This is where you will find general information about the candidate database, tags, filters, candidate pool and more.
The candidate database is a collection and overview of all the candidates registered in your RecMan system. Here you can see their status via various tags, displaying those who are in an existing recruitment process or if they are an employee. Additionally, you can search the database for certain candidates using their names or utilize one of the many filters available to narrow down your search.
Candidate status (tags)
Behind every name in the candidate base, you will see one or several tags depicting important details about the candidates, some even displaying a number indicating, e.g., how many job applications the candidate has. Here is an overview and explanation of the various tags:
|The candidate has been created internally in the system (i.e., not registered by the candidate). It is important to check the notes on these candidates as they may not be aware that they have been put into the system.|
|The candidate has been approved for staffing and, at the moment, is stored in the employee base (without an active job).|
|The candidate has been approved for staffing and, at the moment, is stored in the employee base (with an active job).|
|The candidate has an interview(s) registered/conducted on their profile.|
|The candidate is in one or more pipelines where they ended up being hired.|
|The candidate is being processed in one or more pipelines.|
|The candidate has applied for one or more job postings within the system or has been added as an Applicant manually.|
The candidate has been presented electronically to a customer.
|The candidate has been detected to have a duplicate profile registered; for more information: Duplicate candidates.|
Navigating the candidates
To find a candidate or create a selection of potential candidates, using the search and filter functions is a helpful way to navigate your database. You can combine various criteria, such as competence, location, and/or status, to narrow down your search. Therefore, we are going to look into the different search methods available in the candidate database.
When searching for candidates based on several criteria, such as a combination of properties like age, location, and qualifications, filtering is the most common method used. In RecMan, filters are dynamic, meaning that the search will update continuously as you specify filters. You can see how different filters affect the results as you apply them.
It's important to note that filters only search within their designated fields. If the field searched within is empty, and you're searching for a specific word, the appropriate candidate may not show up in the results. For example, if you search for the word "sales" under education and also use the word "sales" in work experience, only applicants who have both qualifications will show up in the results.
At the top of the criteria list, you will see three buttons (shown in the picture above):
- Refresh: Will clear all selected criteria.
- Save: Will save your selection of criteria, which will be accessible from the Saved searches.
- Settings: Will give you the option of selecting what criteria will be available in your candidate database. This is a good way of limiting the list of criteria for your specific needs.
More information about Saved searches
When you have done searches and filtered your way to a selection of candidates, you may want to save this search so it will be simple to fetch these search criteria and not forget the results later. This can be done in the candidate base by using the Save search function.
Then we will have the option of naming this search (see the picture below). It can be a wise decision to give the search a name that you will be able to recognize easily and which clearly distinguishes this search from other saved searches.
In the upper bar, you have a Saved searches button where you can recall all the searches you have saved. Marked in red on the picture below, we find the search we just saved. From here, you can also update the search results, see the results, edit the name and delete the search.
More information about Filter settings
You can choose which filters should be visible on your own user. To select this, press the wrench button and set the filter options you wish to be shown within the candidate base. These choices are relevant only to your user.
You can also drag the criteria up and down to change the order of the filters.
Boolean- and Skills search
Another powerful tool for searching is using Boolean- and Skills search. Here you can play around with filtering such as AND, OR and NOT for more advanced searches. With this tool, you simply drag and drop the applied criteria to change the logic.
Typical use of filters
To use filters, you need to activate the one you want to use. Some filters have a text field where you can input your own search terms, while others have dropdown menus with predefined options, such as gender, region, industry and so on.
As shown in the example below, there is a selection of filters available that you can mix and match as desired. However, it's important to note that the system can only reference exactly what you've searched for and cannot guess on your behalf. For instance, if you're looking for a nurse with experience in respiratory care and the candidate has not listed this under their experiences, they will not show up in the results, even if they have listed respiratory care under their certifications or courses.
You can also search in attachments (e.g., PDF, Word, etc.) in case they contain text (and not pictures).
In case you are very unsure about where in a candidate‘s CV the information you are looking for can be expected to be found, the best alternative is the multi-search function in the candidate base. The multi-search field lets you search for specific search terms, but in contrast to filters, the search is conducted in several places simultaneously. For example, if you search for a certain word, the result will show you where it found matches in the candidate’s CV.
Another useful function is the ability to search for attributes. These are defined by the system administrator and can be used in many different ways. When selecting a multiple-choice attribute to use as a filter, you can check or uncheck boxes to limit the candidate selection to those who have the desired attribute. For example, using a multiple-choice attribute for programming languages: 1) By adding the attribute once and selecting C++ and Java, you will get all candidates with C++ or Java. 2) By adding the attribute twice and selecting C++ in one and Java in the other, you will get all candidates with C++ and Java.
Example 1) Candidates with C++ or Java
Example 2) Candidates with C++ and Java
Adding candidates to a pool and sharing it
The candidate base also has something called a candidate pool. Shortly explained, this can be compared to a playlist, i.e., you can move candidates into such a pool. You can add one or more candidates, and one candidate can be in several “pools” at the same time. Even if you delete a pool or remove a candidate from a pool, they will not disappear from the candidate base, only the relevant pool.
A pool can also be shared with other co-workers so they have the same pool on their screen. Otherwise, a pool is individual.
To add candidates to a pool, cross off the checkbox in front of the candidate(s) and click Add to candidate pool. In case you have not created a pool to put the candidate into, you will be able to create one in this same window.
To remove a candidate from a pool, go into the relevant pool, check off the box in front of the candidate(s) and click on Remove from pool.
You can add the candidate to a pool from the candidate card.
The buttons behind each pool are to remove (unsubscribe), share the pool, edit the name of the pool and delete the pool.
To exit a pool view click on it again.
Creating a candidate manually
In case you wish to create a candidate card in the candidate base manually, you can do this easily. You can register a candidate with only a first- and last name. If the candidate has an email, the system has an automatic function to send the login information to the candidate, together with a user-defined email or created from a template if you wish.
Always check the base for a candidate’s name before you create a new one, in case the candidate has registered themselves without your knowing it.
This is how you do it: Click on the Plus button in the upper left corner and select Candidate. A new window will now open up where you can add the information you have on the candidate. Everything can be edited after the candidate card has been created.
Fill in the information you have available. After the candidate card has been created, you can add files, education, etc., if you wish. When you press the button Register, the candidate card will be created, and you will be redirected to the newly made candidate card.
In case this is a candidate you are going to draw into a pipeline, this can be done immediately by setting the marker under the field Add to pipeline / link to project. Then type part of the name of the project or the customer to whom the project belongs, then the system will automatically start searching.
In the same way, you can also add candidates who are applying for a certain position in the system (i.e., if you receive an application in paper format but want the candidate to be added to the system with the rest).
However, the most used function is the option of letting the candidates themselves fill out the information. To do this, add the candidates’ email addresses, give them a password (no matter which), and cross off Email username and password. You will then get a window that lets you write the following email or choose a predefined template (retrieved from message templates in your profile).
Advanced name searches
You can also make a so-called advanced name search. This is done if you need to reach a special candidate.
As seen in the example, we used @firstName=. This will display all candidates who possess that first name and will always be a 100% match with what you search for. You can also use @lastName=, which gives you the last name, or @name=, to use the full name at once.
Next article: Creating a candidate