Manage candidates who have applied for open roles via the HR platform

Available for the following HR plans: Premium, Platinum
Available for the following User Access level: Admin    

Hiring managers can use the Recruitment Management feature to manage the candidates who have applied for their open roles. The feature includes options to message a candidate, move a candidate to the next stage, and onboard a candidate. For information about how to manage job openings and the candidates who have applied for roles, refer to the following articles:

  Interactive learning

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Adding a candidate

Add a new candidate individually 
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs an individual candidate manually added.
  5. Click the   Add New Candidate button.
  6. Click the   Manually Add a Candidate button.
    screenshot of the open role, highlighting the add new candidate dropdown and manually ad a candidate buttons
  7. You can either:
    1. Upload a file to autofill the required fields.
    2. Fill out the following fields manually:
      • First name.
      • Last name.
      •  Email.
      • Phone number.
      • Address.
      • Country.
      • City.
      • Education.
      • Experience.
      • Summary.
      • Sources:
        • Manual entry.
        • Referral:
          • Referrer first name.
          • Referrer last name.
          • Referrer work email.
      • Attachments.
  8. Click the Create button.
    screenshot of the add a candidate popup, highlighting the create button
Add new candidates in bulk

Important

This bulk action is only available for users with a Platinum subscription plan.

  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs multiple candidates manually added.
  5. Click the   Add New Candidate button.
  6. Click the   Bulk Upload CVs button.
    screenshot of the job role, highlighting the add a new candidate dropdown and bulk upload CVs buttons
  7. Upload the required files and click the Create button.
    screenshot of the add new candidates popup, highlighting the create button

Managing a candidate

Message a candidate

Important

The applicant will receive the message via their Swag app, rather than via a text message i.e we will send a push notification to the applicant to inform them that they have received a message within the Swag app.

  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click on the required job role.
  5. Click the   button.
    screenshot of the job role page, highlighting the message button
  6. Enter your message into the Message field.

    Helpful Hint

    Not sure what to write? If you are on our Platinum HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You will be able to refine the draft as you need before submitting. 

  7. Click the   Send Message button.

    Warning

    If you receive a message saying Your Message Thread has been Archived. You may only send messages via email; after clicking the Send Message button; it indicates that the candidate was manually added to the job listing, and therefore we do support direct messaging for such candidates. Additionally, this same message will appear if you have blocked, blocked, deleted, disqualified, or hired the candidate.

    screenshot of the message page, highlighting the send message button

    Helpful Hint

    Further messages between you and the job applicant will now appear in this section.

    screenshot showing the message history
Move a candidate to the next stage

Helpful Hint

You can also search for a candidate via the Candidate page. To read further details on this feature, refer to the following article.

  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a candidate moved to the next stage.
  5. Click the Move To   button.
  6. Click on the stage where you need to move your candidate.
    screenshot of the role page, highlighting the move to dropdown and in review buttons
  7. Click the Continue button.
    screenshot of the confirmation popup, where you need to click the continue button
Disqualify a candidate

Helpful Hint

You can also search for a candidate via the Candidate page. To read further details on this feature, refer to the following article.

        1. Click the  Recruitment menu.
        2. Click the Recruitment submenu.
        3. Click the Jobs tab.
        4. Click the role that needs a candidate disqualified.
        5. Click the Move To   button.
        6. Click on the Disqualified button. 
          screenshot of the role, highlighting the move to dropdown and disqualified buttons
        7. Complete the following fields:
            • Select a disqualification reason:
              • Duplicate.
              • Location.
              • Work rights.
              • Salary expectations.
              • Lacking skills/qualifications.
              • Cultural fit.
              • Preferred another candidate.
              • Spam.
              • Offer rejected.
              • Unavailable.
              • Uninterested.
              • Screening answers.
              • Unknown.
            • Send an email to the candidate?
            • Add this candidate to your organisation's talent pool?

          Helpful Hint

          You can create your own disqualification reason. Type the custom disqualification reason in the box and click the box as shown to create it.
          Screenshot of candidate screen, showing custom disqualification reason

        8. Click the Confirm button.
          screenshot of the role page, highlighting the confirm button
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 Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a candidate onboarded.
  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.

    screenshot of the role page, highlighting the onboard button

Editing candidate data

Edit candidate information
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs candidate information edited.
  5. Click the   button.
    screenshot of the role page, highlighting the edit button for a candidate
  6. Make the required changes and click the Save button.
    screenshot of the edit candidate popup, highlighting the save button
Edit disqualification reason
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a candidate disqualification reason edited.
  5. Click the   button.
    screenshot of the job role, highlighting the edit button for a candidate
  6. Make the required changes and click the Save button.
    screenshot of the edit candidate popup, highlighting the disqualification reason field and save button

Blocking and unblocking candidates

Block a candidate individually
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a candidate blocked.
  5. Click the   button.
  6. Click the Block button.
    screenshot of the role, highlighting the three dots and block buttons for a candidate
  7. Click the Confirm button.
    screenshot of the block confirmation popup, where you need to click the confirm button
Block multiple candidates at once
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs candidates blocked.
  5. Select the users that need blocking.
  6. Click the Bulk Actions button.
  7. Click the Block button.
    screenshot of the hiring process, showing selected candidates and highlighting the bulk actions dropdown and block buttons
  8. Click the Confirm button.
    screenshot of the block confirmation popup, where you need to click the confirm button
Unblock a candidate individually
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a candidate unblocked.
  5. Click the   button.
  6. Click the Unblock button.
    screenshot of the hiring process, highlighting the three dots and unblock buttons for a candidate
  7. Click the Confirm button.
    screenshot of the unblocking confirmation popup, where you need to click the confirm button
Unblock multiple candidates at once
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs candidates unblocked.
  5. Select the users that need unblocking.
  6. Click the Bulk Actions button.
  7. Click the Unblock button.
    screenshot of the job role page, showing the selected blocked candidates and highlighting the bulk actions dropdown and unblock buttons
  8. Click the Confirm button.
    screenshot of the unblock confirmation popup, where you need to click the confirm button

Further information

What happens when I block a candidate?
  • They can apply for other roles, but the platform will not show these applications.
  • We will automatically move these candidates to disqualified.
  • We will disable the ability to edit their email address, and to move them to a different stage.
  • We will stop users from receiving notifications from blocked candidates.
What do the tags next to candidates mean?
Blocked. Shows that you have blocked this user.
Duplicate.

Shows someone who applied for the same role more than once from the same source and shares the same email address. We will only show this tag from the 30th of November 2022.

Onboarded. Shows that you have onboarded this user onto your HR platform.
Previous application.

Shows someone that applied for more than one role in the same organisations from the same or different sources and shares the same email address. We will only show this tag from the 30th of November 2022.

Referral. Shows that someone referred the candidate.
What will take precedence on a candidate's profile?

The hierarchy of the Screening questions % vs Candidate tags is that we will only show two max based on the following hierarchy: Candidate tags. Screening questions %.

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