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Managing Candidates

Included in:
  • SmartStart
  • SmartRecruit


Manage and interact with your candidates throughout the hiring process.


In SmartRecruiters, candidate management occurs primarily in three places:

  • the People list, which gathers candidates into talent pools. Here's where you can sift through the list of candidates and see a high-level summary of their profiles, then dive deeper.PeoplePage.png
  • the Applicant list, which contains all candidates who have applied to a particular job.ApplicantList.png
  • the Candidate Profile, which contains all of their personal and application-specific information, and is the central place for interacting with the candidate, reviewing and rating them, and generally moving them through the hiring process. 


Users are also able to select multiple candidates from the Applicant list of a job:


and then view their resumes side by side. Please note that this will only work with PDF Documents. 



You will be able to take quick actions, such as: 

  • Add a tag
  • Move forward
  • Reject 

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If you’re interested in using this, you need to use Chrome as your browser so that you can install the following extension from the Chrome Extensions Store: 

Note that since the resume viewer functionality resides within the Chrome browser, it is not aware of the specific SmartRecruiters user permissions to take certain actions, such as reject or move forward. Therefore, all users will be able to see the buttons "Reject" and "Move forward" in the plugin; however, if they do not have the permission to e.g. reject the candidate, when they click on "Reject", this will not result in a rejection action. Only users with proper permissions will have their actions started in the plugin result in the actual application status changes.


  • Add candidate by upload
    Add multiple candidates by dragging-and-dropping or uploading a resume, or enter their information by hand.
  • Applying as an internal candidate
    Learn how to apply internally, as an employee, to your company's open jobs.
  • Candidate profile
    Each candidate in SmartRecruiters has a profile that contains all of their information, and the tools used by the hiring team to review and move the candidate through the hiring process.
  • Candidate statuses
    Learn the details of SmartRecruiters' candidate statuses.
  • Edit source of application
    Edit the source of a candidate's existing application.
  • General Application
    Give candidates the ability to apply, even if they're not interested in  a specific job at your company.
  • Merge Candidates
    Duplicate candidate profiles create more work and confusion for users and candidates.  With the Merge candidates feature, SmartRecruiters allows users to merge two profiles at-a-time within the people tab, jobs and communities. When two profiles are merged, all applications and communities data are kept.
  • Merge Candidates FAQ
    Duplicate candidate profiles create more work and confusion for users and candidates.  With the Merge candidates feature, SmartRecruiters allows users to merge two profiles at-a-time within the people tab, jobs and communities. When two profiles are merged, all applications and communities data are kept.
  • Notes
    Share notes on candidates with varying levels of privacy.
  • People List
    Search and filter candidates from the People list to review, message, rate, reject, or take other actions.
  • Rejecting candidates
    Learn how to reject a candidate with or without notifying them via email.
  • Tags
    Add custom tags to single or multiple candidates to help organize, search, and share your candidates.
  • Talent Pools
    Talent pools are a great way to group candidates together to help your team filter, search, and managing candidates.


  • Can I add photos for my candidates?

    You can upload photos when adding a candidate manually or using a resume. You won't be able to add a photo after SmartRecruiters creates the candidate's profile, so you can't add a photo for an existing candidate that doesn't already have a photo.

    Candidates can also upload a photo when applying. 


  • Can I ask internal applicants to answer screening questions?

    Yes! The application experience for applying to internal positions is essentially the same as for public jobs. Internal candidates get a candidate portal in all cases, and if there is a internal screening question set that matches the job, they'll get to answer internal question on their application.

  • How do I set the language of an application?

    To set the candidate-facing language of a job ad, choose it from the Job Ad Language list on the first step of the Job Posting Wizard, under Street Address).SelectJobAdLanguage.png

    It's a required field, so the default language is English. However, if you choose a different language, that language will be pre-selected on the next job you create.

    Supported Languages

    When posting a job, you can set the language of the ad in the following languages:

    • Afrikaans
    • Amharic
    • Arabic
    • Armenian
    • Azerbaijani
    • Basque
    • Bengali
    • Bulgarian
    • Catalan
    • Chinese (Simplified)
    • Chinese (Traditional)
    • Croatian
    • Czech
    • Danish
    • Dutch
    • English (UK)
    • English (US)
    • Estonian
    • Filipino
    • Finnish
    • French
    • Galician
    • Georgian
    • German
    • Greek
    • Gujarati
    • Hebrew
    • Hindi
    • Hungarian
    • Icelandic
    • Indonesian
    • Irish
    • Italian
    • Japanese
    • Kannada
    • Khmer
    • Korean
    • Lao
    • Latvian
    • Lithuanian
    • Malay
    • Malayalam
    • Marathi
    • Mongolian
    • Nepali
    • Norwegian (Bokmål)
    • Persian
    • Polish
    • Portuguese (Brasil)
    • Portuguese (Portugal)
    • Romanian
    • Russian
    • Serbian
    • Sinhala
    • Slovak
    • Slovene
    • Spanish
    • Swahili
    • Swedish
    • Tamil
    • Telugu
    • Ukrainian
    • Urdu
    • Vietnamese
    • Welsh
    • Zulu

    If you choose a language that is in both this list and the Candidate Experience list, we'll localize the section headers and buttons on the job ad, but not the text you or your team adds to the ad itself.


    If you choose a language that is in this list and not in the Candidate Experience language list, such as Welsh, SmartRecruiters will not localize the job ad. Such languages have been added to support company who use our API to create custom career sites and application processes.

    When a candidate views this job ad, parts of the ad and the application will be localized in that language.  

    The language of the job ad and application form are determined by the language chosen on the job ad, not the language of the candidate's browser.

  • When do candidates receive the Employee label?

    Employees can apply as internal applicants, and receive the Employee label, in four ways:

    • When they apply to any job (Public or Internal) through the Internal Mobility portal.
    • When they apply to any job (Public or Internal) through the Internal Job Widget.
    • When they apply through an Internal job ad.
    • When they apply to a Public job ad using their company email address, and the company has Domain Authentication activated.

    Anyone who has the URL for an internal job can apply to that job. They'll be marked as an internal applicant and receive the Employee tag even if they aren't actually an employee.