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Candidate pool management

Updated

Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Standard, Premium, Platinum Available for the following user access levels: Admin

The Candidate Pool feature within the Recruitment module allows you to see all the people who have applied for your open roles, with the ability to filter this list by status and/or name. You can also use this feature to view the candidates profile and see details such as their phone number and resume and copy a candidate over to a different role.

Getting started

Add a new candidate
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 
  5. Click the   New Candidate button.
    Role_7.jpg 
  6. Complete the following fields:
    • Email.
    • First name.
    • Last name.
    • Phone number.
    • Attachments.
    • Source:
      • Manual entry.
      • Referral:
        • Referrer first name.
        • Referrer last name.
        • Referrer work email.
  7. Click the Create button.
    Pool_5.jpg 
Add a comment
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 

  5. Write the required comment and click the   button.

    Helpful Hint

    Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.

    Role_9.jpg 

Add a custom tag

Helpful Hint

Only users on our platinum plan can use this feature. 

  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 
  5. Write the required tag in the Tags field and click the Create button.
    Tag_1.jpg 

Daily activity

View candidate profile
  1. Click the  Recruitment menu.
  2. Click the Recruitment sub-menu tab.
  3. Click the Candidates button.
    Screenshot of recruitment page with candidates button highlighted
  4. Click on the candidate's name that you would like to view.
    Screenshot of recruitment page with a candidate highlighted
  5. Their profile will display.
  6. To see their answers to any screening questions, click Screening answers.
    Screenshot of a candidate page with screening questions highlighted

  7. To see their uploaded documents, click Document preview.
     

    Important

    Currently, the Document preview feature only allows you to view PDFs. You can view other file types by clicking the Download hyperlink that appears.

    Screenshot of a candidate page with document preview highlighted

    Helpful Hint

    If there are multiple documents uploaded, you can move between these using the Next and Previous buttons.

    Screenshot of document preview with Previous and Next buttons highlighted

Filter displayed candidates
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.

  3. You can refine the displayed roles by either:

    • Using the following filters to change the displayed roles:
      • Status:
        • Show all.
        • Open roles.
        • Closed roles.
      • Disqualification reason:
        • Duplicate.
        • Location.
        • Work rights.
        • Salary expectations.
        • Lacking skills/qualifications.
        • Cultural fit.
        • Preferred another candidate.
        • Spam.
        • Offer rejected.
        • Unavailable.
        • Uninterested.
        • Screening answers.
        • Overqualified.
        • Blocked.
        • Unknown.
      • Tags.
    • Using the Search field to find a specific candidate.

    Pool_3.jpg 

Onboard a candidate

Important

You can only onboard a candidate once you have moved them to the hired stage.

  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 

  5. Click the Onboard button.

    Helpful Hint

    Once you click the Onboard button, the platform will re-direct you to the Employee Onboarding feature. To read further information on this feature, refer to the following article.

    Role_16.jpg 

Move a candidate to the next stage
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 
  5. Click the Move To   button.
  6. Click on the stage where you need to move your candidate.
    Role_14.jpg 
  7. Click the Continue button.
    Role_15.jpg 

Editing data

Copy a candidate
 

Important

Copying a candidate does not remove them from whichever job/stage/talent pool they’re currently in.

  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Move to job button.
    Candidates recruitment move to job highlighted 
  5. Select the required role.
  6. Select the status of the role. You can choose from:
    • New.
    • Hired.
    • In review.
    • Phone screen.
    • Assessment.
    • Interview.
    • Background check.
    • Offered.
  7. Click the Save button.
    Move candidate with Save highlighted 
Edit a comment
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 
  5. Click the   button.
  6. Click the  Edit button.Role_20.jpg

  7. Make the required changes and click the Save button.

    Helpful Hint

    Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.

    Role_21.jpg 

Removing data

Delete a comment
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Open Candidate Profile button.
    Pool_1.jpg 
  5. Click the   button.
  6. Click the   Delete button. 
    Role_25.jpg 
  7. Click the Delete button.
    Role_26.jpg 
Delete a candidate
  1. Click the  Recruitment menu.
  2. Click the Candidates tab.
  3. Click the  button.
  4. Click the Delete the Candidate button.
    Delete_1.jpg 
  5. Click the Delete button.
    Delete_2.jpg 

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