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SmartRecruiters

Managing candidates with parallel applications

With Parallel Processing, SmartRecruiters treats each application submitted by a candidate as a distinct and separate record so that hiring teams can review, rate, and take other actions on specific applications without affecting the others.

To help these teams manage candidates and their applications, SmartRecruiters provides two views of the candidate profile, which differ in their context:

  • The Single Application View presents the candidate's profile in the context of a specific application. It displays information that is unique to the application. In this view, hiring team members can take actions that affect the application, such as rating and scheduling interviews.
  • The All Applications View presents the candidate's profile in a general context, with details from all applications. It's designed to help hiring team members review, but not take action on the candidate's various applications. 

Subsequent sections describe the components of each view in detail.

Access and visibility

Anyone with access to at least one of a candidate's applications can see the list all of a candidate's current or previous applications on other jobs, even if they don't have access to those jobs. However, if a user doesn't have access to a specific job in the list, they will not be able to view the candidate's full application to that job.

For example:

  • Alice has access to the Visual Designer and Jr. Product Designer jobs. She can click the name of either job in the Application lists to open the candidate's application to either job in a new tab.
  • Bob has access to the Jr. Product Designer job, but not the Visual Designer job. He'll be able to see that the candidate has an application for the Visual Designer job, and the job's location, REF ID, Recruiter/Hiring Manager, and status. He won't be able to view the full application.

That way, Bob can contact the recruiter/hiring manager to ask questions about the other job.

Single Application View

The Single Application view shows the candidate's profile in the context of a specific application.

This is the view you'll use to:

  • See application information such as screening questions
  • Schedule interviews
  • Leaving ratings and reviews 
  • Communicate with the candidate via email
  • Reject, hire, or otherwise take action on a specific application

You'll know you're on the Single Application view when you can see the name of a specific job, the Screening tab button, and an average rating  in the upper right corner of the page.

ParApps_AppView.png

This view is composed of the following components:

Component Context Description
Contact information Candidate Name, email, location, etc. Assocaited with the candidate, not the application, and is identical across all of a candidate's applications.
Profile Tabs Application Show information such as email conversations, notes, interviews, etc., that is specific to this application.
Application Box Application Contains application rating, job details, application source, hiring process status, Rejection button, and more actions such as Defer, Add to Job, and Mark as Withdrawn.
Attachments Application Include all resumes and attachments from all of the candidate's applications that a given user can access, not just the application that's currently in view.
Application Fields Application Custom fields with information specific to this application.
Application List Application Lists each of the candidate's applications, regardless of whether a given user can access them.
Assessments Application Contains assessments sent for this specific application, and results for those assessments.
Other Applications Candidate List of active and inactive applications for this candidate.
Candidate Profile Candidate Information in the Contact Info and Candidate Profile sections (Experience and Education) is associated with the candidate, not the application, and is shared across all applications.
Tags Candidate User-added tags. Shared across all of a candidate's applications.

All Applications View

The All Applications view shows the context of a candidate, and all candidate information that is shared amongst all of their applications. You'll know you're on the All Applications view when you can see the All Applications section on the page.

ParApps_AllApplicationsView.png

This view is composed of the following components:

Component Context Description
Contact information Candidate Name, email, location, etc. Shared across all of a candidate's applications.
Profile Tabs Application Show information such as email conversations, notes, interviews, etc., that is specific to this application.
Application Box Application Contains number of total applications and source of first application
Attachments Application Include all resumes and attachments from all of the candidate's applications that a given user can access.
Application List Application Lists each of the candidate's applications, regardless of whether a given user can access them.
Candidate Profile Candidate Contains experience and education information that is shared across all applications.
Tags Candidate User-added tags. Tags are shared across all of a candidate's applications.

Each tab in the All Applications view will show information for all the applications that a user has access to, combined, in reverse chronological order. The Attachments section includes all resumes and attachments from all of the candidate's applications that a given user can access.

Contact Info and Candidate Profile

The Contact Info and Candidate Profile sections contain candidate-specific information, and are shared across both the Single and All Applications views.

