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SmartRecruiters

Candidate profile

The Candidate Profile provides centralized management of each individual candidate. Hiring team members will spend much of their time using the various components of the profile to review, rate, and interact with the candidate. 

This guide provides an overview of the various features on the candidate profile, and links to more in-depth tutorials on using each feature.

This page applies generally to all SmartRecruiters users. Depending on your role on a job's hiring team, you might not have access to some of these components on the profiles of candidates on that job.

Messages tab

The Messages tab collects all email messages between the hiring team and the candidate, and displays the conversation as a feed. 

The messages you'll see will depend on your hiring role and the access you have to the job and its candidates. For example, if you can't see the Offer tab, then you don't have full access to the job, and won't see any offer-related messages in the Messages feed. 

Click inside the composer to create a new message. You can either write an entire new message, or select an available Generic Message template. The composer supports attachments, but not rich-text editing.

When a candidate replies to your message, their reply will be added to the top of the messages feed, and you'll also receive an copy in your inbox. 

Though SmartRecruiters adds all rejection, offer, and interview emails to the Messages conversation feed, do not use the Messages tab to send these types of emails.

Reviews tab

You can submit ratings, reviews, and scorecards for a candidate on the Reviews tab, and also see your teammates' ratings, reviews, and scorecards.

Click to set an overall rating for the candidate, and enter an optional review. SmartRecruiters will average your most recent rating with those of your teammates produce the candidate's average rating, which is used to determine top performers in the Leaderboards on the job's profile. 

If the job has a scorecard, click Show Scorecard and provide a more structured review against the scorecard's criteria. Ratings for individual criteria do not affect the overall rating. 

You can also review your teammates' scorecards, and comment on them.

Your ratings, reviews, and scorecard are always editable once you submit them. Just click Edit, and choose new ratings or enter a new review. If you edit your overall rating, SmartRecruiters will recalculate the candidate's average overall rating.

Reject tab

If you're assigned a Recruiter, Hiring manager, or Executive role on the job, you'll see the Reject tab. When you reject a candidate on this tab, SmartRecruiters will move them to Rejected status.

To simply reject the candidate without notifying them, choose a reason from the list, and click Reject.  

To reject the candidate and notify them, click Send rejection email and either enter a new message, or select an available template. Edits made here will not be saved to the template itself.

Only templates with a Rejection type can be used on the Reject tab.

Normally, SmartRecruiters will send the rejection email using your name and email (from your SmartRecruiters account). To maintain anonymity, click Show sender as "Hiring Team" instead of my name. SmartRecruiters will replace your name with "<Company Name> Hiring Team" as the sender.

In either case, you can specify a reason for rejection. Though optional, adding rejection reasons can help improve your hiring efforts by identifying common reasons.

You can:

Rejection reasons are never communicated to the candidate.

Interview tab

The Interview tab of the candidate profile is where you can schedule interviews, see upcoming and past interviews, and track when interviewers and candidates accept or decline the invitations.

The Interview scheduler makes it easy to:

  • compare interviewers' Google and Microsoft calendars, 
  • find availability,
  • reserve rooms and resources,
  • and send invites to the candidate and interviewers. 

Once you've scheduled an interview, you can monitor when candidates and interviews accept or decline the invitation.

Candidates can confirm or decline the invitation from their email, and interviewers can do the same from within SmartRecruiters. SmartRecruiters will automatically update the interview's details when someone responds to the invite.

Learn how to schedule interviews.

Notes tab

Like the Activity tab of the job's profile, the Notes tab on the candidate profile displays an activity feed for notes shared about the candidate and activities taken by the hiring team.

Notes shared here are visible only to users in your SmartRecruiters, and never shared externally with the candidate. Depending on the type you select, you can share notes that are visible:

  • In a note to everyone in your account
  • in a direct message that's visible to only specific teammates
  • in an open note to anyone who has access to the candidate, or
  • in a private note for yourself (and your admins). 

Notes that are not visible to specific teammates are excluded from the feed. So, if you send a direct message to another user, the note will show up on the Notes tab for only you and that user.

Learn more about choosing the right type of note.

Offer tab

If you're assigned the role of Recruiter, Hiring Manager, or Executive on a job, you can access the Offer tab on the candidate's profile.

On this tab, you can:

Learn how to create and send offers from the Offer tab.

