Internal Candidates

Table of Contents

• Introduction
• Triggers
  • Candidate Answers "Yes" To Currently Employed Question
  • Registering With An Internal Email Domain
  • Being Moved To Hired
  • Manual Updates Via The Manage Tool
  • Applications Made Via A Tribepad Careers Site
• Top Tips

✏️ Introduction

Ensuring that internal candidates are correctly identified within the ATS is essential for streamlining the hiring process and maintaining accurate candidate records. This guide provides an overview of the various trigger points that determine when an account is classified as an internal candidate.

By understanding these triggers, hiring teams can efficiently manage internal applications, ensure employees have the correct job seeker status, and maintain consistency across recruitment processes. Whether through automatic detection methods, manual updates, or specific career site applications, this document will outline how internal candidate identification works and how you can optimise its use within your recruitment workflow.

✅ Triggers

The following triggers will identify a candidate as internal:

1. When the candidate answers “Yes” to the question “Currently employed by {Company Name}”
2. Candidate Registers with an internal email domain 
3. Candidate is moved to Hired
4. Manual updates via the Manage Tool
5. Applying from an internal Tribepad career site 

➡️ Candidate answers “Yes” to the question “Currently employed by {Company Name}”

When a candidate registers an account on the ATS, if they are not using an internal email address, they will need to state that they are already employed by the company by answering the above question. 

Upon registration candidates are directed to their profile builder, where they will be presented with the question “Currently employed by {Company Name}”.

Answering “Yes” to this question and providing the relevant line manager/employee number will set the candidate account status as an Internal job seeker.

This question can be found in the following places:

• On the profile builder page on registration
• On the profile builder page on application (only if career history is set on the application journey)
• On the candidate profile on the careers history page.

➡️ Registering with an internal email domain

Within the Manage Tool, you will have the option to set which email domain should be recognised as an internal candidate upon registration. 

Email domains can be set via the general set-up page under the platform configuration menu:

Any account registering with an email address using any of the listed email domains will automatically be set as an Internal job seeker.

➡️ Being moved to Hired

Any candidate that is moved to the hired stage will have their job seeker status updated to an internal job seeker.

➡️ Manual updates via the Manage Tool

Candidate accounts can be manually updated or created via the ATS users module in the Manage Tool, at any time by anyone with access to this module. 

➡️ Applications made via a Tribepad Careers Site

If you have a Tribepad careers site, any candidate registering or applying from the Internal careers page will be automatically detected as an Internal candidate. 

The email domain being used to register and apply from here has no impact on the Internal/External status when using this method. 

❗Top Tips

• Candidates will only follow the application journey based on their internal/external status at the time of starting their application
• If Internal vacancies are being advertised anywhere other than the ATS or a Tribepad careers page, we recommend that an internal job seeker account is registered before starting any applications. This will ensure a smooth transition when applying via a third-party site
• Candidates can change their status at any time via their ATS profile
• You have the power to decide which email addresses should be recognised as internal candidates!