Shared Candidate Data

ClearCompany's Recruiting System by default, stores information related to the individual candidacies of an applicant, on each respective Candidate Profile for that applicant. For example, an Offer Letter sent to an applicant's candidacy in the Software Engineer requisition will not appear on the applicant's candidacy within the Engineering Manager requisition.

The Shared Candidate Data setting can be enabled to provide Recruiters and Hiring Managers visibility into key candidate details that are listed on an applicant's other candidacies, across their various candidate profiles. Admins can customize which types of information, if any, should be shared between these candidate records.

In order to edit these settings, you'll need to be provisioned with both the User Admin and Recruiter user permission. Check with your HR team if you're unsure about your permission levels.

 

Customize Shared Candidate Data Settings

1. Navigate to Tools > Setup > Requisitions. 

2. Scroll to the Shared Candidate Data section and select the data point(s) you wish to enable and have shared across candidate profiles in your recruiting system.

   

Candidate Data Visibility

Only information that a user has permission to see in related candidacies will be visible to them. This includes both standard user permission access and considerations for clients who utilize Custom Data Wall Groups. For visibility details specific to a certain data point, review the respective menus below.

Shareable Candidate Data

Open the menus below to learn how a specific candidate data point is shared between candidate profiles and to see an example of what to expect. 

Assessment Tests

When enabled, assessment test data from other candidacies for a single applicant will appear on each candidate profile in the Assessments section. Assessment Tests will be grouped and organized by Requisition.

Example:

Visibility/Access to Data:

• Users with Recruiter + Assessment Test permission can view shared Assessment Test data for any candidate they have access to.

• Hiring managers will have access to shared assessment test results if your organization's account settings allow them to. You can confirm or edit your organization's settings by reaching out to ClearCompany Support.

Background Checks

When enabled, background check data from other candidacies for a single applicant will appear on each candidate profile in the Background Check section.

Example:

Visibility/Access to Data:

• Users with Recruiter + Background Check permission can view shared background check data for any candidate they have access to.

• Hiring managers will have access to shared background check data if your organization's account settings allow them to. You can confirm or edit your organization's settings by reaching out to ClearCompany Support.

Offer Letters

When enabled, the candidate profile will show offer letters from other candidacies for a single applicant, on the Hire tab of each candidate profile.

Example:

Visibility/Access to Data:

• Offer letters from the current candidacy (the candidate profile the user is actively viewing) will be presented on a white background.
• Offer letters from other candidacies are presented in a gray background, to distinguish them from offer letters for this candidacy.
• Users with Recruiter + (Offer Letter Admin and/or Offer Letter Sender) permission can view Offer Letter records for candidates they have access to.

Onboarding Packets

When enabled, the candidate profile will show onboarding packets from other candidacies for a single applicant, on the Hire tab of each candidate profile.

Example:

Visibility/Access to Data:

• Onboarding Packets from the current candidacy (the candidate profile you're actively viewing) will be presented on a white background.
• Onboarding Packets from other candidacies are presented in a gray background, to distinguish them from offer letters for this candidacy.
• Users with Recruiter + Onboarding Coordinator permission can view all onboarding packet records for candidates they have access to.

Interview Scorecards

When enabled, the Scorecards section of the candidate profile will show interview scorecards from other candidacies for a single applicant.

Example:

Visibility/Access to Data:

• Scorecards from the current candidacy (the candidate profile you're actively viewing) will be presented on a white background.
• Scorecards from other candidacies are presented in a gray background, to distinguish them from offer letters for this candidacy.
• Recruiters and Hiring Managers can view all scorecard records for candidates they have access to.

Shared Applicant Hired Banner

Also included through the Shared Candidate Data features is the shared Hired Banner for applicants. This Hired banner will display at the very top of all candidacies for an applicant, including the one they were hired for, so Recruiters/Hiring Managers can easily recognize that the applicant has been selected for a position.

How does it work?

1. Once an applicant has been moved into a Hired Macro stage for a requisition, the hired banner will display the details of the hire such as:
   • The date in which the applicant was moved into the hired macro stage
   • The title of the requisition they were hired into
2. When an onboarding packet has been launched for the applicant, the hired banner will update to display the onboarding details, including their title and start date.