Viewing Manager Process

This user guide explains the accessibility for the Viewing Manager role. This user only has "viewing" privileges and does not have the ability to communicate with applicants, change statuses, etc. Viewing Managers can only print and view applications and other application-specific data.  Admin users can also grant access to Viewing Managers to make notes and spotlight applicants (recommended). Viewing Managers may also be granted access to view other information from optional features and integrations like Requisitions, Background Checks and more. 


Home Page

You will be taken directly to your default homepage. Select the different icons across the top and in the Gear icon to navigate through the PrevueAPS system.




In this section, depending on your user profile, you can search for applicants using the All Applicants tab or the Applicants by Job tab.  Use the drop-downs to filter which applicants you view or to determine how applicants are sorted. You can change any filter criteria and click Filter to update the results. Active, qualified Applicants for the last 90 days will show by default. By clicking the Show Sent Emails box, you can view which email templates have been sent to the applicants displayed.


Using the Applicants by Job tab allows you to review applicants by Job. Click View to open a dashboard for a specific job. Check the Show Conversion Data box to display conversion percentages for each job. 


Click the Job Title or click the View button to the left of the job listing to view applicants. Use the drop-down options to filter which applicants you view or to determine how applicants are sorted.


Click Action>View to go into an individual applicant record.
1. Applicant Filter:
Use this section to filter results, similar to filtering on the main applicant pages. Adjust the filters and click the Filter button.
2. Applicant Profile Information:
This section shows the applicant's contact information. 
If enabled, view the average star rating for the applicant.
3. Application Information:
This area will look different, depending on the features enabled on your account.
Click on the tabs and labels to navigate through the application information.
If any integrations are enabled on your account, you will be able to click on the tabs and view information about background checks, assessments, onboarding, etc.
4. Action Buttons:
When viewing the application, you will find buttons at the upper right to do different tasks.
  • Add Note: Add a note on the application. You may also add a score for the applicant.
  • Print: Print the application.
  • Action: Includes a variety of other actions you can do with the application record, some features are optional.
5. Application Status:
You can view the assigned status for this applicant. 
6. Application Tags:
Application tags are a way to quickly see pertinent information about an application at a glance. Tags appear as colored bubbles and include Notes, Messages, specific Integrations, completing an App Invite, etc.
7. Timeline:
This area tracks any changes to the application, including notes, actions and emails/texts sent. There are 3 different views of Timeline/Other Applications. An Admin user can contact the Support Team to change the view for all users in the organization. 
8. Other Applications:
This area displays any other applications this candidate has submitted.
9. Help Center:

There are 3 different ways to use the Help Center to quickly find answers to your questions.

  • Need Help?: Begin typing any word or phrase to search our entire Help Center.
  • Common Questions: Click this button to see a filtered list of commonly searched articles based on the page you're on.
  • Featured Articles: Click any of the featured article buttons to see the most commonly searched articles based on the page you're on and your user type.

Link to Job Info

An arrow icon is displayed next to the Job Title within the application record. This enables you to quickly access details from the Job Listing and Requisition (if applicable).
Hover over the arrow icon to see basic details from the Job Listing.
Click the arrow icon to open a separate preview page with the Career Site Description and Job Details.
If the job listing is linked to a Requisition, an additional section called Job Requisition Details section is also displayed.


In this section, you are able to view the job listings in your assigned department(s).

Click on the gray Action button to the left of the Job Title and select Action>View to open the job description that applicants see when applying for jobs. You can also use the Action button to the left of the job listing to View Applicants or to run Source, Status or Job Questions Reports.  Use the drop-downs to filter which applicants you view or to determine how applicants are sorted. 


Click on the All Applicants tab to view a list of all applicants for all of the job postings in your assigned department(s). Use the drop-downs to filter which applicants you can view, click the refresh button to view these applicants.


My Account

In this section, you are able to view and edit your account information.  If you would like to update/change your username and/or password for the PrevueAPS system you can type in the new username/password in the directed field(s) and then click on Save Changes.

You can also set your default landing page/s in this area. For more information, review the Editing My Account/Profile user guide.


My Spotlights (optional)

The Lightbulb icon will show any applicants that have been spotlighted for you by other users in your organization.  You can view active and/or inactive spotlights by clicking the arrow next to Active.  Click on each listed applicant to open their application. (If you do not have Spotlights turned on, but would like to try using them, contact your Admin and they can request that feature be turned on.) 


Communication Inbox

Review the Communication Inbox user guide or video for information on this feature.


Requisitions (optional) 

If you have Requisitions enabled on your account, refer to the Creating Requisitions user guide for additional information.


Common Questions

Can Viewing Managers change statuses?

No. Viewing Managers by definition, have "view-only" access to the applications. In general, they cannot make any changes to an application.

Can Viewing Managers add notes?

Yes; this option can be toggled on for any user, including Viewing Managers.

Why would I make a user a Viewing Manager?

If you wanted to make a user who can see applications, but cannot make any changes to those applications, you would create them as a Viewing Manager. Viewing Managers still have access based on department or job listing and will be able to check progress on applicants without making changes to them.

Can Viewing Managers send assessments to applicants?

At this time Viewing Managers do not have access to send Selective Hiring Assessments, although, you can allow them to view assessment results.