Candidate Profile
This guide walks through the candidate profile, highlighting where candidate information is stored and the actions you can take.
Prerequisites and permissions:
- Limited Access users do not have access to view candidate profiles.
- Elevated Access users have access to profiles for the roles and departments they have been given the access role for. Your access role may limit your ability to see emails and notes within the candidate's feed.
- Organization Admins have access to view all candidate profiles (aside from confidential roles they haven't been given explicit access to and those they have their permissions restricted for with access roles).
- Agency users can only view the candidate profiles that have their agency listed as the source.
Overview
The candidate profile is where all information about a candidate is stored. You'll likely use this profile to schedule and email candidates, view candidate information, and progress the candidate through the job pipeline.
How to add a candidate
To create a new candidate profile in Ashby:
- Click + Add on the top navigation bar, then Candidate.
- Add the candidate's details, then click Next.
- If you have a resume, upload it using the Upload File button. It will then be parsed so candidate information is filled out from the provided file.
- If you'd like to add the candidate to a job's pipeline, consider them for the job.
- This is optional — click Skip if you just want to create a profile for the candidate.
- You can also add a source and credit the candidate to a user at this stage.
Navigating the candidate profile
This screenshot shows an example candidate profile:
- Candidate name: The candidate's current company and icons linking to social profiles are also listed with the candidate's name. If an email address and phone number are listed on the candidate profile, they appear under the candidate's name. Click on the email address or phone number to copy it to your clipboard.
- Add tags: Search for and add tags to the candidate's profile, making them easier to organize and search for. More on this at TagsTags.
- Views: There are three view options:
- Candidate: An overview of the candidate details, including a list of all roles they've been considered for and projects they are a part of.
- Considered for jobs: Jump between candidate job considerations to get more information on each consideration, such as the interview progress.
- Blocked applications: If you have application limits in place and are an Organization Admin, you can see the total number of blocked applications. The three most recent blocked applications are also listed under Show Recent.
Candidate Profile Application Visibility controls whether users can see limited summaries of a candidate’s other job considerations when they don’t have access to the related jobs. Learn more at Controlling Visibility of Additional Job Considerations in the Candidate Profile.
- Activities and progress: View current activities (such as interviews to be scheduled or drafted emails to be sent), along with interview progress, the hiring team, and source details of the job consideration.
- Summary: View the candidate details, such as their email address, phone number, social links, any candidate custom fields, and additional uploaded files. Candidate custom fields are also listed here to be filled out. You can read more on configuring custom fields at Custom FieldsCustom Fields.
- Resume: If the candidate has a resume or CV uploaded, it can be viewed here. Resumes are displayed on job considerations and on the candidate view of the candidate profile.
- New activity: Click this to add an assessment or debrief activity ad hoc for the candidate's job consideration.
- Interview progress: View the stages the candidate has passed through as part of your job pipeline.
- New interview: Create a new interview activity ad hoc to schedule the candidate. More on this at Manually Scheduling InterviewsManually scheduling interviews.
- Attribution: View the source and the user this candidate's job consideration is credited to.
- Hiring team: The hiring team for this user's job consideration. Based on their notification settings, those on the hiring team receive notifications for events that occur for this job consideration.
- Follow up: If you'd like to be reminded to return to a candidate's profile later, select a date and create a follow-up here. You can add a note to your follow-up that can be viewed when the user hovers over the note icon on the Follow up button.
- Email: Draft and send an email to the candidate.
- Change stage: Move the candidate to another stage in your pipeline.
- Archive: Reject the candidate or lead for the specified job consideration and move them to the Archived stage of the interview process. You'll be asked to select one from the list of archive reasons, and have the option to add a note and/or send or schedule a rejection email.
- More: Access additional options on the candidate's profile, including creating a survey request, enrolling the candidate in a sequence, considering them for another role, and leaving feedback for the candidate without scheduling an interview.
- Actions you can take within the More menu include.
- Enroll in sequence: Enroll the candidate in sequences. More on this at SequencesSequences.
- Schedule new interview: Schedule the candidate for an interview.
- Submit feedback: Add feedback for a candidate interview or submit feedback without scheduling an interview.
- Request feedback without scheduling: Use this option to send a request to another user to submit their feedback without scheduling an interview.
- Consider for job: Consider the candidate for another job.
- Transfer: Transfer this job consideration to a new job. More on this at Can I transfer a candidate’s job consideration to another job or interview plan?
- Export candidate data: Select the candidate data you'd like to export and generate a PDF of your chosen data.
- Add to project: Add the candidate to projects.
- Create diversity survey request: Create a diversity survey request for the candidate. More on this at Diversity SurveysDiversity surveys.
- Create EEO survey request: Create an EEOC survey request for the candidate. More on this at EEOC SurveysEEOC surveys.
- Create a candidate experience survey request: Create a candidate experience survey request for the candidate. More on this at Candidate Experience SurveysCandidate experience surveys.
- Create questionnaire request: Create a questionnaire request for the candidate. More on this at QuestionnairesQuestionnaires.
