Each applicant has a candidate profile for each requisition they apply to. The Candidate Profile contains hiring details for their application to a specific requisition including, relevant documentation, an overview of their experience, and more. If your organization has Shared Candidate Data enabled, candidate information from all requisitions may be displayed on each profile. In this article, we guide you to become familiar with what you can find on a candidate profile.
In this article:
Candidate Profile Visibility
Access a Candidate's Profile
Candidate Profile Overview
Additional Resources
Candidate Profile Visibility
- Recruiters can view all candidate profiles from any requisition.
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Hiring Managers can only view candidates that are from:
- 1. Requisitions they are the Hiring Manager for
- 2. Requisitions where they are part of the listed Hiring Team
- Any logged-in user can view a profile if it is directly shared with them. (With restricted access)
Access a Candidate's Profile
You can find and access a candidate's profile through a variety of methods. Open the menus below to learn more about each path.
In the top-right corner of your homepage, you'll find the Candidates Omni-search bar.
This feature is most commonly used when you know the name of the candidate whose profile you need to access. Simply type the first or last name of the candidate to return a list of candidates that match the criteria. Select the candidate you're looking for to load their candidate profile.
For more information on the Candidates Omni Search feature, check out this article.
Within each individual requisition, you'll find a Candidates tab that lists candidate profiles for each person who applied to that specific requisition.
You can use the Candidates search option in the top-right of this page to locate a specific candidate for whom you know their name.
Using the Tools menu, located at the top of your homepage, select Recruiting. Then, click on the Candidates tab. By default, you'll be shown a list of candidates that have applied to your Open requisitions. Use the menu to switch the Candidates list to show All Candidates From All Requisitions or type the name of specific requisition to narrow the candidate results.
To narrow the list of candidates even further, click the FILTERS button, found in the top-left of the Candidates page. Select the filtering criteria you need and click APPLY FILTERS to return candidates who match those criteria.
Using the Tools menu, located at the top of your homepage, select Recruiting. Then, click on the Search tab. On the Candidate Search page, click Advanced Search.
Enter and select the filtering criteria you need and click SEARCH to return candidates who match those criteria.
Candidate Profile Overview
The candidate profile is organized into 5 different pages: Profile, Interviews, Hire, Timeline, and Analytics. Depending on your permission level, you may have access to only some of these pages. Continue reading to learn what's included on each page.
Profile
This lists the disposition stages available based on the Hiring Workflow assigned to the requisition, the candidate applied to.
This displays the list of available workflow stages that you can select to move the candidate forward in your recruiting process.
This is the candidate's current hiring workflow stage.
To learn how to update the candidate's workflow stage by using the Decline or Move Forward options, review this article.
The candidate's current grade, with a question mark indicating no active grade. Learn more about why and how to grade your candidates.
This displays the date the candidate applied to the requisition, followed by their Application Status.
Clicking on the Actions menu allows you to perform actions such as emailing a candidate or editing candidate info. Learn more about the actions you can complete here.
A stream of the most recent actions taken on the candidate profile. You can click on the tiles in the Latest Events feed to see the details of those actions.
The candidate's application, resume, cover letter, and any additional uploaded documentation are listed here.
If the applicant has other candidacies (typically from other job openings) with different application forms or resumes, you will see an option on the right-hand side to display those previous/other versions of the document type in question. The most recent version will be displayed first in the list.
Includes candidate tags and other searchable criteria assigned to this candidacy. Click Add Roles, Locations, or Tagsto update the list of searchable criteria and review this article for more information on these tags.
The Team Notes tab displays notes specific to that candidacy that is shared with the Hiring Team members on the requisition the candidate applied to. You can tag and notify team members about notes added to a candidate by typing @ and their name. An email will be sent including the note in its entirety.
This tab is only accessible to users with the Hiring Manager or Hiring Team member access to the requisition, and any users with Recruiter permission. It is a great way to share thoughts and interview notes on a candidate with other team members who are involved in the hiring decision.
If the system recognizes the applicant to have another record in another requisition, you'll be prompted to confirm or dismiss them as duplicates in the Potential Duplicates section.
For applicants that have been confirmed with multiple candidacies, you will be able to use the Activity in Other Requisitions section to quickly access and see high-level information about those candidacies. You can click on the name of the requisition to open that candidate profile in a new tab.
Review and edit the data entered for your Candidate Custom Fields in this section.
- Details: View administrative details such as the Source the candidate applied through, the distance of the candidate from the listed office location, and more.
- Resume: A snapshot of the most recent resume file provided by the candidate will be displayed here.
Interviews
On this page, you can:
- Schedule an interview and/or initiate an interview scorecard for yourself or your other interviewers.
- View details of currently scheduled and historical interview events.
Hire
On this page, you can:
- Offer Letters: Initiate an offer letter & approval process
- Onboarding Packets: Initiate the Onboarding process using the ClearCompany Onboarding tool
- Integrations: Send new hire details directly into an integrated payroll system (such as ADP)
Timeline
The timeline is a comprehensive view of all activity on a candidate's profile - beginning with their initial application, all the way to being hired, dispositioned, and beyond. Clicking the down arrows on the right-hand side of email records will show the full email correspondence. The timeline will include:
- Replies to a candidate (closed-loop email capture will show you both inbound and outbound correspondence.)
- When a candidate has been forwarded and where.
- Grade changes.
- Workflow stage updates.
- Interviews
- Offer letter updates
- Onboarding activity
- Edits to the profile
Analytics
Displays reporting information for interview scorecards completed for this candidate.
Additional Resources
Shared Candidate Data Setting
Duplicate Candidate Detection
Change the Display Order of your Candidate Profile Sections
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