More tab

The More tab contains the remaining actions that aren't covered in the other 6 tabs, including:

  • Hire the candidate
  • Reassign them to another job
  • Mark them as withdrawn
  • Delete them

Experience and Education

When a candidate applies to a job, SmartRecruiters fills out the Experience and Education sections of their profile with information from their application. 

  • If the candidate attached their LinkedIn or Indeed profiles, or manually entered their information, SmartRecruiters adds it here.
  • If the candidate uploaded a resume, SmartRecruiters will parse the resume and add each former position in chronological order, with the most recent position at the top.

All information in the Experience and Education sections is searchable via the People page or People list (on the job). 

Click the Add button to update the candidate's resume with another position or degree.

Hover over a position or education entry and click Edit to make changes, or Delete to remove the entry.

 

Additional Information

The Additional Information section of the candidate's profile will list the screening questions on the job's application, and the candidate's answers. 

The visibility of questions and answers depends on two things:

As a rule, diversity questions and candidate answers are not visible on the application. The one exception is EEO questions: you can see whether the candidate answered or not, but you can't see the answer.

If the candidate answered questions for multiple applications, you'll be able to see all visible questions from any application. Just click the job title to switch the view.

Screening questions and answers are not searchable.

Hiring Process 

The Hiring Process widget on the candidate profile allows you to:

  • View the candidate's overall rating
  • Change the candidate's source (Corporate only)
  • Monitor the candidate's progress through the hiring process
  • Advance the candidate manually to the next stage in the hiring process.

Under the title of the job is the source of this application. Hover over it and click to change the source. SmartRecruiters will update your analytics to match.

Normally, SmartRecruiters will automatically advance the candidate through the hiring process when users take actions on the other tabs. If you have full access to the candidate, you can also manually move the candidate through the hiring process:

  • Click the name of the stage under the progress bar to advance the candidate.
  • Open the dropdown list to select a specific step in the hiring process.

To reject, reassign or mark the candidate as withdrawn, click the More tab.

 

Attachments

When applying, candidates can attach resumes, websites, and other documents. SmartRecruiters will attach these documents to their profile and display them Attachments section. All hiring team members, regardless of assigned role, can click to open and review the attachments.

Click the Add button to upload a new attachment.

  • Candidates can upload files in PDF, RTF, DOC, and TXT format during the application process.
  • SmartRecruiters will parse resumes uploaded during the application process, but will not parse documents uploaded after the candidate submits the application.
  • Hiring team members can attach files in many more formats, including PDF, RTF, TXT, DOC, XLS, PPT, MOV, PNG.
  • Each candidate can have up to 10 attachments, with a maximum file size of 10 mb.
  • The resume uploaded by the candidate is always the first attachment. Other attachments are listed in the order added.

Assessments

The Assessments section of the profile allows you to send and monitor background checks, skills tests, and other assessments. 

By default, users with full access to the job will see the list of assessment types. Click Browse to browse through the options for that type from each vendor in the Marketplace.

Admins can also pre-configure assessments to trigger when the candidate reaches specific steps in the hiring process. You can identify pre-configured assessments by the START link. Click this link to review and confirm the assessment before sending it to the candidate.

If there's a pre-configured assessment for a certain type of assessment, you won't be able to browse the Marketplace for more options of the same type.

Once an assessment has been sent to the candidate, you can monitor its status:

This section is visible only if there are active assessments. Assessments are listed chronologically, with the newest at the top. Available statuses are:

  • PENDING: Assessment order sent to vendor.
  • REJECTED: Vendor rejected the order.
  • IN PROGRESS: Vendor has sent the assessment to the candidate, and is waiting for the candidate to complete it.
  •  COMPLETED: Candidate has completed the assessment.

If the assessment has scored results, click See Result to see them:

  • Actual results are visible only to users with full access to the candidate.
  • Other users will simply see the status, e.g., IN PROGRESS or COMPLETED.

Custom Fields 

The Custom Fields section is home to any custom candidate fields that are configured to show up on the candidate profile. Click Edit to make changes to any of the field values.

Like much of the information on the profile, Admins may configure the fields to be visible only to users with full access to the job. 

Tags

Tags are a great way to categorize and group together similar candidates, e.g., to place them in a talent pool or to quickly take mass actions such as messaging, reassigning, or rejecting multiple candidates.

You can define any number of custom tags from any candidate's profile, and use the same tags for any candidate on any job. SmartRecruiters maintains a list of your custom tags, and will suggest similar existing tags when you start typing to add a new one.

Use the Tags filter on the People page or People list (on the job) to quickly find similar candidates.