ContactInfo.pngCandidate_Profile.pngEdits to the candidate's Contact info and Candidate Profile are immediately applied to all applications. For example, Hannah above applies to Job 1 first, then to Job 2 with an updated resume. SmartRecruiters would update her Candidate Profile and, the changes would be immediately visible on all of her applications (in Single Application view) and in the All Applications view. 

Anyone with full access to an application (e.g. Recruiter, Hiring Manager, Executive) can edit a candidate's Contact Info or Profile information. For example, if a Recruiter on Job 1 changes Hannah's last name to "Smart" while on Hannah's application, a Hiring Manager on Job 2 will see Hannah's last name update immediately.

When someone (candidate or user) makes an update to candidate properties, SmartRecruiters adds an activity story to Hireloop and the Activity tab on all applications.

Application Box

The Application box displays summary information and certain actions based on context.

Single Application view

In the Single Application View, the Application box includes application-specific information and actions.

ParApps_AppActions.png

  • Average rating for this application. Each application has an independent rating. Previously, it was the average rating across all applications.
  • Job REF ID underneath the job title for easy reference.
  • Move Forward feature that allows you to advance the application to the next step / stage in the hiring process, or open the dropdown list to select a specific step/stage from the list.
  • a Reject Button for better access to rejections. Clicking this button opens the Rejections modal and all current rejection-related features, including Delayed Rejections.ParApps_RejectModal.png

Next to the Reject button is the the Application Action list, which provides various actions:

Mark as withdrawn Changes the application status to withdrawn.
Add to another Job Creates a new application for the candidate on a different job without altering the status of their other applications. The new application has a Lead status.
Remove from this Job Simply removes the candidate's application from consideration on a job without rejecting it. The candidate's application moves to Transferred status. No other applications are affected, and the candidate does not need to be added to another job.
Delete Deletes the application. Does not affect a candidate's other applications.
Defer Defers the candidate

All Applications view

In the All Applications view, the Application Box contains a summary in the context of the candidate:

  • the candidate's total number of applications,
  • source of their earliest and oldest application, and
  • date of their first application.

Click the source's name to edit it. This source is independent of a specific application, so changing the source in this view will not change the source of a specific application. 

ParApps_AllApplicationsView_Box.png

Click Add to Another job to assign the candidate to a new job. Doing so won't affect the candidate's status on any other application. 

Applications lists

Both views of the Candidate Profile list all of a candidate's applications so that anyone who can access at least of of the candidate's applications knows about their other applications.

Single Application View

In the Single Application view of the candidate profile, the Other Applications list combines all of the candidate's applications in one place.  

ParApps_OtherApplications.png

Each application in either list is collapsed by default. When collapsed, each application is listed with:

  • Job title: The title of the job that is associated with the application.  
  • Status: the status of the candidate's application to that job, which can Lead (recently added or applied to the job), Transferred (reassigned from that job), or Rejected (from that job). If Rejected, you'll also see the reason for rejection. 

Active applications have the green progress bar. Inactive applications have grey progress bars.

Click the arrow to expand an application's entry and see more details about the job associated with that application:

  • Job location: the location of the job.
  • Job REFID: Job's reference ID
  • Recruiter: the name of the person that has a Recruiter role on that job's hiring team, if there is one.
  • Hiring Manager: the name of the person that has a Hiring Manager role on that job's hiring team.
  • Source: the source of the application, e.g., Default Career Page.
  • Status: the status of the candidate's application to that job, which can Lead (recently added or applied to the job), Transferred (reassigned from that job), or Rejected (from that job). If Rejected or withdrawn, and there's a reason provided, you'll also see the reason.

Click All Applications to switch to the All Applications view of the candidate's page.

All Applications View

In the All Applications view, this is the Applications List.ParApps_AllApplicationsList.png

The information listed for each application is identical to what users see in the Single Applications view.

Searching and Filtering

Since candidates may have more than one application, SmartRecruiters associates some properties with the candidates themselves, and some with the candidate's applications. 

