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Candidate Management

Overview

The Candidate Management system allows recruitment agencies to create, organize, and maintain comprehensive candidate profiles. This includes personal information, skills, experience, attachments, and anonymisation settings.

Key Features

1. Candidate Profiles

Each candidate profile includes:

  • Personal Information
    • - Full name - Email address - Phone number - Location - Public ID (auto-generated, e.g., C_ABC12345)

  • Professional Details
    • - Headline/current role - Years of experience - Work arrangement preference (remote, hybrid, office, flexible) - Contract type preference (permanent, contract) - Summary/bio

  • Skills & Experience
    • - Skills array (technical and professional) - Work history (from CV parsing or manual entry) - Education history

  • Compensation
    • - Salary expectations - Day rate expectations (for contractors) - Availability - Notice period - Work rights

  • Status Management
    • - Active/Inactive status - Anonymisation toggle - Custom anonymised label

    2. AI-Powered CV Upload

    Upload a CV and let AI extract all candidate information:

  • Navigate to Candidates → Upload CV
  • Select PDF file
  • System processes automatically
  • Candidate profile is created with:
    • - Name, email, phone extracted - Skills identified - Experience parsed - Education extracted - Summary generated

    Supported Formats:

  • PDF (primary format)
  • Text-based PDFs only (scanned PDFs not supported)

    • 3. Candidate Attachments

    Attach multiple documents per candidate:

  • CV - Primary resume
  • Portfolio - Work samples, case studies
  • Code Samples - GitHub links, code repositories
  • Other Documents - Certificates, references, etc.

    • Features:

  • Multiple attachments per candidate
  • Labeled by type
  • Secure download links
  • File size tracking

    • 4. Anonymisation

    Protect candidate privacy during initial screening:

    Anonymised Mode:

  • Hides candidate name
  • Hides current employer
  • Hides location (optional)
  • Shows anonymised label instead

    • Use Cases:

  • Confidential searches
  • Protecting candidates from current employers
  • Initial screening rounds
  • GDPR compliance for sensitive data

    • Anonymised Label Format: 

    {Current Role} - Ref {Public ID}
Example: "Senior Engineer - Ref C_ABC12345"

    5. Candidate Status

    Track candidate lifecycle:

  • Active - Currently available for roles
  • Inactive - Not currently looking
  • Placed - Successfully placed (archived)

    • Usage Guide

    Creating a Candidate Manually

  • Navigate to Candidates → Create New
  • Fill in candidate information:
    • - Personal details - Professional summary - Skills (comma-separated or array) - Experience details
  • Set preferences:
    • - Work arrangement - Contract type - Salary/day rate expectations
  • Configure anonymisation if needed
  • Click Save

    • Uploading a CV

  • Navigate to Candidates → Upload CV
  • Select PDF file
  • Wait for processing to complete
  • Review auto-populated profile
  • Edit any incorrect information
  • Add additional attachments if needed

    • Managing Attachments

  • Open candidate profile
  • Scroll to Attachments section
  • Click Add Attachment
  • Select file and type
  • Add label/description
  • Upload

    • Anonymising a Candidate

  • Open candidate profile
  • Toggle Anonymised switch
  • (Optional) Set custom anonymised label
  • Save changes

    • Note: Anonymisation affects how candidates appear in submissions to clients.

    How It Works

    CV Upload Process

    When you upload a CV:

  • File is securely uploaded
  • System extracts text from PDF
  • AI analyzes and extracts candidate information
  • Candidate profile is automatically created
  • Original CV is attached to the profile
  • You receive a notification when complete

    • Public ID Generation

    Each candidate receives a unique public ID:

  • Format: C_ABC12345 (example)
  • Automatically generated
  • Used in anonymised labels and references
  • Helps protect candidate privacy

    • Best Practices

  • Use AI CV Parsing - Saves time and ensures consistency
  • Review Parsed Data - Always verify AI-extracted information
  • Add Rich Attachments - Portfolios and code samples improve submissions
  • Keep Skills Updated - Accurate skills improve matching
  • Use Anonymisation - Protect candidate privacy when appropriate
  • Maintain Status - Keep candidate status current

    • Related Features

  • AI CV Parsing
  • Candidate Presentation
  • Submissions & Tracking
  • AI Candidate Matching