Product Updates
If you have any suggestions then please send us a message here - we love to hear your ideas!
Fri 18 Sep 2026
Highlighting Internal Applicants
When one of your own people applies for a vacancy, you want to know about it. An internal applicant deserves a different conversation to someone applying cold, and their current manager usually needs a heads-up too.
All Jobs Pro handles this for you, we ask every applicant whether they already work for you, flag the ones who do, and bring them to your hiring manager's attention in the ATS.
Why it matters
Two things can go wrong when an existing employee applies:
- They get lost in the pile and are treated like any other candidate, which is a poor experience for a valued existing member of your team.
- They apply without telling their line manager, and the first the manager hears of it is through the grapevine.
The internal applicant module prevents both scenarios. Your hiring team sees at a glance who is internal, and the applicant is gently reminded to speak to their manager before they go any further.
What the candidate sees
Every application starts with a simple question: do you currently work here?
If they do, they click the button and confirm.
They then see a friendly nudge to speak to their line manager before they apply, with the option to correct their answer if they clicked it by mistake.
How internal applicants show up in your ATS
Internal applicants are flagged to you with an easy to see red badge.
Internal applicants are left out of bulk messages and bulk rejections, so they can never be swept up in a standard reply by accident. Hover over the badge and the ATS explains why, and shows how to write to them.
If an internal applicant is not right for the role, you can let them with a personal message or a quick phone call.
Optional - Give someone a head's up straight away
You may want to nominate someone in the HR team to be notified about every internal application.
You can switch this on for any of your users. Go to Admin > Users, and click Edit next to the person. Click "Email this user when an internal candidate applies" and Save.
From then on that person gets an email each time an internal candidate applies to any of your jobs, even ones they are not a contact for.
The subject line starts with INTERNAL APPLICANT, so it stands out in a busy inbox.
Why this is worth doing
How you treat your own people when they apply says a lot about you as an employer. Someone who puts themselves forward for a new role and hears nothing, or gets the same standard rejection as a stranger, remembers it. So do the colleagues they tell.
Handled well, an internal application is good news whatever the outcome. The person feels noticed, their manager is kept in the loop, and they get a straight answer from someone who knows them. People who are treated like that tend to stay, and they tend to recommend you to others.
Link to send this to a colleage :
Highlighting Internal Applicants
Document Storage and Backup
Candidates and employees hand over some of their most sensitive documents - signed contracts, right-to-work papers and personnel forms. You need to know they are kept safe, secure and in line with GDPR. Here's how All Jobs Pro looks after them.
Backed up to Amazon Web Services
Your documents are stored and backed up on Amazon Web Services (AWS), the same platform used by banks, governments and the NHS. AWS is independently audited and holds the security certifications you would want to see:
- SOC 2 - covering security, availability and confidentiality
- ISO 27001 - the international standard for managing information security
- Physical security, round-the-clock monitoring and multiple backups, all built in
Encrypted at rest
Your documents are encrypted at rest, using AES-256 encryption. If anyone were to somehow get hold of a raw file, it would be completely unreadable without the key (which, if you're interested, is itself encrypted and kept well away from the documents themselves).
UK-based and GDPR compliant
All of our servers are based in the UK and we store your documents in line with GDPR. Your candidates' and employees' data stays in this country, handled under UK data protection law.
Bring your own bucket
Want to back up the backups? You're welcome to "bring your own bucket".
For those who spend more time talking to humans than computers - here's what "bring your own bucket" means. A "bucket" is a term for a secure online container that documents are stored in. Normally, we keep your documents in our bucket. With bring your own bucket, we keep our copy and also drop an identical second copy into a bucket that belongs to and is controlled only by you.
So every backup is duplicated:
- One copy goes to our secure system as per usual.
- A second, identical copy goes to another storage location of your choosing.
- You would grant us permission to store files, but not to delete or edit them.
