🔖 Moving A Candidate To Shortlisting
Shortlisting a candidate usually takes place once you have reviewed their application and you believe that they are likely to be invited to interview.
You might choose to shortlist candidates one at a time or you may shortlist candidates as part of a bulk process.
Candidates tend to remain in the shortlist stage until they are invited to carry out an interview.
➡️ How To Move A Candidate To Short List
To get started, select the tick box next to the candidates name (1), followed by clicking on the “options menu” and “add to short listing” (2):
You will now see a pop-out, where you have the option to “Select Status” from the drop down - this allows you to leave a status such as “Recommend Interview”.
This feature is useful for when you would like to leave some type of note for another user that will be running through the next stage of recruitment, and will show up next to the Candidates name once they have been shortlisted as so (1):
If needed you can also select the toggle to switch “Date Gap” on as part of the “Onboarding Workflow”.
Once you have selected (or left blank) the options presented to you, click on “Yes, continue” to move your candidate to Shortlisting.
🗒️ Moving A Candidate To Longlisting (Also Known As In-Review)
There are many stages of the recruitment process with Longlisting not necessarily a stage that is commonly used.
We think it's a useful bucket for moving completed applications to, so that you can separate them from the applications that aren't yet complete.
You can then review a candidates application before deciding whether to progress them to the shortlist stage or to reject them from the process.
➡️ How To Move A Candidate To Long List
To get started, select the tick box next to the candidates name (1), followed by clicking on the “Options menu” > “Other Options” (2) and “Add To Longlisting” (3):
You will now be presented with the same pop-up as you were presented with for “Shortlisting”.
Within this pop-up you have the option to “select status” and toggle “date gap” on if needed:
Once you are happy with your selections, click “Yes, continue” to complete the process.
Your candidate will now have moved to “Long Listing”:
📜 Moving A Candidate To Conditional Offer & Offered Stage
Once you have decided to make either a conditional offer or offer to a candidate, the usual process would be to move the candidate to one of these two stages.
➡️ How To Move A Candidate To Conditional Offer
To get started, select the tick box next to the candidates name (1), followed by clicking on the “Options menu” > “Other Options” (2) and “Move To Conditional Offer” (3):
You will now see the following pop-up, once you are happy select “Yes, continue”.
Your candidate will now have been moved to the conditional offer bucket:
➡️ How To Move A Candidate To Offer
To get started, select the tick box next to the candidates name (1), followed by clicking on the “Options menu” > “Other Options” (2) and “Offer job - non contract generation” (3) OR “Offer job - contract generation” (4):
If you select “Offer job - non contract generation” (3) you will be taken to the following pop-up:
This pop-up allows you to confirm details such as the final salary, and send a formal confirmation to the candidate.
Once you are happy with the content of the email you have the option to either “offer job only” or “offer job and send email”.
If you select “Offer job - contract generation” (4) you will be taken to the following new page:
This page allows you to complete various contract details in order to generate a contract and send an offer to your candidate.
If you would like further information on Generating Contracts 🖱️ see our other guidance here.
Once you have completed the above steps, your candidate will have moved to the “Offered” bucket:
✅ Moving A Candidate To Accepted Stage
Once a candidate has accepted a job offer, the usual process would be to move the candidate into the accepted stage.
➡️ How To Move A Candidate To Accepted Stage
To get started, select the tick box next to the candidates name, followed by clicking on the “Options menu” (1) > “Other Options” (2) and “Mark as accepted” (3):
You will now see the following pop up, where you have the option to send an email to the candidate when you mark as accepted, or you can simply “mark as accepted only”.
Once you have selected the relevant option, your candidate will have moved to the “Accepted” bucket:
💼 Moving A Candidate To Hired Stage
As recruitment activity comes to an end on a job, the successful candidate is usually moved to the hired stage and the job is closed.
➡️ How To Move A Candidate To Hired Stage
To get started, whilst in the “Offered” bucket, select the tick box next to the relevant candidate, and then hover your mouse over their name (1), this will open up a small pop-up where you will see the option to either “Hire” or “Reject”.
Select the “Hire” button, you will then be taken to the following pop-up, where you have the option to either edit and send an email when you hire your candidate, or simply “Hire only”.
Once you have made your selection your candidate will be moved to the “Hired” bucket.
↪️ Drag & Drop
Drag and Drop gives you the ability to move candidates easily into different stages of the application journey, without the need of the Options (or “Cog”) menu.
By using the drag and drop function candidates can be moved on an individual basis (i.e. one at a time). This does not impact on any of the actions a Recruiter would perform with the Options menu.
Enabling the Drag and Drop permission places 3 horizontal lines against a candidate’s profile within a job (1):
By clicking on this icon, you are now able to move your candidates easily through to the different stages of the application journey.
To move a candidate to a different bucket, simply click and drag, using the 3 horizontal lines, up to the relevant stage you wish to move the candidate to.
When dropping into the stage you require, you will see a pop-up screen that will ask you to confirm any relevant information needed for that particular stage.
If any Onboarding workflows need to be triggered for the candidate by moving to another stage in the process, you can choose to trigger these as normal by toggling on the relevant workflow.
Click ‘Yes, continue’ if you are happy to move the candidate to the relevant stage:
The candidate will now be in the relevant stage (1):
With this example, you can see that there are some outstanding internal actions now that the candidate have been moved to Shortlisting (1):
Meaning it is best practice to complete these process questionnaires before moving the candidate to the next stage.
📎 Candidate Quick Actions
Quick Actions are a great feature where you can perform an action quickly and effectively against a candidate by hovering over their name in a job.
Here are some of the things you can quickly action against a candidate:
- Add To Shortlisting
- Hire
- Reject
➡️ How to Use Quick Actions
Whilst in a job, simply hover over the candidate's name and a pop-up box will appear with the “Quick Actions” listed at the bottom (1):
Depending on what bucket you are in, will change what pop-up you may see next and what further actions you may need to take to complete the action.