Candidate properties Application Properties
  • Avatar
  • First Name
  • Last Name
  • Email
  • Phone
  • Location
  • Social network handle
  • Website
  • Work Experience
  • Education 
  • Tag
  • Application Status
  • Application Source
  • Screening Questions Answers
  • Email messages
  • Reviews
  • Interviews
  • Offers
  • Notes
  • Referral Recommendations
  • Attachments
  • Assessments
  • Application Custom Fields
  • Offer Fields
  • New Hire Form Fields
  • Rejection & Withdrawal reasons

The distinction is important because searching/filtering for candidate properties yields only the most recent results, irrespective of historical changes made in the context of applications.

For example, Location is a candidate property that can be updated by subsequent applications. Let’s say a candidate named Alice applied to the company two years ago and specified her location as “Toronto, Canada”. She recently reapplied a month ago and set her location to “London, UK”. A recruiter who searches today for candidates in Toronto, Canada will not see Alice in the search results.

Conversely, if Alice's 2-year-old application was rejected and assigned the rejection reason "Silver Medalist", and is rejected from her most recent application with the reason "Did not meet minimum qualifications", when the recruiter filters for Silver Medalists, Alice will show up in the results. 

Only the information in the most recent resume uploaded by the candidate will be searchable. Each time the candidate submits a new application, SmartRecruiters parses the resume and updates their profile with this information. Historical resume information is not searchable.

Order of Applications on People list

The People list contains a list of candidates and information about their various applications. Each entry in the People list includes:

  • Candidate name
  • Current position
  • Current location
  • Date they were first added to SmartRecruiters (by applying or being added by user)
  • Their list of applications, with current status and date of last status update.

SmartRecruiters will display up to 2 applications at once, and collapse the rest of the list. Click See All to view the whole list in the All Applications view. Without filters or search query, the list is sorted by Application Status. Candidates with the most recently updated applications are at the top. 

ParApps_PeopleList.png

Filters/Searching and Order of Applications on People list

When you apply filters or search terms, SmartRecruiters matches both candidates and their applications to your query terms.

  • Searching or filtering by a candidate property will yield results with all matching candidates.
  • Searching or filtering by an application property will yield results with all candidates that have one or more matching applications.

By default, each candidate's list of applications is ordered by most recent status update. When you search or select an application-specific filter (Status, Source, Rating, Withdrawal/Rejection reason), we'll show up to 2 matching applications for each candidate if they are active on multiple jobs. These applications will be ordered by most recent Status update.

Sorting on People list

The list on the People page can also be sorted manually in three ways:

  • by Creation Date, which is the date that the candidate was first added to SmartRecruiters
  • by Last Name (A-Z)
  • by Status Update, which is the most recent application status update.

SmartRecruiters will automatically sort the list:

  • by Relevance for keyword/boolean search or the Job Title, Company, or School filter. 
  • by Recently Viewed from most recent to least recently view applications
  • by Modified Date for Saved Searches. Modified Date is defined by actions which update Modified Date. These actions include: Attachment update, Candidate field update, Reject, Hiring stage/step Change, Education history change, Employment history change, personal info update. 

Searching, Filtering, and Sorting the Applicant List

Filters and searches from the Applicant list work essentially the same as for the People List. Since the Applicant List lists all candidates with applications to the job, there is clear context for application-specific information such as:

  • Ratings
  • Application source
  • Deferral notices
  • Pending rejections

ParApps_ApplicantList.pngCandidates who have other applications to other jobs are marked. Just click the More applications link to see a list. 

Bulk Actions

Available bulk actions, such as rejecting or sending messages, depend on context so that actions are taken on candidates or applications as appropriate.

People list

Since the People list is a list of candidates, available bulk actions are candidate-specific. 

PartApps_PeopleListActions.pngFrom here, you can 

  • Defer all applications for multiple candidates.
  • Add one or more candidates to a job
  • Delete multiple candidates and all of their applications.