That second system could be Microsoft Azure if your organisation runs on Microsoft, or your own Amazon S3 (Simple Storage Service) if you're also on AWS. Either way, you always have your own copy of every document, in a system under your absolute control.
And / or simply download a zip
And if you want a belt-and-braces copy you can keep yourself, you don't need a cloud account at all. At any time you can download a single zip file containing all the pertinent onboarding documents to store in line with your IT Policy.
Whichever options you choose - your candidates' and employees' documents are backed up, encrypted and stored safely in the UK.
Link to send this to a colleage :
Document Storage and Backup
Introducing Soft Mode
We're pleased to announce Soft Mode: a gentler, more relaxed take on the ATS (which also happens to match our new Onboarding System - more on that soon). We've toned down the brighter, bolder colours into a softer palette - the same familiar screens, just easier on the eye for those long days.
How to switch themes?
Click More in the top right of the screen to open the menu, then look for the Theme section. Pick whichever suits you:
- Soft mode - our new, gentler palette (and the new default)
- Bright mode - the classic, original look, if you like things crisp and bold
- Dark mode - sleek and easy on the eyes, day or night
Why the choice?
- Soft on the eyes for those longer days
- Bright when you want everything to pop
- Dark for working late (hopefully not too often!)
All Jobs Pro - your ATS, your way. Please do keep the suggestions coming...
Link to send this to a colleage :
Introducing Soft Mode
Don't block problem applicants. Flag them
It's an understandable response, but blocking comes with a few problems. Practically, a determined individual can simply apply from a different email address. There's also the question of what happens if a candidate realises they've been blocked and comes back demanding an explanation. That's a distraction nobody wants to have.
Furthermore, automatically preventing someone from applying could put you in breach of Article 22 of GDPR, which protects individuals from significant decisions made solely by automated means. Blocking someone from a job opportunity almost certainly qualifies.
All Jobs Pro solves this with Alert Notes; so you can Flag problem candidates across every application - past, present and future..
All Jobs Pro lets you add two types of notes to a candidate's profile: Regular Notes and Alert Notes.Regular Notes are straightforward - they appear only on the specific application you're working on eg "Need to reschedule interview" or "Called in to update references".
Alert Notes appear by all applications this candidate makes (past, present and future) eg "Works for our competitor" or "Sent abusive message to team member, treat with caution".
A Note on GDPR
Alert Notes are personal data, and your team should treat them as such. Keep notes factual and specific. For example, "sent offensive email to team member on [date], reported to HR" rather than anything vague or opinion based. Candidates have the right to request all data held about them, which includes any notes on their profile.Good practice: When adding an Alert Note, stick to the facts. Avoid subjective language, and only record what's necessary. If you're unsure what's appropriate to document, speak to your data protection lead before adding a note.All Jobs Pro also helps here too; if an Alert Note is old, the system will display a reminder that the situation may have changed since the note was written. It's a small but important nudge to review the flag with fresh eyes rather than act on outdated information.
How to Flag a candidate with an Alert note
- View the candidate's profile and click the Make a Note button.
- Select Alert Note from the note type options.
- Write your note, then save.
- Please consider the note on Good practice (above)
That's it. The alert will now appear prominently on the candidate's profile, visible to your whole team, on every application they submit.
Link to send this to a colleage :
Don't block problem applicants. Flag them
Rejection emails aren’t just admin
However, rejection messaging can trigger challenging responses on occasion, bringing sensitive communication considerations into play.
All Jobs Pro offers a suite of thoughtfully crafted tools to help you communicate outcomes professionally, while protecting your people, your brand and your process.
The right words for the right context
A candidate who attended two rounds of interviews deserves different wording to one who applied yesterday and doesn't seem to have read the job advert.All Jobs Pro offers thoughtfully worded (editable) templates tailored to each stage:
Option to send from The Careers Team
Not everyone wants their name attached to 80 "regret" emails. All Jobs Pro lets you send from your organisation's careers email address instead, with the signature updating automatically.
