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How do I manage SmartMatch candidates in the employee file via the HR platform?

Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access level: Admin   

The employee file screen allows you to view details about your employees and their roles. You can use SmartMatch to find suitable candidates for specific roles, such as a product engineer. From the employee file, you can view, save, email, and mark potential candidates as unsuitable for the role. 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

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.

Getting started

Create a SmartMatch role
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the Add employee button.
  4. Click the SmartMatch - Find your next employee button.
    screenshot of the employees screen, highlighting the add employee dropdown and smartmatch button
  5. Click the New SmartMatch role button.
    screenshot of the saved searches tab, highlighting the new smartmatch role button
  6. In the Job Details section, enter the following:
    • Job Title.
    • Industry standard job title.
    • Industry.
    • Country.
    • City.
    screenshot of the create a smartmatch search page, showing the job details section
  7. In the Employment Details section, enter the following:
    • Job Type.
    • Employee Working Hours.
    • Experience.
    • Workplace Type.
  8. Click the Save button.
    screenshot of the create a smartmatch search page, highlighting the save button
Save a SmartMatch candidate
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match.
  4. Click the Talent Recommendations button.
    screenshot of the employee file, highlighting the talent recommendations button
  5. Click the  button for the candidate you want to save.
  6. Click Save candidate.
    screenshot of the recommended talent panel, highlighting the 3 dots and save candidate buttons

Daily activities

View a SmartMatch candidate's profile
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match.
  4. Click the Talent Recommendations button.
    screenshot of the employee file, highlighting the talent recommendations button
  5. Click the View profile button for the candidate you need.
    screenshot of the recommended talent panel, highlighting the view profile button

    Helpful Hint

    You can now see the SmartMatch candidate's profile.

    screenshot of the smartmatch candidate's profile
Email a SmartMatch candidate
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match.
  4. Click the Talent Recommendations button.
    screenshot of the employee file, highlighting the talent recommendations button
  5. Click the Contact button for the candidate you want to email.
    screenshot of the recommended talent panel, highlighting the contact button
  6. Read and edit the message.

    Helpful Hint

    We have prepared a template for you, but you can edit the message so it suits your organisation best. You can also email the candidate by clicking the Connect with Candidate button when you view their profile.

  7. Click the Send email button.
    screenshot of the email panel, highlighting the send email button
Call a SmartMatch candidate
  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 call.
  4. Click the eye icon on the candidate's profile screen.
    screenshot of the smartmatch candidate profile, with the eye icon highlighted
  5. This will display the candidate's phone number.

Removing data

Mark a candidate as not suitable for a role
  1. Click the  People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs a candidate match.
  4. Click the Talent Recommendations button.
    screenshot of the employee file, highlighting the talent recommendations button
  5. Click the  button for the candidate you want to mark as not fit for the role.
  6. Click the Mark as Not Suitable button.

    Warning

    Once you click the Mark as Not Suitable button, the SmartMatch candidate will be removed from your talent recommendations for this specific role. You can also mark a candidate as not suitable for a role by clicking the Not suitable button in their profile.

    screenshot of the recommended talent panel, highlighting the 3 dots and mark as not suitable buttons

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:

What is the 'Update location' button?

The Update location button is on the SmartMatch panel that appears when you click the Talent Recommendations button in the following places:

  • Personnel file.
  • SmartMatch landing page.
  • Active job listing.

screenshot of the smartmatch panel, highlighting the update location button

When you click the Update Location button, you can choose between Onsite/Hybrid or Remote for the Workplace Type field.

  • If you choose Onsite/Hybrid option, you can select the country and location.
    screenshot of the update location panel, showing onsite slash hybrid as the workplace type
  • If you choose the Remote option, you need to pick an answer for the Where can Candidates be Based field:
    • Anywhere - Employees can be based anywhere in the world.
    • Timezone - Employees can be based anywhere within a time zone window.
      • Choose the required timezone.
    • Country- Employees must be based within a specific country.
      • Choose the required candidate country.
      screenshot of the update location panel, showing remote as the workplace type
Will SmartMatch recommend my employees to other employers?

No. Your employees only see jobs available within your organisation through the Swag app. We exclude recommending all active employees on the Employment Hero platform to any organisation.

We rely on ‌account emails to track users that should not be recommended for external roles. We also encourage you to make sure employees have their personal email addresses on the employee file, so those can be excluded from SmartMatch results as well.

To learn how to include this information in the employee file, please refer to the Editing Data section in this article: How do I manage employee personal details and change account emails via the HR platform?

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