Part 1. Add Candidates in Job Openings
Once you've created job openings, you can begin posting them and receiving applicants. There are three methods for obtaining candidate information:
- Candidates applying through job listings: When a candidate applies through the job listing, their data will automatically populate in the system.
- Manual entry: You can manually add candidate information into the system.
- AI resume parsing tool: Utilize our AI resume parsing tool to import candidate data. Refer to guide here.
This section will guide you through the process of adding a candidate manually (method 2).
Step 1. Go to .
Step 2. Click on .
Step 3. Click on on the top right-hand corner of the page.
Step 4. Complete all required fields in the candidate's details. Mandatory fields include selecting the job opening they've applied for, uploading their CV or resume, and providing their First and Last Name, email address for notifications, and phone number.
Step 5. Once all information is entered, click to create the candidate.
Upon successful creation, the new candidate will appear in your candidate list.
Part 2. View and Manage Candidates across All Openings
Step 1. Go to .
Step 2. Click on .
This brings you to the list of all accessible candidates.
Step 3. To assist you in managing a large number of candidates in Recruitment, we offer various tools such as labels, relevance ratings, and moving candidates to different hiring stages or job openings.
Here's how to utilize these tools effectively:
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Labels – Add any type of labels to help you identify or categorize your candidates. This could be to identify shortlisted candidates, referrals or anything else for your easy reference.
Any labels added for the candidate will be reflected under the Labels column.
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Relevance Rating – By setting ratings at different hiring stages, you can effectively evaluate candidates and streamline the hiring process to focus on the most promising candidates. For example, this could be use at the screening phase, to identify top candidates for the role.
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Move to Stage – update their hiring stage directly from the main candidate listing page. This enables you to move multiple candidates simultaneously, saving time compared to updating each candidate individually within their respective profiles.
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More – Move to a different opening: Additionally, you can switch the employee to another job opening. If you move the candidate to another opening, you will be able to select which opening to assign to instead and the hiring stage the candidate will start for the new opening.
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More – Delete: If you delete the candidate, you will have to confirm the deletion on the pop-up window.
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Bookmark Candidates: You can click on the bookmark icon next to your top candidates you would like to favourite.
If you have a large list of candidates, you can use the 'Advanced Search' feature to filter and easily find specific candidates, job openings, stages in the recruitment process, and even hide rejected candidates.
Part 3. Candidate Profile and Lifecycle
Click on the candidate’s name to view the details of the individual.
Upon clicking, you'll be directed to the candidates' details page where you can access and download their profile and resume, schedule interviews, advance them to the next stage, transfer them to another opening, reject the candidate, and provide comments or feedback.
The top section shows you the Candidate's Name, email address, contact number, the date when the candidate was added in, any relevance rating you have added and also on the right side which job opening they have applied for.
The bottom section shows the candidate's resume and hiring lifecycle. The resume will be the default first tab, where you can view and manage the candidate's resume.
The pencil icon allows you to add other files, such as a CV or cover letter.
Simply drag and drop the additional files, then click the save button.
The provides the option to add your own text directly onto the candidate's resume, allowing you to include any notes or remarks you deem necessary.
The allows you to draw directly onto the resume, giving you the freedom to make annotations or sketches on the document.
The enables you to add images directly onto the resume, allowing you to place any image on top of the document as needed.
The provides you with additional options, including the ability to download, print, rotate the resume, scroll, and access other tools to manage the document.
The section on the right side of the resume shows the candidate's lifecycle, allowing you to see which stage of the hiring process the applicant is in.
If you would like to share the candidate's profile with another interviewer, for example, you can click the icon to copy the URL and share it.
Under the More button, you will also be able to move the candidate to another job opening, or copy and delete the candidate.
You will also be able to view which stage the candidate is currently at and move them through the hiring stages you have set for the job opening.
For example, if the candidate has passed the pre-screening phase, click on which will move the candidate into the next phase. If you would like to skip the next stage and move directly into the third or fourth stage, you may also click on the arrow down to select which step to move into.
If the candidate fails the pre-screening or does not meet your requirements. you may click on
But if you have accidentally rejected them, you can still revert them back to the last stage they were on.
Similarly, in other stages, you'll encounter similar options. However, there are a few key differences in the various stages.
Interview Stage
Here, you can view the interviewers involved in that stage and utilize the scheduling interview function.
You can update the interview details, set a date and time for the interview, and then click on the 'Add' button to save changes.
Once the date and time have been saved, the details will be updated in the hiring stage with the scheduled time. If the interview gets postponed, there's an option to reschedule as well.
Review Stage
The review stage has some notable features as well. This includes reviewing the candidate, typically after the interview stage has been completed.
To fill in the evaluation form, click on the button. This will provide two options: to send for review or to write a review.
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Send for Review option: allows you to send a notification to a user to complete the evaluation form. You can also add a note for them to see the action to be done. Additionally, you can edit the evaluation form by clicking on the hyperlinked words in blue if you would like to edit or add more questions. Then click on the 'Send' button.
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Write a Review Option: This is where you can write the review itself in the evaluation form. If you have been requested to review a candidate, you will be able to view the candidate's profile and click on "write a review". Fill in the questions and click on 'Add Review' to submit your feedback.
Once you have added your review, you will see a notification, letting you know it's saved.
If you have a review request, you can also see the pending action in your dashboard. Clicking on the 'View Candidate' button brings you to the candidate profile directly, where you can then write a review.
Once all the reviewer(s) have completed the evaluation, the job admin can then move it to the next step.
Generate Offer Letter Stage
The very last hiring stage is the generate offer letter stage. If the candidate has passed all the rounds of interviews and if you would like to hire the candidate, you can move the candidate to this stage.
Click on the button in the previous stage, OR under the generate offer letter stage you can click on 'Move to this stage'
You will see a pop-up window to confirm the action. Click 'Yes' to proceed.
Once confirmed, you can either 'Mark as Hired' or 'Reject' the candidate.
An example of why you might reject a candidate at this stage could be if there were two potential candidates who went through and passed all rounds of the interview, but there is only one available position to fill. In this case, you can reject one candidate and hire the other.
Clicking on the arrow down icon next to the reject button shows you more options. For example, if you have made an offer but the candidate declines it on their end, you can select the 'declined offer' option.
Any of the options that you select, the status will be reflected on the stage itself.
Similarly, there is an arrow down dropdown option next to the 'Mark as hired' button which allows you to move back to any of the previous stages.
If you would like to Hire the candidate, click on
This will show you a pop-up window to confirm the action. Click on 'Yes' to proceed.
Once the candidate has been hired, there will be an option for you to 'Convert to employee'
Clicking on 'Convert to Employee' will create a new user account for the candidate in your company so that you will not have to create the user account yourself. Click on 'Yes' to proceed.
*Take note that this action cannot be reverted!
Once converted, a status message will appear confirming that the candidate has been successfully converted into an employee.
To check on the employee account, you can go into your superadmin → user admin page
If you are not the superadmin, you can also check the employee record that was successfully converted in People module → Employees.