Prevent duplicate applications with email verification

Enable email verification on a job to stop the same candidate from creating multiple application records. When this is turned on, candidates must verify their email address before they can start the application, and the system reuses an existing application if the same email is already associated with the job in an invited or scheduled state.

Prerequisites

Email must be a required field on the job. The verification toggle is only available when email collection is mandatory.

Enable email verification

1. Open the job editor and go to the Additional settings step.

2. Check the box labeled Ask candidates to verify their email address before applying.

3. Save the job.

If email is not already required, the helper text Email collection is mandatory to enable email verification. will show, and you must first make email a required field.

How it prevents duplicates

When a candidate submits the initial form with their email, the system checks whether an application for that job and email already exists in one of these statuses:

• Invited

• Scheduled

• EmailSent

If a match is found, the existing application is reused instead of creating a new one. This keeps your Applications list clean and avoids duplicate records from the same candidate.

What candidates see

After submitting their email, candidates see a generic confirmation message on the application page that an email has been sent. The wording is intentionally broad so it works across different flows and languages. The email they receive contains the verification link they need to proceed.

Customize the verification email

The email sent to candidates uses the Invite or verify applicants template. You can customize this message in your job or organization email settings. The template description is Send an email and/or SMS to invite or verify applicant email.