How Refari applications, registrations and referrals appear in Atlas

This article explains what appears in Atlas when someone applies, registers or is referred through your Refari Job Board, the careers page on your website where people can view and apply for jobs. It also explains where to find each record and what your recruitment team needs to do next.

This guide assumes Atlas is already connected and your projects are appearing on your Job Board. For connection, permissions and project publishing instructions, see Connecting and using the Atlas integration ↗.

What to look for in Atlas

Atlas is your applicant tracking system (ATS), where you manage people, projects and applications. In Atlas, the recruitment record is a project, which may also be described as a job or role. This guide uses project for the Atlas record and job or advert for the vacancy on your website. The result depends on the form the person submitted and whether an application included a CV.

A candidate registration is when someone sends their details without applying for a particular job. A referral is a recommendation where someone tells you about a person who may suit a role. The labels Referral from:, Message:, Job:, Ownership Expiration:, Skills: and Cover note shown below are what Refari writes into the Atlas note.

Idea: Search by the submitted email for convenience. Atlas can match an existing person by email, phone or LinkedIn details.

Applications with a CV

An applicant is a person who has submitted an application but has not yet been approved for the Atlas project pipeline. When the Refari application includes a CV, Refari sends the information in this order:

1. Refari downloads the submitted CV and uploads it to Atlas as a resume file.
2. Refari creates an applicant linked to the matching Atlas project using that uploaded file. It sends the person's email address, first name, last name and phone number when provided.
3. If the person supplied a cover note, Refari sends it with the applicant under Cover note for application on YYYY-MM-DD:, followed by their text. If they supplied a LinkedIn profile URL, Refari adds it to the same note.
4. The applicant appears under Sourcing then Applicants, linked to the matching project.

What you need to do: Open Sourcing then Applicants, review and approve the application, then use the matching project's Candidates tab. Until approval, Refari cannot receive a project stage for the person.

Cover letter limitation: A cover note entered as text is sent with the applicant. A separate cover letter file does not reach Atlas when the application also has a CV because this route supports the CV attachment only.

Applications without a CV

Atlas requires a resume file to create an applicant. If your Refari application form allows an application without a CV, Refari uses a different path:

1. Refari reads the matching Atlas project to identify its owner.
2. Refari creates or matches a person using their email address, with phone and LinkedIn details when provided. It also sends their name, current role and employer when supplied.
3. Refari adds that person directly to the project's candidate pipeline.
4. When supplied, a cover note becomes a note on the person and a separate cover letter file is attached to the person.

What you need to do: Open the matching project's Candidates tab and continue your normal Atlas process. This path does not need applicant approval.

Candidate registrations

A candidate registration creates or updates a person in Atlas, not an applicant on a project.

Refari sends the person's name and email, plus their phone, LinkedIn profile, current role, employer, city and country when supplied. Refari records where the candidate came from when it creates a new person. If the registration matches an existing person, Refari does not replace the existing Source while it updates the changeable details.

• When supplied, a CV is uploaded and attached to the person in People. It is attached to the person rather than treated as a project application.
• The registration message becomes a note on the person.
• This Refari connection adds submitted skills to the note under Skills: rather than sending them to a separate Atlas field.

What you need to do: Find the person by their email address, review any attached CV and the note, then follow your team's normal registration or talent pooling process.

Referrals

The referrer is the person making the recommendation. The referral ownership period is the period recorded in Refari for that referral, ending at the ownership expiry shown in the Atlas note.

Refari creates or matches an Atlas person using the referred person's email address, with their phone, LinkedIn profile, name, current role and employer when supplied. For a new person, Refari records Refari Referral as where they came from. Refari does not replace the Source on an existing person.

Refari adds a note to the person. The note contains these labelled lines when the information is available:

• Referral from: the referrer's name and email address.
• Message: the referrer's message.
• Job: the Refari job title and Refari job ID.
• Ownership Expiration: the date and time when the referral ownership period ends.

If the referred person supplied a CV, Refari attaches it to the person in People. The referral does not create an applicant or add the person to an Atlas project pipeline. The job is context in the note, so find the person by email and review the note.

Referral attribution and rewards stay in Refari. Atlas receives the person, a CV when supplied, and the referral context for recruitment work. Continue to use Refari to see who made the referral, track ownership and manage any reward.

Existing people, source and repeat applications

For the paths that create a person in People, Atlas can match email, phone or LinkedIn details. When Atlas finds a match, Refari uses that person instead of creating another one.

Refari sets Source only when it creates a new person. It does not replace the Source on an existing person. Later information, such as a cover note, registration message or referral context, is added as a note on the person. A repeat registration can also refresh the person's changeable contact and profile details without changing their Source.

A CV application is different because it creates a project applicant from the uploaded resume rather than creating or matching a person first. On Refari's CV/resume applicant route, each genuinely new submission creates a new applicant even when the email has appeared before. This lets Atlas retain each genuine application. If the same Refari submission is accidentally delivered again, Refari's duplicate protection stops the replay.

How duplicate protection works

Refari records successful and in-progress deliveries before sending the same submission again:

• An application replay is recognised by its Refari application ID.
• A registration replay is recognised by its Refari registration ID.
• A referral replay is recognised by the candidate, referrer's email and job together. A referral from a different person or for another job is treated as new information.

This prevents a retry from adding a second applicant, CV or note. It does not block a genuinely new application, registration or referral.

Stage and status updates back to Refari

Refari checks Atlas candidate changes every 10 minutes. Connected companies are staggered by up to about 2 minutes, so allow about 10 to 12 minutes for a change to appear.

• The Atlas project stage becomes the status recorded against the application in Refari.
• If Atlas reports a rejection, Refari records Rejected.
• If a candidate row has no stage name but does have a status name, Refari uses that status name.
• If the value has not changed, Refari leaves the existing status as it is.

Applicants do not send a stage back before approval. Approve the application under Sourcing then Applicants. Once the person appears in the project's Candidates tab, later stage changes can flow to Refari.

Test the candidate flow

1. Choose a public project already visible on your Refari Job Board.
2. Submit an application with a CV using a personal email address that is not already in Atlas.
3. Open Sourcing then Applicants and confirm that the applicant appears with the submitted CV and details.
4. Approve the application, open the project's Candidates tab, move the candidate to another project stage, then allow 10 to 12 minutes for Refari to receive the change.
5. If you also test an application without a CV, a registration or a referral, use a different personal email address for each test candidate.

Do not use a recruiter's work email address for testing. It may already belong to an Atlas user or recruiter record and can make a healthy candidate flow look broken. Use a personal address and a different address for every test candidate.

If something does not look right

Contact Refari Support through support.refari.co and include the candidate's email address, the job, and roughly when they applied, registered or were referred.

Final Notes

Use Atlas for recruitment activity and project stages, and use Refari for the original submission, referral attribution and rewards. If you contact Refari Support, include the person's email address, Atlas project title where relevant, submission type, and approximate submission or stage-change time.

Other articles you might be interested in:  Connecting and using the Atlas integration  |  How to Re-send Applications or Registrations to Your Applicant Tracking System