💻 Candidate Profiles
Once a candidate has submitted their application they will appear in the “New Application" stage of the recruitment process.
Their application will then be shown as “In Process” if it has been fully completed (1).
There are multiple actions that you can take to screen your candidate to see if they are suitable for the role you are recruiting for, starting with the candidate profile.
There are 2 types candidate profiles:
- The Main Profile
You can view this by clicking on the candidate name (1). - The Mini Profile
You can view this by clicking on the profile icon to the far right of the candidate's name (2).
⭐ The Main Profile
The main profile houses all information that the Candidate has filled in, and gives you a full picture.
The full profile is broken down into the following filters as shown on the top left-hand side of the screen shot above.
📌 Personal Information
This is the page you land on by default and it contains the candidates personal information such as date of birth, nationality, contact numbers and address. The candidate can also choose to upload their own profile picture if they would like to.
📌 Career History
Any details that the candidate provides about their career history can be viewed here. You can ask for career history when you choose the candidate's application journey during the job creation process. The candidate can also record if they are a current employee.
📌 Education History
The candidate can record their current and past education. You can ask for education history when you choose the candidate's application journey during the job creation process.
📌 Skills
Allows the candidate to record their skills.
📌 Portfolio
Allows the candidate to upload content, perhaps evidence of their achievements. A video to showcase their skills or a link to their own website.
📌 Activity
This filter is extremely useful, it allows you and your colleagues to see what applications the candidate has made. You can also navigate to the application summary, view the status of an application and see when the application was made.
📌 Candidate Communications
This section allows you to view any Email or SMS communications you may have made via 2-Way messaging to the candidate.
📌 Manager Tasks and Notes
➡️ Tools
This filter can be used to see what tasks and notes have been added by your or your colleagues. You can also view what emails have been generated and sent to the candidate.
➡️ Candidate Pack Download History
This section allows you to see a list showing all of the policies that have been downloaded for this candidate and by who.
➡️ Communication Opt-ins
This section allows you to see what communication opt-ins the candidate has chosen. Which is useful for understanding whether you can contact them about other job opportunities or not.
➡️ Tags
At the top of each page you will see 3 icons, from left to right.
- Select the drop-down arrow to add a Tag &/or invite the candidate to apply for a specific job if they have chosen opt-in to contact.
- Download CV, if selected will download the Tribepad generated CV.
- Upload CV, choose this option to upload a CV to the candidates profile.
Any tags you add will appear at the top of the screen under the candidates name:
📍The Mini Profile
The Mini Profile is a handy way to review a candidate’s application, without needing to enter their main profile.
It links to the “Options” menu and allows a Recruiter to perform certain actions against the candidate, e.g. move to Shortlist, arrange an interview etc.
Clicking into the mini profile will show you a pop-up screen that looks like this:
You will notice several things about the mini profile:
- Further details of the candidate are shown at the top, including which stage of the application process they are in, their current / latest job role and company name, and the salary they are looking to obtain:
Different tabs showing different sections of the candidate’s application.
📌 Application
- Icons containing the download options and the Options menu:
Scrolling further down the page, you will see more information relating to the first tab, “Application”:
- Under the “Application Summary” you will see the steps the candidate has gone through when applying for the role:
- Underneath this, if you have requested Career History and Education History as part of the application process, this will be detailed:
📌 Process
Moving through the tabs, on the next one, you will see information on any Process Questionnaires that have been completed regarding the candidate:
- If there are process questionnaires that have not yet been completed, you can see what is outstanding, and you can also complete the questionnaire from this screen rather than having to go back to the job and click the specific questionnaire:
📌 CV
Moving to the next tab on the screen, “CV” (1), if the candidate has uploaded a CV as part of their application, you will see full details of it displayed:
You can also download a Tribepad generated CV (made up of Career and Education History) or the candidate’s original CV (2).
If the candidate has uploaded any documents relating to their application, e.g. qualifications etc, you can also see these here.