Applicant List

The Applicant list is application-specific, so available bulk actions concern applications:

ParApps_ApplicantListActions.png

  • Message one or more candidates
  • Reject the application of one or more candidates on the job
  • Share  the application of one or more candidates on the job
  • Defer  the application of one or more candidates on the job
  • Compare the applications of multiple candidates
  • Add to another job
  • Remove from job

Ratings

Candidate ratings, reviews and scorecards are associated with a specific application. Ratings on a candidate's application to one job do not affect the ratings on applications to other jobs. 

The Single Application view for an application lists the average rating for that application only.

SingleApplicationView_ApplicationBox.png

The main People page will not include any ratings. This is because the People page lists candidates, not their applications, and does not have the specific context of a single application.

ParApps_PeopleList.png

You can view and leave ratings for candidates in a job's Applicant list, on the People tab of the job's profile page. Ratings here apply only to applications to this job.

ParApps_ApplicantList.png

Rating a candidate on one application (e.g., by leaving a rating in the Applicant list of another job) updates that application, but does not affect their other applications.

  • If the candidate has not yet been rated for a specific application, leaving a rating on the application will move this application to the In Review stage, but will not affect other application.
  • If Independent Reviews is activated for hiring managers and/or interviewers, leaving a review on on application does not unlock reviews on other applications.

 

Resumes and attachments

Attachments such as resumes and other files are associated with specific applications, not the candidates themselves. In the Attachments section of any candidate's application, you'll see all files (resumes, documents, etc) for all of the candidate's applications that you can access.

ParApps_HoverResume.png

If, for example, the candidate uploaded their resume to apply to two different jobs, and you have access to both jobs, you'll see the resume attachment listed twice.

The exception to this rule is any offer-related attachments, e.g., those that the candidate attaches in their reply to an offer. These are only visible in the Attachments section to users who can see the Offer tab for a particular job and extend offers to the candidate. Thus, if you have access to the Offer tab for Job 1, but not Job 2, you'll only see attachments from Job 1, even though you can see the candidate's application to Job 2.

Assessments

Assessments are associated with applications, not the candidates themselves. Anyone with full access to a job will be able to send assessments and view their results on applications to that job. 

ParApps_Assessments.png

To order and see assessment results for all of a candidate's applications, you would need full access to each job associated with each application.

Profile Tabs 

Most tabs are visible on both the Single and All Applications view. 

  • When a user views an application in the Single Application view, information in each tab is specific to that application.
  • When a user views the All Applications view for the candidate, information in the tabs includes all applications that the user can access, listed in reverse chronological order.

Emails

Emails are associated with specific applications, not candidates. Click the Email tab in the Single Application view to view all emails associated with a particular application.  

ParApps_EmailsTab.png

Emails for one application are not visible in the Single Application View of the candidate's other applications. However, the Emails tab of the All Applications view of the candidate profile will display emails from each individual application that a user can access.

Reviews

In the Single Application View, hiring team members can leave ratings, reviews, and fill out scorecards. The average of ratings added in this tab is displayed in the Application Box.

ParApps_Reviews.png

If Independent Reviews is activated for hiring managers and/or interviewers, leaving a review on one application in the Single Application view does not unlock reviews on other applications.

Interviews

Interviews are associated with specific applications. While on the Single Application view, click the Interviews tab to schedule an interview for a particular application, or see upcoming and past interview information.

InterviewsTab.png

Anyone with access to the Interviews tab for the job associated with an application can see interview information for that application. 

Notes

Notes are associated with applications, not candidates. When someone posts a note from the Notes tab for a specific application, the note won't be visible on the candidate's other applications.

NotesTab.png

All Open notes about a particular candidate are visible on the All Applications view of the candidate profile for anyone who has access to the candidate. Other types of notes are visible only to users who were @mentioned in the note.

Offers

Offers are associated with applications, not candidates. Thus, it's possible to extend offers for multiple applications to the same candidate at the same time.  When someone sends an offer to a candidate with multiple applications, only the application associated with the offer will change status to Hired. 

