The Candidate's Application 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's application 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.
The Emails 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 and 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 Emails conversation feed, do not use the Emails tab to send these types of emails.
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.
Anyone will full access to a job will see the Reject button on the candidate's application. Rejecting someone in SmartRecruiters move them to Rejected status for that specific application.
To simply reject the candidate without notifying them, choose a reason from the list, and click Reject.
The rejection will take effect immediately, and the candidate will see the update in their Candidate Portal.
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.
If you choose to send a rejection email, you can also schedule the rejection for a later date using Delayed Rejections:
You can send the rejection immediately, or delay it for a specific period of time.
Learn more about delayed rejections.
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 all cases, you can specify a reason for rejection. Though optional, adding rejection reasons can help improve your hiring efforts by identifying common reasons.
Rejection reasons are never communicated to the candidate.
Rejection reasons are never communicated to the candidate.
The Interview tab of the candidate's application 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.
The Activities tab of the candidate's application profile is where you can find an audit trail of some of the key actions and engagements that have taken place with a candidate. This includes actions such as:
- Status updates on application status, offers, forms etc.,
- Notes and Reviews that have been added to the candidate's profile,
- Interviews being scheduled,
- Workflow triggered emails etc.
Like the Activity tab of the job's profile, the Notes tab on the candidate's application 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.
The More tab provides access to (and toggles) the Forms, Screening, Offers, and Hiring tabs.
Each of these three tabs is located immediately to the left of the More menu. When you select one from the list, it will replace the current tab in the 2nd to last position.
The Forms tab provides hiring team members a consolidated view of the status of custom forms that have been or is scheduled to be sent to this candidate.
Once a form is sent to a candidate, the form name, status and last updated date will be available in the candidate’s profile in a new tab called “Forms”. With 3 different status available:
- Scheduled to be sent (if the form is attached to an Send Message notification through Workflows Automation)
- Sent but pending candidate to complete the form
- Completed by the candidate
All behaviors of a candidate field will stay the same (i.e. public API integrations and report builder functions using candidate fields will continue to work as-is).
When a recruiter clicks on a form, they will be able to see the list of fields that were sent to the candidate underneath the summary to make it easier to review candidate submissions. This list will be limited to what has been configured in the Candidate field - if this is selected to appear on the Candidate Profile and if the user needs full access to see it.
Edits to candidates fields can now be completed through the Application fields widget as well as on the Forms tab - users will just need to select the form they would like to make edits to (or select "view all fields" to see all candidate fields), and click on the "edit" button on the top right corner in the summary box that appears to make changes. A "save" and "cancel" button will appear at the bottom once the user is in edit mode to save all edits done.
What each users see in this tab is controlled by the permissions set in Settings/Admin > Candidate Fields and Settings/Admin > Hiring team roles under "Application Fields" and "Restricted Application fields" (see Configure candidate fields article for more details).
Form submissions are tied to a candidate's application and will not be transferred if they are moved to another job. Recruiters will need to send the form based on that application to ensure the data is up-to-date and relevant to the new job they are added to.
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:
Create an offer by adding candidate information to an offer template.
Request and monitor approvals for the offer (if required)
Learn how to create and send offers from the Offer tab.
Screening questions and answers are associated with a specific application, and are independent for each application. If the candidate is asked the same questions for two applications, they could potentially provide different answers.
In the Single Application view, click the Screening tab to see the candidate's answers to that application's screening questions.
A user's ability to see a candidate's answers to the questions on a specific application depends on:
whether the user has access to the job associated with the application.
the question type (standard or Diversity),
whether the company's admin has limited the visibility of specific questions to users with full access.
A candidate has applied to two jobs: Senior Product Manager and Group Product Manager.
Alice has access to the Senior Product Manager job, but has no access to the Group Product Manager job.
As a member of the hiring team for both jobs, Bob also has access to applications to that job.
Bob can see the candidate's answers to standard screening questions to each application in the Single Application view of the application, and see both sets together on the All Applications
Alice can see the candidate's answers for the candidate's Senior Product Manager application in the Single Application and All Application views of the candidate's profile. She cannot see the answers for the Group Product Manager application anywhere.
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.
The Hiring Process widget on the candidate's applciation profile allows you to:
View the candidate's overall rating
Change the candidate's source (SmartRecruit 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, open the Application Actions list:
When applying, candidates can attach resumes, websites, and other documents. SmartRecruiters will attach these documents to their profile and display them Attachments section. Depending on the permissions configured for each hiring team role in "Settings/Admin > Hiring Team Roles", users will have access to write, read or neither to a candidate's attachments (see Custom Hiring Team roles for more details).
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 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.
Candidates who need to provide additional attachments following their initial application can now self-manage this process through their SmartRecruiters Candidate Portal account.
By navigating to their application page, they will be able to:
Download attachments: by simply clicking on the attachment, it will be downloaded on their machine.
Add attachments: once added, the attachment will be added shortly (can take up to 5 min) on the application in the back-office of the company in question. Recruiters will see a note on hover specifying “Attachment added by candidate on March 25th, 2020”.
Request deletion: once the candidate clicks on the icon to delete an attachment, they will see a note asking them to confirm that they want to send the deletion request to the company. In their system, recruiters will see on the application that the candidate requested deletion with a special icon. Please note that only users who have the permission to delete attachments will be able to do so.
Candidates will NOT see any document added by the hiring team in their candidate portal. They will only be able to download and request deletion of documents they personally added earlier in the process.
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.
The Application fields ection is home to any custom candidate fields that are configured to show up on the candidate's application 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 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.