📌 Questionnaires
Moving over to the “Questionnaires” tab (1), if any questionnaires have been attached to the role, e.g. Pre-screening or Diversity / Equal Opportunities questionnaires, the answers to the questions will be shown here (2):
You also have the option to see the answers in more detail by clicking the “Download” button (1) this will generate a PDF of the questionnaire answers, or by clicking the “Options” button (2) which will open up a more detailed view within the ATS:
📌 Activity
Moving over again, the “Activity” tab (1) shows you if the candidate has applied for any other roles and where they are in the process.
The top grey bar (2) shows you information about the job that you are currently on, such as where the candidate found the link to the job, when they registered and when they last uploaded a CV.
The section underneath (3) outlines any other roles that the candidate has applied for, and allows you to view an application summary.
📌 Notes
Finally, on the last tab, “Notes”, if there have been any notes saved against the candidate, they will show here:
👁️🗨️ Viewing An Anonymous Candidate
The mini profile on an Anonymised candidate is in exactly the same position, but instead of seeing the candidate’s recognisable information, you will see this:
The candidate’s ID number will be present at the top of the screen instead of their name, and any identifiable information will be redacted.
🔎 Candidate Profile Views
The candidate profile views feature is presented in the form of an “eye” icon which can be seen on the left-hand side of the candidate name.
The eye icon will become visible once a candidate has applied for a job.
If you or your colleagues review a candidate profile the icon will change in appearance to reflect the view that has taken place.
- Grey, with a diagonal line through it.
Means that no-one has reviewed the candidate profile.
- Grey, no diagonal line.
Shows that the candidate's profile has been reviewed.
The pop-up will show the date, time and details of the user that has reviewed the profile.
- Green
Shows that you have reviewed the candidate profile, the pop-up shows who else has reviewed the candidate profile.
Once you move a candidate to a new stage in the recruitment process, the icon will reset to grey.
If you review the candidate profile in the new stage, the icon will turn green. If your colleagues review the candidate profile in the new stage, the icon will change as mentioned above.
🔎 Viewing A Candidate's Application History
Application History is a feature that allows you to see if a candidate has made any other job applications within your organisation.
If a previous job application has been made you will also be able to see the status of the application.
In order to view the application history of a candidate you simply need to hover over the briefcase icon:
Icon Colour Indicators:
🟢 Green Icon
Indicates that the candidate has been hired for another role.
For example, if the current application is for an HR Coordinator position and the pop-up shows a previous application for Receptionist with a status of Hired, it means the candidate has already secured that role.
You will also see the date and time when the status was updated.
🟠 Amber Icon
Indicates that the candidate has another application currently in progress.
🔴 Red Icon
Indicates that the candidate has been rejected or withdrawn from another role.
Additional Notes:
- Candidates may have multiple applications across different roles.
- Applications are grouped and displayed in order of most recent activity:
- Hired applications appear at the top.
- In Progress applications appear in the middle.
- Withdrawn or Rejected applications appear at the bottom.
- Hired applications appear at the top.
- Each application shows the latest action taken (e.g., moved from New Applicant to Shortlist).
- The candidate's mini profile will display the current status of each application.
👣 Candidate Application Steps
The candidate application steps allow you to quickly see if a candidate still needs to complete certain areas of their application.
As soon as a candidate starts the application process, their details will appear against the job, even if the application is incomplete.
The application progress dots provide you with a quick view of steps that may need to be carried out, allowing you to prompt candidates that still need to complete their application.
➡️ How to view the application steps.
Whilst on the relevant job, select the stage in the recruitment process that you want to review, for example, New Applications.
To view the application steps, you will need to hover over the coloured squares underneath the candidate name (1):
If all of the squares are green, this means that the candidate has completed all of the application steps. If any of the squares are orange this means that there are outstanding application steps.
When you hover over the squares you will see a more detailed description of which steps have or have not been completed.
When the candidate logs in to their profile to review “Open Applications” they will be able to see if they have further steps to complete.
They can then select the option to “Continue Application” if they choose to, to complete all outstanding steps.