- Send e-signature request: Generate an e-signature request to send out to the candidate. More on this at E-Signature DocumentsE-signature documents.
- Follow: Follow candidates to get notifications on actions taken on this candidate and their job considerations. More on notifications at Notifications & Notification SettingsNotifications and notification settings.
- Find emails: Look up emails and social links using our data enrichment providers.
- Merge: Merge the candidate profile with a duplicate. More on this at How do I merge duplicate candidate profiles?How do I merge duplicate candidate profiles?.
- Add referral: Add a referral to this candidate's profile from an employee.
- Change application status: Manually amend the status of the application. This should rarely be used.
- Mark as do not contact: Prevent future email outreach from Ashby. This also cancels all scheduled emails to this candidate.
- Manage subscriptions: Manage and amend the candidate's subscription status for receiving sequence emails, etc.
- Anonymize: Anonymize the candidate's data. More on this at Anonymizing and Deleting CandidatesAnonymizing and deleting candidates. This action cannot be undone.
- Delete: Remove this candidate from Ashby. More on this at Anonymizing and Deleting CandidatesAnonymizing and deleting candidates.
- Check for Fraud: Perform a manual fraud check on this candidate. For more on this, check out Running Candidate Fraud Detection Checks & Reviewing Fraud Signals.
- Feed: A list of all notes and feedback left on the candidate's profile, along with any email communication, referrals, and forms that the candidate has completed. More on this at Candidate Profile: Candidate FeedCandidate profile: Candidate feed.
Keyboard shortcuts
While viewing a candidate profile, use these keyboard shortcuts:
- Press the left arrow key to open the previous candidate.
- Press the right arrow key to open the next candidate.
- Press Esc to close the candidate profile and return to the page you opened it from.
If you click into a rich text editor, the left and right arrow keys move through the text instead of navigating between candidates.
FAQ
Help! I can't schedule or email a candidate!
Check with an admin to ensure you have the correct permissions. You can find more about access roles at User PermissionsUser permissions.
Can I unarchive a candidate if they were rejected or archived by accident? How do I restore their job consideration and move them back into the active pipeline?
If you have archived a candidate by mistake, click Change Stage on their profile and select the interview stage you would like to move them back to. If you would like to keep a record of the archived job consideration (if the candidate was initially rejected but then considered again later for the same role), you can opt to consider the same candidate for the role again.
Where can I view the archive reason and archive fields on the candidate profile?
- Navigate to the candidate's profile and to the job consideration in question.
- On the Activities & Progress tab of their profile, locate the Interview Progress section. The archive reason will be listed in the Archived stage.
- You can review an added archive note and other archive reason fields by clicking Details to the right of the archive reason.
How does color coding work with status banners and on the candidate pipeline view?
You can read more on this at What do the card colors mean on the Candidate Pipeline report?What do the card colors mean on the Candidate Pipeline report?.
Can I schedule an email to a candidate?
If you don't want to send an email to a candidate right away, you can schedule an email. Click Email on the candidate's profile to create a draft. While drafting the email, click the Send drop-down to determine when the email should be sent. You can choose from three options:
- Immediately: Send the email as soon as Send is clicked on the draft.
- Date and time: Specify a date and time for the email to be sent.
- After time passed: Specify the number of days, weeks, etc. that the email should be sent after. You have the option to determine the days the email should be sent on (a weekday, any day of the week, or a specific day of the week) and also the time the email should be sent.
Click Schedule to confirm. The email activity under Current Activities on the candidate's profile shows Scheduled Email. To amend or reschedule a scheduled email you have drafted, click View on the Scheduled Email activity. You can then make any adjustments and click Reschedule to confirm your changes.
You can only view and reschedule a scheduled email if you are the user who originally drafted and scheduled the email.
Users with access to email the candidate have the option to delete the scheduled email activity. To delete a scheduled email, click the three dots to the right of View on the scheduled email activity and select Delete.
How do I consider a candidate for a job from their profile?
If you'd like to consider the candidate for a role, click More on their profile, then Consider for Job. You can then select the role you'd like to consider the candidate for, determine the stage in the pipeline they should be added to, and their source.
Can I make files uploaded to the Other Files section of the candidate profile private?
You can. To make a file under Other Files private, click the three dots beside the file, then Edit.
On the following page, you will be able to set the file as public or private using the Privacy drop-down.
Like with private notes and fields, only those with Organization Admin or Elevated Access - Admin Private access can view these fields.
If I add a follow-up to a candidate's profile, will I still receive a notification to follow up with the candidate even if they've been archived?
Yes. Archiving the candidate does not automatically cancel the follow-up task. If the follow-up isn't resolved on the candidate profile, a notification is still sent.
What happens if a candidate was sourced and added to a job as a lead, then applied for the same job themselves?
In this case, the candidate continues to have just one job consideration on their profile for the role but is moved to the Application Review stage.
If I request feedback from a user without an interview, will they be able to view the full candidate profile?
If a user is asked to submit feedback without an interview, they can see the candidate's resume, a briefing, and some basic candidate details. If they do not have the permissions to view the candidate profile already, they are not able to see it as part of their task to provide feedback.
