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Managing your organisation's talent pool via the HR Web Platform

Updated

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

Within your organisation, there is significant value in creating a personal talent pool, inclusive of the suitable but unsuccessful candidates that you may discover in a recruitment drive. You would know that they are a great match for your culture and workplace and could suit a future position rather than the open roles presently vacant and advertised.

The Talent Pool feature can help, by enabling you to copy and keep candidate information for future consideration, which will provide increased efficiency when recruiting for future roles. It guarantees you have fantastic candidates at your fingertips when you need to reconnect and enhances your speed to market when recruiting the best talent for your organisation.

Helpful Hint

When you are in the Talent Pool for the first time, you will see we encourage you to revisit candidates you have previously disqualified from other roles and add them to Talent Pools for possible future positions. It is important to maximise the possibility of always hiring the people best suited for every role and to stay competitive.

Getting started

Add an existing candidate to your talent pool
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Candidates tab.
  4. Click the  button.
  5. Click Add to Talent Pool button. 
    Talent
  6. Click the Add button. 
    Talent
Add a new candidate individually 
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Click the   Add New Candidate button.
  5. Click the   Manually Add a Talent button.
    Talent
  6. 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.
  7. Click the Create button.
    Upload_2.jpg
Add new candidates in bulk
  1. Log into your Employment Hero HR platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Click the   Add New Candidate button.
  5. Click the   Bulk Upload CVs button.
    Talent
  6. Upload the required files and click the Create button.
    Talent
Import candidates from a CSV file

Import candidates from a CSV file

If you are moving to Employment Hero from another ATS or managing candidates in a spreadsheet, you can import your existing candidate list in bulk using a CSV file.

  1. Log into your Employment Hero HR platform.

  2. Click the Recruitment menu.

  3. Click the Talent Pool tab.

  4. Click the Import candidates button in the toolbar.

  5. Download our CSV template to use the correct format, or upload your own CSV file (maximum 5MB).

  6. Map your CSV columns to Employment Hero fields (first name, last name, email, phone, tags, and more), then click Confirm mapping.

  7. If any rows match candidates already in your pool, a duplicate review step appears. For each duplicate, choose to Merge or Skip, then click Continue. You can also use Merge all or Skip all to resolve all duplicates at once. Merging is non-destructive — existing resumes and profile information are preserved, and only fields present in your CSV (such as phone number, summary, or tags) are added or updated on the existing record.

  8. Review the import summary, then click Import to confirm.

  9. Once complete, a results screen shows how many candidates were imported, merged, or skipped. If any rows could not be imported, download the error report to review them.

Helpful Hint

Imports over 100 rows run in the background. You will receive an email notification when the import is complete. Tags from your source file are carried across to each imported candidate.

Daily activities

Filter your results

Available for the following HR plans: Platinum
 

  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.

  4. You can refine the results by either:

    • Refining results using the Teams, Tags, and Location filters. Selecting multiple tags filters to candidates who match all selected tags. Tags are displayed directly on each candidate row for quick reference.
    • Using the Search field to find specific candidates by name, phone number, job title, and email address.

    Talent

Shortlist a candidate
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Click the  button.
  5. Click the Shortlist button.
    Talent
     
  6. Select the desired role to move the candidate to.
  7. Select the hiring stage to move the candidate to.
    Shortlist candidate with save highlighted
     
  8. Click the Save button.
Move multiple candidates
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Select the candidates you want to move.
    Multiple candidates selected
  5. Click the Move to job button.
    Move to job
  6. Select the job you want to move the candidates to.
  7. Click Save.
Identify talent pool candidates in your hiring pipeline

When reviewing job applications, candidates who are already in your talent pool are highlighted with a Talent Pool badge on their application card. This helps you quickly recognise candidates your organisation has an existing relationship with.

Editing data

Edit candidate information
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Click the candidate name that needs to be edited.
    Talent
  5. You can then edit the following details:
    • First name.
    • Last name.
    • Email.
    • Phone number.
    • Address.
    • Country.
    • City.
    • Profile:
      • Education.
      • Experience.
      • Summary.
      • Resume CV
      • Cover letter.
      • Tags.
    • Attachments.
  6. Click the Save button.
    Talent

Deleting data

Remove a candidate
  1. Log into your Employment Hero HR classic platform.
  2. Click the  Recruitment menu.
  3. Click the Talent Pool tab.
  4. Click the  button.
  5. Click the   Remove Candidate button.
    Talent
  6. Click the Delete button.
    Talent

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