing applications:
- Select the ✦ Start reviews button beside the name of the relevant job.
- Select the specific job title, and then select the ✦ Start reviews button from within the Talent pipeline view of that job.
The Application Review view is divided into three sections.
The left panel displays a list of applicants, which can be sorted in four ways:
- Application age: Sort from oldest to newest, or newest to oldest.
- AI ranking: Arrange from highest to lowest, or lowest to highest based on AI match scores.
- Internal referrals: Candidates who are a referral from an existing employee will have that noted on their card.
If you prefer not to use AI-based ranking, you can toggle the AI Ranking switch off in the top-right corner. You can also select the edit (pencil) icon to customize the criteria Gem AI uses to score and rank inbound applications based on the best match.
The center panel showcases the selected applicant’s profile, including their Gem AI match score. Hover over the icons next to the score to see a breakdown of the factors influencing it.
From a candidate’s profile, you can access key details to help you assess their fit:
- Work experience: A summary of the candidate’s career history, including job titles, companies, and tenure.
- Resume: the applicant’s uploaded resume for a more detailed look at their skills and qualifications.
- Activity feed: A centralized timeline of your engagement with the candidate, including emails, InMails, assigned Projects and Sequences, and team notes.
- Applications: A history of the roles the candidate has applied for, helping you track their engagement with your company.
The right panel showcases the Gem Chrome extension, where you can take key actions such as adding candidates to a Project, sending a one-off message, or setting a note or reminder for future follow-ups. The Gem Extension can also be hidden from view. For more information, see The Gem Chrome extension: Overview and installation.
Move faster with hotkeys
All functions, including Hotkeys, are designed to be sticky and persistent so that you can move quickly you don’t need to repeat the same actions over and over again.
Note: Gem caps application counts at 500+. If an application has a count of more than 500 applications, Gem displays 500+.
At the top, you’ll see what stage you are currently reviewing.
To help you find applications quickly, there are quick filters and searching, keyword highlighting on resumes, as well as Profile, Resume, Activity Feed, and Application tabs for quick and easy access. Any keyword groups that you create can be saved for future use as well by clicking the ‘Save keywords’ button after creating a keyword list.
Take action on applications
In Application Review, you can take the following actions on applications:
Advance to stage
You can instantly move the candidate forward in the hiring process by selecting a specific stage: initial interview, hiring manager phone screen, assessment, onsite, or offer. This action updates the candidate’s status without sending them a message.
If you choose to include a message, there are 3 options:
- Team Template
- Canned Response
- Sequences
Advance & message
If you decide to include a message when advancing a candidate, you can choose from a team template (a shared template created by your admin), a canned response (a template you create), or a multi-stage Sequence. For more information, see Sequences overview.
Reject without message
You can also decline the candidate’s application without sending a notification.
When you select this option, Gem will prompt you to choose a rejection reason.
Reject with message
If you’d like to include a rejection message, you can choose from a team template (a shared template created by your admin) or a canned response (a template you create).
Reject and nurture
Choose this option to send a rejection message while keeping the candidate engaged for future opportunities. You can also set a reminder, add a note, or assign them to a Project to revisit them for upcoming roles.
Every action taken in Application Review syncs with your ATS.
Bulk advance and reject applications
You can advance or reject multiple applications at once by selecting the Bulk action option from the App review page.
The page updates with checkboxes next to each application. Select individual checkboxes, or select the Select all option to choose which applications to take action on.
Select the option Bulk reject with message or Bulk advance at the top to complete this action on all selected applications.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.