A small detail that can make a meaningful difference especially on a high-volume role.Not enough hours in the day? We've got you.
When you are moving at pace, rejection admin can slip. Simply mark a candidate as "To Reject" and All Jobs Pro handles everything else.
The rejection email is sent automatically a few working days later, professionally worded, appropriately timed and with full visibility before anything goes out. 
Considered communication, without the overhead.
Your candidates deserve a considered outcome. Your team deserves a process that makes that easy. All Jobs Pro delivers both.
Link to send this to a colleage :
Rejection emails aren’t just admin
Interview Location Organiser
The Location Organiser in All Jobs Pro helps ensure candidates always go to the right place, without recruiters and managers needing to manually type or copy-paste addresses.
Easier with the Location Organiser
- No one needs to remember or retype addresses
- The risk of sending incorrect or outdated locations is removed
- Optionally a map or directions document can also be automatically added
At a glance
- All interview locations are stored centrally within All Jobs Pro.
- When inviting a candidate to in-person interview, simply:
- Choose the interview location from the dropdown list
- The full address is added into the invite message
- No manual typing / copy pasting is required.
Managing Your Locations
Interview locations are administered in Admin > Departments & Locations.
Link to send this to a colleage :
Interview Location Organiser
When a candidate asks for their data to be deleted during recruitment
Occasionally a candidate may ask for their application data to be deleted before or shortly after your recruitment process has concluded.
Everyone wants to be sympathetic to any candidate request for deletion and to comply with GDPR but on the other hand - one does need to keep the records that would be needed to defend a hiring decision, should a candidate ever claim they were treated unfairly.
TL;DR - candidates can request their data be deleted and All Jobs Pro complies with that request *once the 6 month period has passed* and in the interim their application data is hidden from view in the ATS.
Privacy Policy all candidates have to confirm they read and agree to
When registering and/or applying for jobs on an All Jobs Pro powered careers portal, candidates are asked to read and agree to our privacy policy (click to view this in a new window).
In the When you apply for a job with one of our Customers through our Website > How long will this data be retained? section it says :
“If your job application is not successful your job application information will continue to be available to our Customer for 6 months so that in the event that you were to make a claim regarding your job application then our Customer can make reference to your application in any resultant tribunal.
After 6 months your job application data will be deleted (unless you have requested we continue to process your data in relation to another of the recruitment Services we offer - for example if you want us to continue to notify you about further job vacancies that arise or you have opted in to be included in our Customer's Talent Pool).”
According to the Information Commissioner's Office (ICO) organisations are permitted to retain data "When keeping your data is necessary for establishing, exercising or defending legal claims". See the "When can the organisation say no?" section here.
This is important so that the organisation is able to:
- Respond to questions or complaints about a hiring decision
- Defend a potential discrimination or unfair treatment claim
- Evidence that decisions were based on role-related criteria
- Demonstrate that recruitment decisions were fair, objective, and non-discriminatory
Because Employment Tribunal claims (and internal grievances) can arise weeks or months after a decision, immediate deletion could place employers at an unreasonable legal risk.
Why All Jobs Pro uses a 6 month retention period
In accordance with our privacy policy that candidates are asked to read and agree to when they register / apply for a job on our platform, All Jobs Pro retains job application data for six months following a job application.
After this period, data is automatically deleted or anonymised unless there is a lawful reason to retain it for longer (for example if you notify us of an unresolved complaint or claim) or if the candidate has opted in to one of our ongoing services (such as Job Alerts or Talent Pool).
All Jobs Pro's email templates make responding to requests for deletion easy.
All Jobs Pro's candidate communications module has a message template for this eventuality - access it in the Other email options section
Select the Candidate asked for their data to be deleted option
This sends a message to the candidate with a link so they can easily access the My Data page.
What All Jobs Pro does when a candidate follows the delete procedure before the 6 months retention period has expired?
