Who Is an Applicant?
An applicant is any individual who has formally submitted an application — a resume, cover letter, or completed application form — for a specific open job position, regardless of whether they meet the minimum qualifications for that role.
Applicant vs Candidate — What's the Difference?
An applicant becomes a 'candidate' only after being screened and deemed to meet the basic qualifications for the role, moving forward in the hiring process. Not every applicant becomes a candidate.
Why This Distinction Matters for Compliance & Reporting
- Global MNCs with international reporting obligations often track 'applicant flow' — the funnel from applicant to candidate to interview to offer — for diversity and equal-opportunity reporting.
- It also underpins key TA metrics like Application Completion Rate and the Applicant-to-Hire Ratio, used to evaluate sourcing channel effectiveness.
The Applicant Journey (Funnel Stages)
- 1Sourced/Applied
- 2Screened
- 3Shortlisted (becomes a 'candidate')
- 4Interviewed
- 5Offered
- 6Hired
How HR Software Helps
An Applicant Tracking System (ATS) automatically captures, tags, and moves applicants through funnel stages, generating conversion analytics that HR can use to optimize job postings and sourcing spend.
See how Trilliant Software automates this →Applicant: Frequently Asked Questions
Do all applicants need to be responded to?
What is an 'applicant flow log'?
This glossary entry is for general information and reflects common HR practice in India at the time of writing. Statutory thresholds, rates and deadlines change — verify against the latest official notifications or consult a qualified legal or tax advisor before acting.