Assigning reviewers to applications

Reviews let you collect structured feedback on a candidate from teammates who aren't running the interview itself, such as a hiring manager checking a portfolio or a second recruiter sanity-checking a resume. You add a Review activity to a stage in the job's interview plan, assign reviewers to it, and Kula asks those reviewers to submit a scorecard whenever a candidate reaches that stage.

Use reviews to add a lightweight approval or feedback step to your pipeline: a resume screen by a hiring manager before the first interview, a portfolio review for a design role, or a final sign-off before an offer goes out. Because reviewers respond with a scorecard instead of sitting in on a live interview, reviews work well for feedback that doesn't need a scheduled call.

Reviews are configured once per stage, in the job's interview plan, and Kula asks for them automatically for every candidate who reaches that stage.

Step 1: Add a Review activity to a stage

1. Open the job and go to its interview plan.

2. Expand a stage, either the Prospect stage or the Application Review stage.

3. Click the activity button and select Add Review.

Step 2: Configure the review

1. In Review name, enter a name for the review. This field is required, with a maximum of 250 characters.

2. In Add reviewers, select who should review candidates at this stage. You can add specific teammates, or add a hiring-team role that resolves per job, such as Coordinators (on job), Recruiters (on job), Hiring Managers (on job), Primary Recruiter (on job), or Primary Hiring Manager (on job). At least one reviewer is required.

3. If you add two or more individual reviewers, or at least one hiring-team role, set how many reviewers must submit a scorecard before Kula considers the review complete. Next to Require, choose:

   • All: every reviewer must submit.

   • Any one: Kula closes the review after the first reviewer submits.

   • At least [N]: Kula closes the review once your chosen number of reviewers have submitted. This option only appears once you've added three or more individual reviewers.

4. Kula suggests a scorecard template and pre-fills its questions. To use a different one, choose it from Scorecard template. Either way, you can edit the questions or add new ones. Each question can be one of these types: Score (stars), Score (1 to 10), Yes/No, Open question, Single select, or Multiple select.

Note: Editing the scorecard from this screen only changes it for this review. It doesn't update the underlying scorecard template.

5. Click Add review (or Save review if you're editing an existing one).

What reviewers see

When a candidate reaches a stage with a Review activity, Kula notifies every assigned reviewer and adds the candidate to their queue. Reviewers open the candidate's profile in Kula and submit their scorecard from there. If a reviewer hasn't responded after a while, Kula sends them a reminder notification.

While the review is waiting on responses, the candidate's status shows Awaiting feedback. Once enough reviewers have submitted their scorecards to meet the threshold you set, the status changes to Needs decision, so you know it's time to move the candidate forward or reject them.

Sending a one-time review

A Review activity applies to every candidate who reaches that stage. For a one-off review that isn't part of the interview plan, such as looping in a specialist for a single candidate, send an ad-hoc review instead:

1. Open the candidate's application.

2. Open the application's actions menu and select Send review (ad-hoc).

3. Fill in the reviewer, scorecard, and any other details, then send it.

Note: You can't assign different reviewers to the same stage for different candidates. A Review activity's reviewers and settings apply to every candidate who reaches that stage. Use an ad-hoc review when a specific candidate needs a reviewer outside that configuration.

FAQs

• Q: Can I assign different reviewers to different candidates in the same stage?

  No. Reviewers are set at the stage activity level and apply to all candidates who pass through that stage. For individual candidate reviews, use the Send review (ad-hoc) option from the candidate's ⋯ menu.

• Q: Do reviewers need a specific role or permission to submit feedback?Reviewers must be active users in your Kula account. They do not need to be the Recruiter or Hiring Manager on the job — any team member can be assigned as a reviewer.

• Q: What happens to candidates if no reviewer has submitted feedback yet?

  The candidate's status shows as Awaiting feedback. The recruiter can still choose to move the candidate forward or reject them regardless — reviewer feedback is informational, not a blocker.

• Q: Can I customise the scorecard questions for a specific review without changing the global template?

  Yes. When adding a Review activity, you can customise the selected scorecard template. A note in the panel confirms that changes apply only to this review and do not affect the global template.

• Q: Can I add a Review activity to later interview stages, not just Prospect and Application Review?

  Yes. Review activities can be added to any stage in the interview plan, not just the early stages. However, they are most commonly used at Prospect and Application Review for early-stage screening before interviews begin.

Need Help?

If you have questions or need assistance with setup, feel free to reach out to us at support@kula.ai or use the in-app chat for assistance.