The candidate's application information in the ATS is immediately hidden from view and put into "do not contact" mode, their data is not deleted initially so that in the event a need for you to defend a legal claim were to arise, it would then be available to you (by contacting All Jobs Pro). Once the six month period has passed their data is of course deleted per their request.
Key takeaways for employers
- You are not breaching GDPR by retaining recruitment data for a reasonable, stated period
- Immediate deletion is not required where legitimate interests apply
- Clear record keeping of objective decision-making are recommended
- Candidates gave their consent for their data to be stored for six months at the point they applied for the job
- Candidates can control their data via the My Details > My Data menu (inside your All Jobs Pro powered careers portal where they applied for the job)
All Jobs Pro is designed to support fair data processing, to inform candidates fairly and protect our clients from legal unnecessary risk. If you have any feedback on our approach please do let us know - we're always listening.
Link to send this to a colleage :
When a candidate asks for their data to be deleted during recruitment
Post your academia roles on Jobs.ac
Trusted by universities, colleges, research institutes and public-sector organisations across the UK, the site attracts people who are actively looking for meaningful, career-advancing roles - not casual browsers.
Why jobs.ac.uk?
- A large, specialist audience of academics, researchers, technical staff and professional-services candidates
- Strong brand recognition across the higher-education and research sectors
- High engagement from job-seekers looking for roles with purpose
A great fit for SMEs
You don’t need a university-sized budget. With clear product tiers and strong sector targeting, jobs.ac.uk gives SME employers access to highly relevant candidates without unnecessary spend or noise.How we help
If you'd like your vacancy advertised on jobs.ac.uk, just let your All Jobs Pro Account Manager know and we will:
- Set everything up for you
- Track performance and keep your hiring process running smoothly through your ATS
- All applications flow straight into your All Jobs Pro dashboard - alongside your other candidates - so your hiring process stays simple and in one place
Link to send this to a colleage :
Post your academia roles on Jobs.ac
Post your arts roles on Arts Professional
Whether you’re recruiting for a Theatre Manager, Development Officer, Producer or Creative Director, your role will be seen by thousands of engaged, experienced candidates who are already immersed in the sector.
Arts Professional readers don't just browse jobs - they understand the landscape and the challenges, making them especially valuable applicants.
Arts Professional readers work in cultural venues, companies, institutions and organisations connected with the arts and cultural sector. This includes theatre, visual arts, dance, digital art, heritage, music, literature and many other artforms.Some work for local authorities, funding and policy making bodies, sector support, trade or membership organisations, community arts charities, education providers, development agencies or consultancies and service providers.
Others are trustees, freelance arts professionals or creative practitioners. Many have more than one role in the sector.
Why Arts Professional?ArtsProfessional is trusted by:
- Theatres, museums, galleries, and touring companies
- Local authorities and funding bodies
- Education providers and development agencies
- Freelancers, creative practitioners, and trustees
Vacancies are shared via:
- 40,000+ direct email subscribers
- 100,000+ weekly social reach
Link to send this to a colleage :
Post your arts roles on Arts Professional
Automatic Teams Meetings for Interviews
When a candidate books their interview slot, All Jobs Pro automatically creates a Teams Meeting and emails the link to both the candidate and the interview panel. No need to manually set up the meeting / send links - it's all handled seamlessly in the background.
How it works
Ask All Jobs Pro support to activate the Teams Meetings option for your company's account, this will give you the option to invite candidates for a "Teams Interview"
- When a candidate books their Teams Interview slot via All Jobs Pro
- A Microsoft Teams Meeting is created for that date and time
- The meeting link is emailed to the candidate and all members of the interview panel
- There is no lobby for this Teams Meeting - as attendees arrive they are automatically admitted to the meeting
So far candidate feedback has been super positive!
This add on feature is free to try and all feedback is welcomed. We hope you find it helpful.
Link to send this to a colleage :
Automatic Teams Meetings for Interviews