Can I add multiple users to the Credited To field?
No, only one user can be added to this field.
How do I leave feedback for a candidate?
If you have been scheduled for an interview, a feedback task shows on your home page (more on this at Home Page). This task shows for Limited Access users, Elevated Access users, and Organization Admins. If you would like to submit feedback without scheduling an interview for the candidate, click More, then Submit Feedback on the candidate's profile. You can then select your feedback form and complete your feedback. You need Elevated Access - Hiring Manager access or above to take this route.
If you'd like another user to leave feedback, click More on the candidate's profile, then Request Feedback without Scheduling. You can then determine the interview type (and feedback form) and the user who should leave feedback. Once confirmed, this generates a feedback request on the user's home page. All users can see feedback request tasks on their home page, but only those with Elevated Access - Hiring Manager access (or higher) can generate the request. Only one user can be specified at a time and you can select from the shared interviews you've created in Admin > Interviews & Scheduling > Interviews.
How do I edit or add new archive reasons? Where do I set up a new archive reason?
Add or edit archive reasons by heading to Admin > Jobs & Applications > Archive Reasons. Click + New to add a new archive reason, or click on an existing archive reason to make any edits.
How do I add or amend a candidate's social links on their profile (for example, their LinkedIn profile link)?
While viewing the candidate profile, head to the Summary tab. Navigate to the Social Links section, then click Add to add a new social link. To edit a social link, click the three dots beside the link in question, then select Edit. Once you've made your amendments, click Submit to confirm the changes.
What permission level do I need to change a candidate's stage or archive their job consideration?
To change the stage a candidate's job consideration is in or archive their job consideration, you need Elevated Access - Hiring Manager access or higher to the job, team, or location.
What happens when I update a candidate's resume with a new file?
The resume uploaded on the application form is displayed on both the application and candidate profile.
If the application's resume is updated, it updates both the application and the candidate profile's resume.
What happens if I delete the resume on the candidate profile or a candidate's job consideration?
If you delete the resume from the application, only the application's resume is deleted. The candidate profile's resume is then used for the application. If you delete the candidate profile's resume and a resume exists on the application, the application resume is now displayed on the candidate profile.
If a candidate submits an outdated resume, can they refresh or add their new resume to their profile themselves?
No. In these cases, receive the new resume or CV from the candidate via email and then manually replace the resume within the candidate profile in Ashby. The candidate can provide a new resume if they are applying for another job via your job board.
When should I transfer a candidate to another job and when should I consider a candidate for another job instead?
Under the More option on the candidate's profile, you see the option to transfer a candidate's job consideration and the option to consider them for another job.
Transferring a candidate moves their existing job consideration to a different job pipeline.
When you transfer a candidate, the following happens:
- All historical data is retained, including:
- Application history
- Notes
- Application forms
- Surveys
- Interview feedback
- Referral forms
- The Started At date stays the same.
- Reporting continues to reflect the original application timeline.
Transfer a candidate's job consideration when:
- The role is essentially the same or a similar opportunity (for example, a renamed job or corrected posting) that the candidate should be considered for instead.
- You want to preserve all historical context and timing for this specific job consideration and just move it to a different job.
- Time-to-hire continuity matters, taking into account when the candidate was first considered for a role.
Considering for another job creates a brand-new job consideration for the candidate.
When you consider a candidate for another job:
- The Started At date reflects the date the new job consideration was created and added to the candidate's profile.
- Time-to-hire and pipeline metrics start fresh for the new job consideration.
- The candidate profile details remain the same, but a new job consideration is added to their profile.
Use Consider for Job... when:
- The candidate is being considered for a new or different opportunity.
- You want reporting dates to reflect both job considerations.
- The opportunity represents a new hiring process.
How can candidate profiles be linked to employee profiles upon hire?
See Visibility Options for UsersVisibility options for users for more information.
Can I view or edit a candidate's hired date?
When a candidate is in the Hired stage, the hired at date appears below the Hired stage row in the Interview Progress section of the Activities & Progress feed.
Users with both the Can edit candidate and Can see private fields permissions see a pencil icon next to the date. Selecting it opens the Edit Candidate's Hired Date window, where you can set the date to one of three sources:
- Custom Date: Select any date from the calendar picker.
- When stage changed to "Hired": Sets the date to when the application's stage was moved to Hired.
- When offer was accepted: Sets the date to the offer acceptance date.
After selecting Set Hired Date, the hired at date updates in the Interview Progress area.
If you manually overrode the date, hovering over it shows a tool tip indicating a manual override is in place. To undo a manual override, open the modal again and select Reset to Default. This returns the hired at date to the default behavior configured in your org's offer stage admin settings.
Users without both the Can edit candidate and Can see private fields permissions can see the hired at date but cannot edit it. They do not see the pencil icon.
If you sync candidates from other systems, such as Workday or Lever, a manual hired at date override takes precedence over synced data. A re-sync updates the underlying system dates but will not overwrite a manually set hired date. If you expect a date changed in the external system to flow through, undo the override first.