ParApps_OffersTab.png

A given user's ability to see offer details for an application to a job — including the offer itself, emails, and any files attached by the candidate when responding to an offer email — depends on whether they have full access to the job.

Offer details for a specific application are not visible on the candidate's applications to other jobs. However, these details are visible in the All Applications view, assuming that a particular user has full access to the jobs associated with these applications. 

ParApps_AllApplications_Offers.png

For example

  • A candidate has applied to two jobs: Senior Product Designer and Senior Visual Designer.
  • Alice sent an offer to a candidate for their application to a Senior Product Designer job. She's on the hiring team for the Senior Visual Designer job, but doesn't have full access.
  • Bob sends an offer to the same candidate for their Senior Visual Designer application. He's a recruiter on both jobs, and has full access to each.
  • In the Single Application view for each application, Bob can see the application's offer details. He can also see both offers on the All Applications view for the candidate.
  • Alice knows the candidate received an offer for the Senior Visual Designer job, but cannot see the details in either Single or All Applications view.

Screening questions

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.  

ScreeningTab.png

A user's ability to see a candidate's answers to the questions on a specific application depends on:

For example:

  • 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.

Activity

The Activity tab captures a record of the various actions taken by the candidate or hiring team related to the application, such as rejections or ratings. For example, when someone edits the candidate's contact info or profile, SmartRecruiters adds an event here with the name of the person and the type of change.
ActivityTab.png

Hiring

Click Hiring in the More list (or move the application to Hired status) to access the New Hire form.


ParApps_More.pngParApps_NewHire.png

Rejecting

Rejections affect specific applications. Rejecting a candidate's application to one job does not affect their applications to other jobs.

A candidate's application can be rejected into two ways:

  • Click Reject on the Single Application view for a specific application to reject that application.SingleApplicationView_ApplicationBox.png
  • Use the Actions list on the Applicant List of a job to reject the application of one or more candidates on that job.ParApps_ApplicantListActions.png

Rejection reasons are assigned to specific applications, not the candidates themselves, so each application can have its own rejection reason.

ParApps_RejectModal.png

Transferring

Candidates can be transferred between jobs using two actions:

  • Add to another job creates a new application for the candidate on a different job without altering the status of their other applications. The new application has a Lead status. No application-specific information from any other application, such as the Application fields, is carried over to the new application.
  • Remove from job simply removes the candidate's from consideration on a job without rejecting them. The candidate's application moves to Transferred status. No other applications are affected, and the candidate does not need to be added to another job.

When a candidate is added to a new job, they can be subsequently removed from the old job. This action effectively reassigns them, and their application to the old job is marked as Transferred.

To add someone to a job, you'll need to be able to access that job.

There are two ways to add a candidate to a job:

  • From the Single Application view for a specific application:ParApps_AppActions.png
  • From the People list:PartApps_PeopleListActions.png

Candidates can be removed from a job only from the Single Application view for their application to that job:

ParApps_AppActions.png

 

Withdrawing

Withdrawals apply to specific applications. Candidates can withdraw individual applications in the candidate portal. User with full access to a job can mark applications to the job as withdrawn. Withdrawing one of a candidate's application does not affect their other applications. 

To mark an application as withdrawn:

  1. Find the specific application, and open the Actions list
  2. Click Mark as withdrawn.ParApps_AppActions.png
  3. Choose an optional Withdrawal reason (if your company has them) and confirm the withdrawal.

Withdrawal reasons will be visible:

  • in candidate's list of applications in the People list, 
  • in the Other Applications list on the Single Application view of the candidate's profile, and
  • in the Applications list of the All Applications view of the candidate's profile.

Deleting

Admins can delete a candidate completely, or simply delete a specific application.

  • To delete a candidate and all their applications, open the Actions list on the People page and click Delete. Admins may delete one or more candidates at at time using this method.PartApps_PeopleListActions.png
  • To delete only a specific application, open the Actions list on the Single Application view for that application and click Delete.ParApps_AppActions.png

There is no way to delete all of a candidate's applications, or bulk delete other candidates' applications, without also deleting the candidate(s).