Duplicate Applicant Detection

In ClearCompany, the relationship of the Applicant to Candidate is a one-to-many relationship; meaning an applicant can apply to many requisitions, resulting in the creation of multiple candidate profiles known as candidacies.

By default, your system automatically conducts lookups to proactively prevent duplicate applicants. In this guide, you'll learn the automated and manual ways duplicate applicants are detected, and best practices for managing those duplicates.

How Does the System Detect Duplicate Applicants?

In the Beginning of the Application Process

Automatic Email Lookup

• If a person begins a second application with your organization, using the same email address as their first application, the system will automatically recognize the match and link the new candidacy as being associated with the same applicant.

  Example of Applicant Experience:

  

• If a person applies to a job using a different email address than provided on a previous application, a new and separate applicant record will be created for them.

After the Application Process

Once a Candidate Profile is created through application/resume submission by the applicant, the system will run a check for potential matches given the applicant's contact information. Specifically, their Full Name, Phone Number, and Street Address.

If a partial match is found on those contact data points, the system will present the records to you as Potential Duplicates. See below for more details on Potential Duplicates.

For Manually Created Candidates

Once a Candidate Profile is created by a recruiter/hiring manager (either via resume upload or manual creation), the system will run a check for potential matches given the applicant's contact information. Specifically, their Full Name, Phone Number, and Street Address.

If a partial match is found on those contact data points, the system will present the records to you as Potential Duplicates. See below for more details on Potential Duplicates.

How Do You Find Potential Duplicates?

Potential Duplicates will appear on the front page of any candidate profile that has been flagged by the system. The  green dot next to a piece of information indicates a found match. The percentage match indicator represents how likely the record is for being a duplicate of the same applicant, based on the number of matching data points.

Note:

This section will only appear if there are potential duplicates. If there are no potential duplicates, or the recommendations have been dismissed, this section will disappear.

How to Manage Duplicate Applicants

When a user views a candidacy for an applicant that has a potential duplicate, we inform them on the Candidate Profile. The Recruiter or Hiring Manager can then decide whether to merge them or not. These actions are final and should be considered carefully before being completed.

Important Note:

Merging an applicant does not attempt to merge candidacies (candidate profiles), even if they are for the same requisition. Instead, it only merges the applicant records and links all associated candidate profiles, to that applicant moving forward.

Dismissing a Potential Duplicate

1. If you've determined that the flagged applicant is not a duplicate, you can dismiss the recommendation by clicking Dismiss, found to the right of the record.

   

2. When prompted to confirm this action, click Dismiss.

   

Caution:

Once dismissed, this action cannot be undone and you will not be prompted to merge the applicants later. Please double-check before taking action.

Combining a Potential Duplicate

Before getting started:

It is important to follow the order of the instructions listed below. When merging an applicant, we only keep one record of contact information on file. In other words, if the applicant has an updated phone number or email address listed on one of their records, you’ll want to be sure the system retains the most up-to-date contact information for this person.

Steps:

1. Navigate to the most recent candidate profile for the applicant (ie. the profile with the most up-to-date contact information for the applicant).

2. Scroll down to the Potential Duplicates section.

3. Identify the applicant you wish to combine with the applicant record you’re currently viewing a candidacy for. Click Combine.

   

4. When prompted to confirm this action, click Confirm.

   

Caution:

The action of combining an applicant cannot be undone. Please double-check the accuracy of the duplicate detection before taking action.

---