Candidates

Welcome to the Candidates management module in RecruitAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage candidates efficiently.

Table of Contents

  1. Accessing the Candidates module

  2. Switching Views & Filters

  3. Creating New Candidates (manual)

    1. Filling Out the Candidate Form

    2. Submitting the Candidate

    3. Examples & Tips

  4. Creating New Candidates (import)

  5. Managing Candidates

Accessing the Candidates Module

  • On the left-hand menu, hover over and click 'Jobs'.

  • From the submenu, select 'Candidates'.

  • The Candidates view will open, displaying all available candidates.

Switching Views & Filters

  1. At the top of the Candidates view, locate the Toggle Button.

  2. Use the toggle to switch between:

    • Table View: Displays candidates in a tabular format.

    • List View: Displays candidates in a more detailed list format.

  3. You will also find a dropdown menu that lets you switch between:

    • Candidates that are New.

    • Candidates that are Rediscovered (candidates previously not considered, then added again).

  4. Use the Search option on the top right to search for specific candidates.

Creating new Candidates (manual)

  1. To create a new candidate, click the Create button at the top of the screen.

  2. This will open the Add Candidate Form, where you can enter all relevant details for the new candidate.

  3. Filling out the candidate form: Make sure to complete the fields marked with a red asterisk (*):

    1. Candidate Code:

      1. Click the Generate Code button for an automatically generated code.

      2. Or, enter a custom code manually using your preferred format.

    2. Candidate First Name and Last Name: Enter the candidate's full name.

    3. E-mail: Enter the candidate's e-mail address.

    4. Phone Number: Enter the candidate's phone number.

  4. Although some fields are not mandatory, completing them adds value. Here are some examples of fields that are crucial for a candidate listing, which we recommend that you fill in:

    1. Upload Resume/CV: It is important to upload a resume or CV, so that all of the candidate's details are at hand. After you upload a resume, you may opt to click the Autofill using AI button, which will fill in this form automatically rather than you completing it manually. However for this the resume must first be uploaded, using the Upload button under 'Resume/CV'.

    2. Upload Profile Image: Including an image of the candidate gives a professional look and adds recognition.

    3. Current Location & Address: It would be helpful to know the exact location of the candidates in order to match them better, especially for location specific job requirements.

    4. Professional Details: Enter the candidate's work experience.

    5. Educational Details: The candidate's educational qualifications and educational history.

    6. References: Including references adds a level of credibility to the candidate's profile.

  5. After filling in all mandatory fields and important details, click the Submit button.

  6. The candidate will now appear in the Candidates List view.

  7. Use the Search Bar or filters to locate and manage the newly added candidate.

Following is a video showing how to create a candidate manually.

Examples & Tips for Candidate Creation

Example Candidate Posting:

  • Creating a Marketing candidate:

    • Candidate Code: MM-20250122-02

    • First Name: Priya

    • Last Name: Sharma

    • E-mail: priya.sharma@example.com

    • Phone Number: +91 98765-43210

    • Resume/CV: [Uploaded - PriyaSharma_Resume.pdf]

    • Profile Image: [Uploaded - PriyaSharma_Profile.jpg]

    • Current Location: Mumbai, Maharashtra, India

    • Address: Flat 12B, Lotus Apartments, Bandra West, Mumbai, Maharashtra, 400050

    • Work Experience:

      • Marketing Manager, Bright Advertising Pvt. Ltd. (2020–Present):

        • Spearheaded marketing campaigns that increased client acquisition by 40%.

        • Managed a team of 8 marketers to execute multi-channel strategies for high-profile brands.

        • Handled marketing budgets of ₹1 crore annually, ensuring 20% above-target ROI.

      • Social Media Strategist, DigitalSpark Solutions (2017–2020):

        • Created and executed social media strategies resulting in a 60% increase in follower base.

        • Collaborated with clients to curate impactful ad campaigns, achieving a 15% average engagement rate.

    • Educational Details:

      • MBA in Marketing, Indian Institute of Management, Ahmedabad (2015–2017)

      • B.Com in Marketing, University of Mumbai (2011–2015)

    • References:

      • Ravi Mehta, Director of Marketing, Bright Advertising Pvt. Ltd.: ravi.mehta@brightad.com | +91 90000-12345

      • Anita Desai, Professor of Marketing, IIM Ahmedabad: anita.desai@iima.ac.in | +91 98765-67890

Tips:

  • Use Consistent and Accurate Information: Always double-check the details entered, such as email addresses, phone numbers, and names, to ensure accuracy. Typos can cause communication issues or difficulty in searching for the candidate later.

  • Add a Comprehensive Resume and Professional Image: Upload a well-structured, up-to-date resume that highlights the candidate’s skills, experience, and achievements relevant to the role. Ensure the profile image is professional and clear, as this adds credibility and gives a polished look to the candidate profile.

  • Leverage Complete Location Details: Include a detailed location and address, especially for location-specific jobs, to make it easier to match the candidate with opportunities nearby.

Creating new Candidates (import)

This tool is extemely useful when candidates are to be added in bulk.

  1. First, click on Jobs in the right hand side menu. Then, navigate to Candidates and click on it.

  2. Next, click on the Import button to upload candidates in bulk. Now, download the sample CSV file by clicking on Sample.csv. This is the format of the file you will need to upload, in order to successfully import or add candidates.

    1. Once the file is downloaded, open it in your preferred spreadsheet editor, such as MS Excel or Numbers.

    2. Firstly, make sure to remove the first row of sample data already present in the file. This is only an example to indicate the type of information to fill in. Edit the file with the required candidate data. While editing, carefully fill in all the mandatory fields marked with an asterisk (*). Although optional fields are available, we recommend filling out all the fields. This ensures that the AI can effectively search and analyze candidate resumes.

    3. Once your data is complete, save the file to your local storage.

  3. Go back to the application, click on Upload, and select the updated candidate file saved on your device. The system will now validate the file for duplicate records. If any duplicates are found, you'll receive a detailed report highlighting the rows with duplications. Update your file as needed to remove duplicates, then re-upload the corrected version.

  4. After successfully uploading the file, click on the Submit button to complete the import.

And that’s it! You'll see a confirmation message: Candidate successfully created. Refresh the page, and the newly added candidates will appear on your screen.

Thank you for using the Import tool. This process ensures an organized and efficient way to manage candidate data.

Managing Candidates

Perform various actions on candidates using the following features:

View Details

  • At the top of the Candidates view, locate the Toggle Button.

  • Use the toggle to switch between:

    • Table View: Displays candidates in a tabular format.

    • List View: Displays candidates in a more detailed list format.

  • You will also find a dropdown menu that lets you switch between:

    • Candidates that are New.

    • Candidates that are Rediscovered (candidates previously not considered, then added again).

  • Use the Search option on the top right to search for specific candidates.

Click on a job

  • Viewing Filters:

    • Filter candidates by "New" or "Rediscovered" (candidates previously not considered, then added again).

    • Filter candidates by status: Uncontacted, Contacted, Qualified, Not Qualified, Interested, Available, Not Available.

  • Candidate Search:

    • Use the search bar to find specific candidates.

  • Candidate Actions:

    • View Details: See candidate information.

    • Edit: Modify candidate details.

    • Manage Stage: Change the candidate's stage.

    • Manage Status: Change the candidate's status (e.g., contacted, qualified) in the hiring process.

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