How to manage your saved SmartMatch candidates via the HR platform

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 need a new product engineer, you can use our SmartMatch feature to view a list of available candidates.

On the Saved Candidates screen, you can view, connect with, message, shortlist, and delete your saved candidates. You can also add them to your talent pool.

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 refer to this article to learn more about your user access: SmartMatch questions answered via the HR platform.

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 a saved candidate to your talent pool: Individually
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to add to your talent pool.
  4. Click the Actions button.
  5. Click the Add to talent pool button.
    screenshot of the candidate profile, highlighting the actions and add to talent pool buttons
  6. Click the Add button.
    screenshot of the add candidate to talent pool popup, highlighting the add button
Add saved candidates to your talent pool: In bulk
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. To select candidates to add to your talent pool, you can:
    • Click the box next to each candidate you want to add; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Add to talent pool button.
    screenshot of the smartmatch tab, highlighting the bulk actions and add to talent pool buttons
  6. Click the Add button.
    screenshot of the add candidates to talent pool popup, highlighting the add button
Shortlist a saved candidate to an existing job: Individually
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to add to shortlist.
  4. Click the Actions button.
  5. Click the Shortlist to existing job button.
    screenshot of the candidate profile, highlighting the actions and shortlist to existing job buttons
  6. Click the Select job field.
  7. Select the job that needs a candidate shortlisted.
  8. Click the Save button.
    screenshot of the shortlist to job popup, highlighting the job field and save buttons
Shortlist saved candidates to an existing job: In bulk
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. To select candidates to shortlist, you can:
    • Click the box next to each candidate you want to shortlist; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Shortlist to existing job button.
    screenshot of the smartmatch tab, highlighting the bulk actions and shortlist to existing job button
  6. Click the Select job field.
  7. Select the job that needs candidates shortlisted.
  8. Click the Save button.
    screenshot of the shortlist to existing job popup, highlighting the job field and save button
Connect with a saved SmartMatch candidate: Individually
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to connect with.
  4. Click the Actions button.
  5. Click the Connect with candidate button.
    screenshot of the candidate profile, highlighting the actions and connect with candidate buttons
  6. Click the Let’s go! button.
    screenshot of the make a good first impression popup, highlighting the let's go button
  7. Edit the following in the email template:
    • The candidate's name.
    • Your name.
    • Your organisation's name.
    • The job title.
    • An overview of the role and its significance.
    • Your email signature.

    Helpful Hint

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

  8. Click the Send email button.
    screenshot of the email template, highlighting the send email button
Connect with saved SmartMatch candidates: In bulk
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. To select candidates to connect with, you can:
    • Click the box next to each candidate you want to connect with; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Connect with candidates button.
    screenshot of the smartmatch tab, highlighting the bulk actions and connect with candidates buttons

    Helpful Hint

    You will be taken to the Recruitment screen, where you can send a personalised email to each SmartMatch candidate you want to connect with.

  6. Click the Let’s go! button.
    screenshot of the make a good first impression popup, highlighting the let's go button
  7. Click the name of the SmartMatch candidate you want to connect with.
  8. Edit the following in the email template:
    • The candidate's name.
    • Your name.
    • Your organisation's name.
    • The job title.
    • An overview of the role and its significance.
    • Your email signature.

    Helpful Hint

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

  9. Click the Send email button.
    screenshot of the email template, highlighting the send email button

    Helpful Hint

    Repeat Steps 7 to 9 for each employee you want to connect with.

Daily activities

View your saved candidate matches
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.

    Helpful Hint

    You will now see your saved candidates on your screen.

    screenshot of the saved smartmatch candidates screen
Filter saved candidates
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the Filter by button.
    screenshot of the saved candidates page, highlighting the filter by button
  4. In the Job titles field, select the required job title.
  5. In the Added by field, select the member who saved the candidate.
  6. Click the Apply button.
    screenshot of the saved candidates page, highlighting the apply button for filters
Sort saved candidates
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the Sort by button.
    screenshot of the saved candidates page, highlighting the sort by button
  4. Click one of the following:
    • Name (ascending).
    • Name (descending).
    • Experience (ascending).
    • Experience (descending).
Message your saved candidate match
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to message.
  4. Click the  button.
    screenshot of the saved candidates page, highlighting the message button
  5. Type a message to the candidate.
  6. Click the Send message button.
    screenshot showing a message for a smartmatch candidate, highlighting the send message button

    Helpful Hint

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

Deleting data

Delete a candidate from your saved list: Individually
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to delete.
  4. Click the Actions button.
  5. Click the Delete candidate button.
    screenshot of the candidate profile, highlighting the actions and delete candidate buttons
  6. Click the Delete button.
    screenshot of the delete candidate popup, highlighting the delete button
Delete candidates from your saved list: In bulk
  1. Click the SmartMatch button.
    screenshot of the dashboard, highlighting the smartmatch button
  2. Click the Saved Candidates tab.
  3. To select candidates to delete, you can:
    • Select the box next to each candidate you want to delete; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Delete candidates button.
    screenshot of the smartmatch tab, highlighting the bulk actions and delete candidates buttons
  6. Click the Delete button.
    screenshot of the delete candidates popup, highlighting the delete button

Further information

Where else on the platform can I use SmartMatch?

We have SmartMatch enabled ‌by default in the Recruitment module for admins and owners, and hiring managers with access. In addition, SmartMatch can be used in the employee file and active job listings in the Recruitment module. You can refer to the following articles to see how to use SmartMatch on other areas on the platform:

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