1. Employment Hero Help Centre (AU)
  2. HR Web Platform
  3. Recruitment
  4. Smart Match
  5. Management

Managing your SmartMatch candidates via the HR platform

James Nixon
Updated
EH Content Team

A recruitment module helps companies organise candidates for hiring and recruitment purposes. The SmartMatch feature in our Recruitment module will provide you with a list of possible candidates that match one of your currently offered roles. For example, if you are in the employee file and need a new product engineer, you can use our SmartMatch feature to view a list of possible available candidates. 

Important

SmartMatch is currently available with ‌your paid HR subscription on a pre-release trial. We do not currently charge you to see candidate recommendations or hire any of the recommended candidates. We are working hard to improve the effectiveness of SmartMatch with the aim of making it the best way to find talent. Further details regarding the full release of SmartMatch will be announced soon. For People Managers and Hiring Managers, please see the Further Information section at the end of this article to learn more about your user access.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Add an individual candidate match to your talent pool
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the profile of the candidate you want to add to your talent pool.
  5. Click the   button.
  6. Click the Add to Talent Pool button.
Add candidate matches in bulk to your talent pool
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Select the candidate matches to add to your talent pool.
  5. Click the Bulk Actions button.
  6. Click the Add to Talent Pool button.
  7. Click the Add button.
Add a candidate to an active job listing
  1. Click the   Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the required job title.
  5. Click the Talent Recommendations button beside the job title. add to live job1.jpg
  6. Click the   button of the candidate you want to add to the live job. add to live job2 (1).jpg
Connect with a candidate match
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the Start Recruitment button.
  5. Click the Connect with Candidate button.
  6. Click the Let’s Go button.
  7. Edit the highlighted information in the pre-populated e-mail template:
    • The candidate's name.
    • Your name.
    • Your organisation's name.
    • The job title.

    Helpful Hint

    In addition to the highlighted information, you can edit the other contents of the email template to suit your organisation.

  8. Click the Send Email button.

Daily activities

Sort saved candidates
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the Sort By button and choose from the following:
    • Name (ascending).
    • Name (descending).
    • Experience (ascending).
    • Experience (decescening).
Filter saved candidates
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the Filter By button.
  5. In the Job Titles field to select the required job title.
  6. In the Added By field, select the member who saved the candidate.
  7. Click the Apply button.
Find a candidate match from the personnel file
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match found.
  4. Click the Talent Recommendations button.
    recruit from personnel1.jpg
  5. Click the   button.

    Helpful Hint

    Click the   button to view the candidate's matches swag jobs profile. Also, you can use the Rate These Suggestions button to let us know how you found these matches.

    recruit from personnel2.jpg
Message your saved candidate match
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the profile of the candidate you want to message.
  5. Click the   button
    screenshot of the smartmatch candidate screen, with a highlight on the messaging button
  6. Type a message to the candidate.
  7. Click the Send Message button.

    Helpful Hint

    You will receive an email notification when the candidate replies. You will be able to see your past messages with the candidate. However, the conversation history will be archived if the jobs get closed or the candidate is moved out of the hiring process.

    screenshot of the messaging screen, with a highlight on the message box and the send message button

Message a candidate on the SmartMatch landing page
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the SmartMatch tab.
  4. Click the Talent Recommendations button.
    screenshot of the smartmatch landing page, with a highlight on the talent recommendations button
  5. Click the   button for the candidate you want to message.
    screenshot of the smartmatch panel, with a highlight on the message icon for one candidate
  6. Type a message to the candidate.
  7. Click the Send Message button.

    Helpful Hint

    You will receive an email notification when the candidate replies.

    screenshot of the messaging panel, with a highlight on the textbox and send message button
Message a candidate through the personnel file
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match found.
  4. Click the Talent Recommendations button.
    screenshot of the employee profile, with a highlight on the talent recommendations button
  5. Click the   button for the candidate you want to message.
    screenshot of the smartmatch panel, with a highlight on the message button for one candidate
  6. Type a message to the candidate.
  7. Click the Send Message button.

    Helpful Hint

    You will receive an email notification when the candidate replies.

    screenshot of the messaging panel, with a highlight on the textbox and send message button

Recruit a candidate from the personnel file
  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match found.
  4. Click the Talent Recommendations button. recruit from personnel1.jpg
  5. Click the   button of the candidate you want to recruit. recruit from personnel2.jpg
  6. Click the Start Recruiting button. recruiting from personnel3.jpg
Shortlist a candidate to an existing job
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the Start recruitment button.
  5. Click the Shortlist to Existing Job button.
  6. Click the Select Job field.
  7. Select the job that needs a candidateshortlisted.
  8. Click the Save button. 
Save SmartMatch candidate recommended to an active job listing
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the required job title.
  5. Click the Talent Recommendations button beside the job title. add to live job1.jpg
  6. Click the  button for the candidate you want to add to your saved list. save.jpg
View your saved candidate matches
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.

    Helpful Hint

    You will now see your saved candidate matches on your screen.

Deleting data

Delete an individual candidate from the saved list
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. Click the profile of the candidate you want to delete.
  5. Click the   button.
  6. Click the Delete Candidate button.
  7. Click the Delete button.
Delete candidates in bulk from your saved list
  1. Click the   Recruitment menu.
  2. Click the SmartMatch submenu.
  3. Click the Saved Candidates tab.
  4. To select candidates to delete, you can:
    • Select the box next to each candidate you want to delete; or
    • Click the Select All button.
  5. Click the Bulk Actions button.
  6. Click the Delete Candidates button.
  7. Click the Delete button.

Further information

What other areas on the platform can I find a candidate's match?

We have the feature enabled ‌by default in the employee file for admins, owners, and hiring managers who have access to the Recruitment module. We have it disabled by default for the Contractor File feature, the 1:1s feature, and the Performance Reviews feature, but you can turn it on via the Recruitment Settings page.

What can people managers do with SmartMatch?
If you are a People Manager, you can:
  • See talent recommendations via SmartMatch in all locations where SmartMatch is available for employees/roles that exist below you in the organisational chart.
  • Save SmartMatch recommendations into the Saved Candidates list.
  • View the Saved Candidates list, which will ONLY show candidates that you have saved.
  • Shortlist the saved candidate to a job in the platform. You will only have access to jobs that you have created via SmartMatch. You will not be able to see other job listings that have been created.
  • Access the Recruitment Settings page to turn off SmartMatch for yourself in the different locations where SmartMatch appears.
What areas can hiring managers use the SmartMatch feature?

Users listed as hiring managers can only see SmartMatch candidates when looking at the job listings they have access to. Hiring managers will not be able to:

  • See talent recommendations across the platform outside Recruitment; and
  • Access the Saved Candidates page.

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