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Restrict rejected candidates from reapplying with cooling-off period in greytHR Recruit

Updated in September - 2025 | Subscribe to watch greytHR how-to video

As a recruiter, you often come across repeated applications from candidates who were previously rejected, without any significant skill upgrades or profile updates. This clutters your hiring pipeline, wastes recruiter time, and creates a negative experience for candidates facing repeated rejections.

greytHR Recruit introduces Cooling-off period in the recruitment process to prevent rejected candidates from reapplying to any role during the defined timeframe.

A cooling-off period is the minimum waiting time you set before a candidate can reapply for a role in your company. In greytHR Recruit, the cooling-off period applies to those candidates who are rejected for any job. This helps you, as an HR admin, avoid repeated or premature applications and ensures only eligible candidates are considered after the defined gap.

Enable Cooling-off period

To enable the cooling-off period, on your greytHR Admin portal, hover over the 9 dots and select Recruitment > Settings. 

  1. Under the JOB SETUP section, select Preferences. 

  2. Toggle the button for Enable Cooling-off Period, enter the number of days, and click Save.

Note: 

  • The cooling-off period is applied at the company level and not job-specific. If a candidate is rejected for any role, they will not be able to apply for any other role in the company until the defined cooling-off period is over.

  • After you reject a candidate, the cooling period gets automatically applied to the candidate’s profile. 

View candidates in cooling-off period

To view a candidate who is within the cooling-off period, go to the Candidates tab, search the candidate by their name, or use the Filters: Job > Stage > Rejected.

In the candidate’s record, you will see a tag Cooling-off active along with the duration of the cooling-off period.

Alternatively, go to Jobs and select the job and the candidate who was rejected. On the candidate’s page, you will see the Cooling off active tag.

Note: If you want to reconsider the candidate’s profile for any job, you can remove the cooling-off period for the particular candidate by clicking on the Remove Cool-Off.

Info:

  1. The cooling-off period restriction applies across all channels: Career Page, Agency/Vendor Portal, and Employee Referrals.

  2. Agencies cannot submit candidates who are under a cooling-off period. The system prevents duplicate submissions.

  3. Employees cannot refer candidates who are in a cooling-off period. A message will notify them about the restriction.

Frequently Asked Questions

What is meant by cooling-off period?

A cooling-off period is a minimum waiting time that a candidate must observe before they can reapply for a job at your company. In greytHR Recruit, the cooling-off period applies to those candidates who are rejected for any job.  It helps prevent rejected candidates from reapplying to any role during the defined timeframe.

Why is a cooling-off period useful?

The cooling-off period helps recruiters avoid repeat or premature applications, saves time by reducing pipeline clutter, and ensures candidates reapply only after a meaningful gap.

Who does the cooling-off period apply to in greytHR Recruit?

The cooling-off period applies to candidates who are rejected for any job in the company. During this period, they cannot apply for other roles until the defined timeframe ends.

How do I enable the cooling-off period in greytHR Recruit?

To enable the cooling-off period, on your greytHR Admin portal, hover over the 9 dots and select Recruitment > Settings. 

  1. Under the JOB Setup section, select Preferences. 

  2. Toggle the button for Enable Cooling-off Period, enter the number of days, and click Save.

Is the cooling-off period specific to a job?

No, the cooling-off period is applied at the company level. If a candidate is rejected for any role, they will not be able to apply for any other role in the company until the defined cooling-off period is over.

When does the cooling-off period begin for a candidate?

The cooling-off period is automatically applied to a candidate's profile as soon as they are rejected for a job.

How can I view candidates in the cooling-off period?

To view a candidate who is within the cooling-off period, go to the Candidates tab, search the candidate by their name, or use the Filters: Job > Stage > Rejected.

In the candidate’s record, you will see a tag Cooling-off active along with the duration of the cooling-off period.

Alternatively, go to Jobs and select the job where the candidate was rejected. On the candidate’s page, you will see the Cooling-off active tag.

Can I manually remove the cooling-off period for a specific candidate?

Yes. If you wish to reconsider a candidate for a job before their cooling-off period is over, you can manually remove the restriction. Go to the candidate's record and click on Remove Cool-Off.

Does the cooling-off period apply to all application channels?

Yes, the restriction applies across all channels, including:

  • Career Page

  • Agency/Vendor Portal

  • Employee Referrals

Can an agency submit a candidate who is in a cooling-off period?

No, the system will prevent agencies from submitting candidates who are currently under a cooling-off period to avoid duplicate submissions.

What happens if an employee tries to refer a candidate who is in a cooling-off period?

The system will not allow the referral. The employee will receive a notification informing them about the restriction.

Can different cooling-off periods be set for different job roles or departments?

No. The cooling-off period is defined at the company level and applies across all roles and departments.

What happens if two agencies try to submit the same candidate after the cooling-off period ends?

Once the cooling-off period expires, the system accepts the first valid submission. After that, standard duplicate handling rules will apply to any subsequent submissions.

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