Candidate Profile

this guide walks you though the candidate profile, highlighting where candidate information is stored and the actions you can take 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 permissions accessing a candidate profile see the chart below for more information on the permissions needed to view candidate profiles limited access users will not have access to view candidate profiles access role has access? limited access ❌ agency users ✅ elevated access external recruiter (not linked to an agency) ✅ elevated access analyst ✅ elevated access hiring team member ✅ elevated access hiring manager ✅ elevated access admin ✅ elevated access admin private ✅ organization admin ✅ elevated access users will have access to these for the roles and departments they have been given the access role for agency users will only be able to view the candidate profiles that have their agency listed as the source how to add a candidate to create a new candidate profile in ashby click + add on the top navigation bar, then candidate add in the candidate's details, then click next if you have a resume, you can upload it using the upload file button it will then be parsed so candidate information will be 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 in a source and credit the candidate to a user at this stage navigating the candidate profile this screenshot highlights the key areas of the candidate profile candidate name the candidate’s current company and icons leading to social profiles will also be listed with the candidate’s name if an email address and phone number is listed on the candidate profile, they will be listed under the candidate’s name you can click on the email address and/or phone number to copy it to your clipboard if needed add tags here you can search for and add tags to the candidate’s profile, making them easier to organize and search for more on this at tags docid\ krtcgz4xmhdcmdyprrngo 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 they are a part of considered for jobs here you can jump between candidate 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 will be able to see the total number of blocked applications the three most recent blocked applications will also be listed under show recent activities & 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 files uploaded candidate custom fields will also be listed here to be filled out you can read more on configuring custom fields to house candidate information at custom fields docid\ qpgklrscmzgwc 7krbwds 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 either add an assessment or debrief activity ad hoc for the candidate’s job consideration interview progress view the stages that 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 interviews docid\ rdyowihar0zidudlxw2fn 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 will 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, you can 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 follow up button on the candidate’s profile https //cdn zappy app/13a1bde548a5d146a654890a3b77e207 png 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 and will have the option to 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 for a full list of everything available within the more section of the candidate profile, open this toggle enroll in sequence enroll the candidate in more on this at sequences docid\ b2gy2rhnnoylkbhwcwou4 schedule new interview schedule the candidate in for an interview submit feedback add feedback in 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 the option to 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 create diversity survey request create a diversity survey request for the candidate more on this at diversity surveys docid\ psv0 hgpj3rvnmkmisji4 create eeo survey request create an eeoc survey request for the candidate more on this at eeoc surveys docid\ pvvzo8 m3 2df2rgt3tra create a candidate experience survey request create a candidate experience survey request for the candidate more on this at candidate experience surveys docid 3divxm9wkfoqpom5c4ncb create questionnaire request create a questionnaire request for the candidate more on this at questionnaires docid\ kgrji3jgz 8tzr5bb1 kh send e signature request generate an e signature request to send out to the candidate more on this at e signature documents docid\ ttps7ruxkpz9yhzwpcszt follow you can follow candidates to get notifications on actions taken on this candidate and their job considerations more on notifications at notifications & notification settings docid\ a85zaqfvmgejnblapketl 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? docid\ rvfnqwgmp1m3vbjwr1sbb 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 will also cancel all scheduled emails to this candidiate 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 candidates docid\ dmwv1t1xms0rsjf7bb9vc please note this action cannot be undone delete remove this candidate from ashby more on this at anonymizing and deleting candidates docid\ dmwv1t1xms0rsjf7bb9vc feed here you’ll see 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 + this button will allow you to record any outreach activity and submit feedback without scheduling an interview faq h elp! i can’t schedule or email a candidate! we would recommend checking in with an admin to ensure you have the correct permissions you can find more about access roles at ashby permissions docid\ i5jhibmkqhyobnnvrl8rk 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, you can 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 h ow 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? docid\ lzrebrff3pjfrorvdwsgf 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 & 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 you will 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 should show scheduled email to amend or rescheduled 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 please note 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 will have the option to delete the scheduled email activity h ow do i consider a candidate for a job from their profile? if you’d like to consider the candidate for a role, click the more option 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 make private like with private notes and fields, only those with organization admin or elevated access admin private access will be able to 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 won’t cancel the follow up task automatically if the follow up isn’t resolved on the candidate profile, then a notification will still be sent what happens if a candidate applies for the same job twice? if a candidate applies for a role again using the same information when they already have an active job consideration, only one job consideration will show on their profile an additional job consideration will not be created both application forms can be seen in the forms section of the feed on the candidate’s profile if you regularly see candidates applying for the same role multiple times, check out our guide on application limits docid\ dtfh2i3hx ekqbvgww8fi if the candidate applies with different information, then an additional candidate profile will be created but may be flagged as a duplicate more on merging duplicates at how do i merge duplicate candidate profiles? what happens if a candidate was sourced and add to a job as a lead, then applied for the same job themselves? in this case, the candidate continue to have just one job consideration on their profile for the role but would be moved to the application review stage can i edit notes left by another user? no, notes can be deleted or replied to but it’s not possible to edit a note left by another user 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 will be able to 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, then they will not be 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 h ow do i leave feedback for a candidate? if you have been scheduled for an interview, a feedback task will show on your home page (more on this at home page) this task will show for limited access users, elevated access users and organization admins if you would like to submit feedback without scheduling an interview for the candidate, you can click more , then submit feedback on the candidate’s profile you can then select your feedback form and complete your feedback you will need elevated access hiring manager access or above to take this route if you’d like another user to leave feedback, you can 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 will generate a feedback request on the user’s home page all users will be able to see feedback request tasks on their home page but only those with elevated access hiring manager access (or higher) will be able to generate the request only one user can be specified at the time and you will be able to 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? you can add and/or edit archive reasons by heading to admin > jobs & applications > archive reasons https //app ashbyhq com/admin/organizational settings/candidate 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 candidates 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 can i fill out a feedback form on behalf of an interviewer? if you have elevated access admin, elevated access admin private, or organization admin access, navigate to the feedback tab within the feed on the candidate’s profile if there are any feedback forms that are yet to be completed, you can click the write feedback button to complete the feedback form on the interviewer’s behalf what permission level do i need to change a candidate’s stage or archive their job consideration? to change the stage the candidate’s job consideration is in or archive their job consideration, you would need to have 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 will be displayed on both the application and candidate profile if the application's resume is updated, it updates both the application and candidate profile's resume w hat happens if a 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 then, the candidate profile's resume will be used for the application if you delete the candidate profile's resume and a resume exists on the application, the application resume will now be displayed on the candidate profile c an i pin notes to the top of the candidate’s feed? once you’ve added a note to the candidate’s feed, you’ll see the pin option beneath the body of the note, to the left of the trash can icon if a candidate submits an outdated resume, can they refresh or add their new resume to their profile themselves? no, in these cases, we would recommend receiving the new resume or cv from the candidate via email and then manually replacing the resume within the candidate profile yourself within ashby the candidate can provide a new resume if they are applying for another job via your job board though c an i react to a note on a candidate profile with an emoji? you can, yes click on the smiley face icon underneath the note, then select the emoji you’d like to react with emoji reactions can only be added on the desktop version of ashby you can hover over any emojis added to the note to see who has responded with what you can view emoji reacts on notes across the ashby desktop app, the ashby chrome extension and the mobile version of ashby please note, you will need to have access to view the candidate’s profile and notes to be able to view emoji reactions for more on permissions, check out user permissions docid\ i5jhibmkqhyobnnvrl8rk 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 will 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 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 remains 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? this is possible see visibility options for users docid b9z1lwpznhyqfkpdv9wv for more information