My Candidates Guide

Purpose

Use the My Candidates module to manage candidates assigned to you throughout the recruitment lifecycle. This area helps recruiters and hiring teams track active candidates, monitor approved candidates, and review completed hires.

Candidates are organized into three tabs:

• In Progress – Candidates currently moving through recruitment pipelines.
• Approved – Candidates approved for hiring but not yet hired.
• Hired – Candidates who have completed the hiring process.

Before You Start

• You must have access to the My Candidates module.
• Candidate visibility depends on your assigned jobs, ownership, and access profile.
• Some actions may only be available to Recruiters, Team Leaders, or Admin users.
• Imported candidates must meet the system's required data format.

Steps

View Candidates In Progress

1. Go to Candidate Management > My Candidates.
2. Open the In Progress tab.
3. Use the search field to locate a candidate.
4. Review available information:
   • Last Activity
   • Full Name
   • Country
   • Pipeline
   • Seniority Level
   • Comments and Notes
5. Click the action button to open the candidate profile.

Create a New Candidate

1. Go to Candidate Management > My Candidates.
2. Click New Candidate.
3. Choose one of the available options:
   • Standard – Create a candidate manually.
   • Import Candidates (CSV) – Upload candidates using a CSV file.
   • Import Candidates (PDF or DOCX) – Create candidates from resumes.
4. Complete the required information.
5. Save the candidate.

The candidate will be added to your active candidate list.

Review Approved Candidates

1. Open the Approved tab.
2. Search for the candidate if necessary.
3. Review:
   • Last Activity
   • Associated Job Openings
   • Pipeline
   • Seniority Level
   • Comments and Notes
4. Open the candidate profile to review approval details and next steps.

Review Hired Candidates

1. Open the Hired tab.
2. Search for a specific candidate.
3. Review:
   • Hired Job
   • Hired Job Opening
   • Job Start Date
   • Approved Date
   • Process Duration
4. Open the candidate profile for additional hiring information.

Perform Bulk Actions

1. Select one or more candidates using the checkboxes.
2. Click Bulk Actions when available.
3. Choose the desired action.
4. Confirm the operation.

Available actions depend on your access profile and candidate status.

Important Rules

• Only candidates assigned to you or your scope of responsibility may be visible.
• Candidate status changes are reflected automatically throughout the system.
• Approved candidates remain in the Approved tab until the hiring process is completed.
• Hired candidates become historical records and are no longer part of active recruitment pipelines.
• Imported candidates must follow supported file formats and required data structure.
• Bulk actions may be restricted based on permissions.

Common Issues

Issue: Candidate does not appear in My Candidates

Likely cause: The candidate is not assigned to you or is outside your visibility permissions.

How to solve: Verify candidate ownership, assigned recruiter, and your access permissions.

Issue: Candidate import failed

Likely cause: The uploaded file format is invalid or contains incomplete information.

How to solve: Verify that the file is in the supported format and includes all required candidate data before importing.

Issue: Candidate is missing from the Approved tab

Likely cause: The approval process has not been completed or the candidate was moved to another status.

How to solve: Review the candidate profile and verify the current pipeline stage and approval status.

Issue: Candidate is not appearing in the Hired tab

Likely cause: The hiring process has not been finalized.

How to solve: Confirm that the candidate has been officially marked as hired and that all required hiring steps were completed.

Issue: Bulk Actions button is disabled

Likely cause: No candidates are selected or your profile does not allow bulk operations.

How to solve: Select one or more candidates and verify your access permissions.

Issue: Unable to create a new candidate

Likely cause: Required candidate information is missing.

How to solve: Complete all mandatory fields and try saving the candidate again.