Candidates Guide

Purpose

Use the Candidates module to search, review, create, and manage candidate records in Expand. This area centralizes all candidates in the system, including referrals and applicants, allowing recruiters and hiring teams to track talent throughout the recruitment process.

Before You Start

• You must have permission to access the Candidates module.
• Candidate visibility depends on your access profile.
• Some actions may only be available to Recruiters, Team Leaders, or Admins.
• Candidate information may be filtered based on assigned jobs, sourcing ownership, or regional permissions.

Steps

View All Candidates

1. Go to Candidates > All Candidates.
2. Use the available filters to narrow your search:
   • Name
   • Resume keywords
   • Date
   • Country
   • Referred By
   • Rejection Reason
   • Skills
   • Sourced From
   • Diversity Group
   • Region
   • Status
   • Recruiter
   • Sourcer
   • Job
3. Click Save Filter to save commonly used searches.
4. Click Clear Filters to remove all applied filters.
5. Review the candidate list.
6. Click the action arrow to open the candidate profile.

Create a New Candidate

1. Go to Candidates > All Candidates.
2. Click New Candidate.
3. Complete the required candidate information.
4. Upload the candidate resume if available.
5. Save the record.
6. The candidate will become available for future searches and job assignments.

Review Candidate Details

1. Open a candidate from the list.
2. Review:
   • Personal information
   • Resume
   • Skills
   • Applications
   • Interview history
   • Notes and comments
   • Associated job openings
3. Update information if your access profile allows editing.

Manage Referrals

1. Go to Candidates > My Referrals.
2. Review candidates you have personally referred.
3. Use the search field to locate a specific referral.
4. Click New Referral to submit a new candidate referral.
5. Open a referral record to review its current status and pipeline progression.

Review Team Referrals

1. Go to Candidates > Referrals.
2. Use available filters such as:
   • Job
   • Country
   • Referred By
   • Recruiter
   • Sourcer
3. Review referral activity across the organization.
4. Open a referral to view candidate details and hiring progress.

Manage Applicants

1. Go to Candidates > Applicants.
2. Use filters to locate applicants by:
   • Resume keywords
   • Date period
   • Country
   • Region
   • Job Opening
3. Select one or more applicants.
4. Click Start Screening when applicable.
5. Review resumes, comments, and candidate information before progressing candidates to the next stage.

Important Rules

• Candidate visibility depends on your role and permissions.
• Changes made to candidate records are immediately reflected across the system.
• Referrals and applicants become part of the central candidate database.
• Duplicate candidate creation should be avoided whenever possible.
• Candidate progression through pipelines may be restricted by access profile.
• Screening actions may only be available to authorized users.

Common Issues

Issue: Candidate does not appear in the search results

Likely cause: Filters are restricting the results or the candidate is outside your visibility permissions.

How to solve: Click Clear Filters, search again using broader criteria, and verify your access permissions.

Issue: Unable to create a new candidate

Likely cause: Required fields were not completed.

How to solve: Review all mandatory fields and ensure all required information is provided before saving.

Issue: Referral is not visible in My Referrals

Likely cause: The referral may have been created by another user or was not successfully submitted.

How to solve: Confirm the referral was saved successfully and check the Referrals tab if appropriate.

Issue: Start Screening button is disabled

Likely cause: No applicants are selected or your profile does not have screening permissions.

How to solve: Select at least one applicant and verify that your access profile allows screening activities.

Issue: Candidate appears to be duplicated

Likely cause: A new record was created without checking for an existing candidate.

How to solve: Search by candidate name, email, or resume keywords before creating a new record. If duplicates exist, contact your system administrator.

Issue: Cannot edit candidate information

Likely cause: Your access profile has view-only permissions for certain candidate data.

How to solve: Contact your Team Leader or Administrator if updates are required.