Recruiting efforts such as networking, working with staffing agencies, and hosting job fairs may result in acquiring candidate information outside of the ClearCompany Recruiting tool. In such cases, candidate profiles can be swiftly created within an appropriate requisition, either individually or in bulk, allowing hiring teams to proceed seamlessly with the recruitment process.
Users must have the Recruiter or Hiring Manager permission in order to add candidates to requisitions.
In this article:
Available Methods to Add Candidates and their Use Cases
Accessing the Add Candidates Tool
Adding Candidates
Frequently Asked Questions (F.A.Q.)
Additional Resources
Available Methods to Add Candidates and their Use Cases
- Bulk Upload Using CSV File: Candidate data obtained from an external source can be easily uploaded into ClearCompany Recruiting. Organize applicant information into a spreadsheet (CSV, XLS, or XLSX) and upload it to an existing requisition or multiple requisitions. For more details, refer to Bulk Import Candidate.
- Add via Manual Entry: This method is used when candidate information is available but a resume is not, or when creating a test candidate profile.
- By Uploading Resume(s): This method is ideal for uploading multiple resumes directly from a device. Up to 50 resumes can be uploaded at once.
- By Emailing Resume(s): Resumes can be imported directly from an email by generating a unique email address for submission.
Accessing the Add Candidates Tool
The Add Candidates tool is available in two locations within the Recruiting module:
- All Candidates Page: Navigate to Tools > Recruiting and select the Candidates tab. Click Add Candidates on the right side of the page.
- Within a Specific Requisition: Navigate to Tools > Recruiting or use the search bar to locate the requisition. Open the requisition, access the Candidates tab, and click Add Candidates on the right side of the page.
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Permissions:
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Recruiters can access the tool from either location.
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Hiring Managers can access the tool only within their assigned requisitions.
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Adding Candidates
Add Candidate(s) using a CSV File
Candidate information that is organized into a spreadsheet, such as CSV or XSLX format, can be uploaded into an existing requisition. The process to do so can be found in here: Import Candidate.
Alternatively, if your organization has a large set of candidate data with file attachments please contact your ClearCompany representative to inquire about our paid import services.
- Access the Add Candidates tool using the steps provided above.
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Select Via Manual Entry.
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Choose the appropriate requisition. Note: If you are adding a candidate from within the requisition itself, this step is already done for you.
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Begin by adding the candidate's contact information and filling out the required fields.
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At a minimum, the following fields are required to create a candidate profile.
- First Name
- Last Name
- Any required Custom Fields (as indicated by the required notice listed under the field)
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Add optional information to build out the candidate record. View details of each field below.
- Candidate Source: Select the original source from which this applicant's information was obtained.
- Notice: Select a notice, Referral, Internal, or Vendor that apply to the candidate. Notices appear on your Candidates list for easy reference.
- Former Employee Notice: Check to mark this candidate as a former employee. Learn more about the former employee notice here.
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Uploads: Add files/documents related to the candidate, such as a resume or referral letter, from your device.
Files exceeding 10 MB in size will fail to upload.
- Notes: Type to enter a note that will appear on the Notes tab of the profile created for this candidate. Users with access to the profile will be able to view this note.
- Custom Fields: If Candidate Custom Fields have been set up for your organization, they will appear at the end of the Add Candidate page to be filled out. These fields are optional unless clearly marked with the required label.
- Click Save & Close to create the candidate profile based on the information provided.
- Access the Add Candidates tool using the steps provided above.
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Select By Uploading Resume(s).
- Use the Applying For search menu to select which requisition you would like to upload the resume file(s) to. Note: If you are adding a candidate from within the requisition itself, this step is already done for you.
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Indicate the Hiring Workflow (required) and Source (optional) that should be assigned to the created candidate records.
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Click Browse to choose the group of resumes from your device or drag and drop the files directly into the outlined box on the page.
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The selected file(s) will display in red (see example image below) if the system has recognized an issue, most commonly an unsupported file type exceeding the file size limit of 10 MB. Supported file types are .pdf, .doc, .docx, .rtf, .txt, .ascii, and .html.
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Please remove the erroneous file by clicking the red delete icon, ensure your file is in the correct format and size, and try the file selection again.
- Click Upload Files to process the selected resumes.
It may take a few minutes for the system to process the group of resumes and create the new candidate profiles.
- Access the Add Candidates tool using the steps provided above.
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Select By Emailing Resume(s).
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Use the Applying For search menu to select which requisition you would like to upload the resume file(s) to. Note: If you are adding a candidate from within the requisition itself, this step is already done for you.
- Optional: Indicate the Source that should be assigned to the candidate records.
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Select how your email of resumes is organized. An email can contain multiple attachments for a single candidate or contain multiple resumes associated with different applicants.
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Click GET EMAIL ADDRESS. This will generate a unique email address, based on the requisition and settings applied earlier on the page. Click Copy Email Address to save the address to be used later.
- Click Done at the bottom of the page.
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Open your email provider and send an email with your files to the address you just copied. The system will process the files received and generate candidate profiles in the selected requisition.
It may take a few minutes for the system to process the group of resumes and create the new candidate profiles.
Frequently Asked Questions (F.A.Q.)
At this time, candidates can only be added to multiple requisitions using the Bulk Import Tool. ClearCompany also offers services to support larger imports of candidate data. Please contact your ClearCompany representative for more details about this service.
Supported file formats include: .pdf, .doc, .docx, .rtf, .txt, .ascii, and .html. Files must not exceed 10MB.
Yes, candidate profiles can be edited at any time through the Candidates page or within the associated requisition.
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