✏️ Introduction
A passive candidate profile is usually created when a recruiter would like to store some information about a potential candidate who has not yet signed up to the careers site themselves.
Due to GDPR regulation, before creating a passive candidate profile you should consider the following:
- Do the details entered identify the candidate in any way?
🗒️ Passive Account Types
There are two types of account that you can create:
➡️ A Passive Record
A passive record can be created if you set up an account without using an email address, for example, you may have found the candidate's profile on Linkedin and wish to store their details with a link to their Linkedin profile.
If you create a passive record, the candidate will not receive the generated email from Tribepad (as no email has been entered) and their record will remain exactly as you enter it, and as such the candidate will not be able to log in to their profile.
It is worth noting if an email address is not supplied any system-generated emails intended for the candidate will be sent to the email address of the user who created the passive account.
➡️ A Passive Candidate
A passive candidate will be created if you enter an email address for the candidate.
As mentioned further up in this guide, if you enter the candidate’s email address, an email will be generated automatically to advise the candidate that an account has been created and as such the candidate will be able to login to their profile and make changes.
If you are intending on setting up a passive candidate profile in full, you will need to ensure that you select the checkbox next to the text “Create a user account with these details (email must be provided)”.
👤 How To Create A Passive Candidate Profile
There are 2 ways to add a passive candidate to the ATS;
- By adding a passive candidate to a particular job.
- By adding a passive candidate separately via Tools.
➡️ How to add a passive candidate to a job.
Select the job that you would like to add a passive candidate to and select the “Passive Candidate” button (1).
Once selected you will be presented with the “Passive Candidate” pop-up where you are able to fill in all of the relevant information that you have about the candidate.
Contact Information:
You need to enter at least one piece of contact information in this section.
Remember at this point you need to think about what type of account you are creating:
- A passive record
If you are creating a passive record you should not add an email address in the contact information. - A passive candidate
If you are creating a passive candidate, you should enter the candidate's email address, and should ensure that the below toggle is selected.
If you would like to keep the candidate details locked so that only you may see the details for a certain period of time, select the “Lock candidate” toggle:
If you select this toggle you will then see the following two fields appear:
- Lock expiry date.
- Reason for locking the candidate.
Complete both of the fields:
If you would like to make the candidate internal, select the “Make internal candidate” toggle on - The candidate will now be marked with the “I” icon.
Further Candidate Information
This section allows you to add any further information that you think is relevant.
- Source
This picklist will allow you to choose from different source types. If the correct source type doesn't appear, speak to your main ATS lead within your organisation. - Notes
Add in any supporting notes to help you and your colleagues if applicable. - Upload CV
If you have a copy of the candidate's CV, you can upload it.
After completing the top portion of candidate details, scroll down where you will see “Opt-in and communication settings”:
You now have the option to tick the relevant checkboxes to opt your candidate in. You can either select all or a few.
The Passive Candidate Opt-in feature allows you to select various opt-ins when adding a passive candidate to the system. Once added, the candidate should receive an email listing the selected opt-ins, along with a link to adjust their preferences.
Additionally, a tag is automatically added to the candidate profile displaying the opted-in options.
Once you have selected the checkboxes needed, be sure to read the guidance around storing candidate information and select “continue” to finish the process.
The candidate profile has now been created.
➡️ How to add a passive candidate via Tools.
To get started head to “Tools” and “Passive Candidate”:
You will then be taken to the “Create A Candidate” page where you will need to enter the candidate’s details, including their CV and other relevant information:
After completing the top portion of candidate details, scroll down where you will see “Opt-in and communication settings”:
You now have the option to tick the relevant checkboxes to opt your candidate in. You can either select all or a few.
Once you have selected the checkboxes needed select “continue” to finish the process.
❓ What Happens Now?
If you chose to create a passive candidate an email will have been automatically generated and sent to the candidate's email address.
The purpose of the email is to:
- Let the person know that their details have been added to your ATS.
- Allows the person to choose whether they are happy for your organisation to retain that information and perhaps complete a candidate application for the role you have assigned them to.
- Allows the person to select a link to request that your organisation delete their data.
🟣 What happens if the candidate proceeds with the profile?
The candidate will be directed to your careers site where they can select the forgotten password option.
By carrying out this action the candidate can set their own unique password and access their profile.
The candidate will receive an email allowing them to select a link and create a password.
The candidate will be directed to the login page of your careers site so that they can enter their credentials.
Once logged in the candidate will be presented with the GDPR settings page allowing them to agree to specific policies and communication opt-ins.
If you have already opted the candidate into certain communications, they will have the option to opt-out at this stage.
Once the candidate has selected “Save”, they will be presented with their profile.
By default, the candidate will land on their Dashboard.
In the left-hand side bar of the screen the candidate can view their:
- Open Applications
- All Applications
- Suggested Jobs
- Watchlist Items
Open Applications
By selecting this option the candidate will navigate to “My Job Applications”.
If you have started the application process for the candidate, they will now have the option to select “Continue Application” to complete and submit a full application for the role that you have assigned them to.
The candidate is also free to complete any elements of their profile that they wish to add to.
For further information on the Candidate Profile 🖱️ see this guide here.
🟣 What happens if the candidate wants you to delete their profile?
If the candidate selects the link to delete their account, they will be presented with a pop-up:
The candidate will then see another pop-up confirming the account deletion:
The candidate will no longer appear within the ATS.