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Candidate Profile — User Guide

Candidate Profile — User Guide

Module: Recruitment
Audience: Recruiters, hiring managers, HR administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Candidate profile is where you manage everyone in your hiring pipeline. You can work in a list (sortable table with filters) or kanban (drag cards across hiring stages). Each candidate is linked to a recruitment campaign and moves through statuses from first application to hire, rejection, or withdrawal.

Pipeline statuses (in order):

  1. Application
  2. Potential
  3. Interview
  4. Won interview
  5. Send offer
  6. Elect (selected)
  7. Non-elect
  8. Unanswer
  9. Transferred
  10. Freedom

Prerequisites

  • Permission: Recruitment → View to open the page. Create for new candidates and bulk print. Edit to change records, move kanban cards, and transfer to HR. Delete to remove candidates.
  • Campaigns: At least one recruitment campaign should exist to assign applicants (optional but recommended).
  • Transfer to HR: Requires HR Profile module and transfer settings when moving selected candidates to staff records.

Step-by-step: Browse candidates (list view)

  1. Go to Recruitment → Candidate profile.
  2. By default you see the list view with all candidates.
  3. Use the Recruitment campaign and Status filters (top right) to narrow results.
  4. Click a candidate name or View to open the full profile.
  5. Use Edit or Delete from the row menu when you have permission.

Expected result: A table showing code, name, status, contact details, and linked campaign.

Step-by-step: Use kanban view

  1. On the Candidate profile page, click Switch to kanban (or the equivalent kanban toggle).
  2. Candidates appear as cards in columns by status (Application, Potential, Interview, and so on).
  3. Drag a card to another column to update the candidate's status.
  4. Click a card name to open the full profile.
  5. When a column has many candidates, click Load more at the bottom of that column.
  6. Click Switch to list view to return to the table.

Expected result: Visual pipeline; dragging updates status immediately.

Step-by-step: Add a new candidate

  1. On Candidate profile, click New candidate.
  2. Complete the candidate form (personal details, campaign assignment, education, experience, skills, and attachments as needed).
  3. Submit the form.

Expected result: The candidate is created with Application status and appears in the list and kanban.

Step-by-step: Change status from the profile

  1. Open a candidate (View from the list or click the name in kanban).
  2. Use the Change status dropdown at the top of the profile.
  3. Select the new stage.

Expected result: Status updates in the list, kanban, and profile header. Automatic email to the candidate is not sent by default (configure manual Send mail if needed).

Step-by-step: Transfer a selected candidate to HR

  1. Move the candidate to Elect status (kanban, list filter, or profile dropdown).
  2. In the list, a Transfer personnel button appears on that row (kanban cards show the same button).
  3. Click Transfer personnel and complete the transfer form.

Expected result: Candidate progresses toward an HR staff record per your transfer settings. See Transfer to HR documentation for prerequisites.

Step-by-step: Email candidates from the list

  1. On Candidate profile, click Send mail.
  2. Select one or more candidates, enter Subject and Content.
  3. Click Submit.

Expected result: Email is sent to selected candidates; activity is logged in the candidate care history.

Step-by-step: Print candidate information

  1. In list view, use the print/bulk action (when available with Create permission).
  2. Select candidates in the modal.
  3. Confirm.

Expected result: Printable output for selected candidates.

Field reference (list columns)

Column Description
Candidate code Unique applicant identifier
Candidate name First and last name with profile image
Transfer personnel Action button when status is Elect
Status Current pipeline stage (colour label)
Email / Phone Contact details
Birthday Date of birth
Campaign Linked recruitment campaign code and name

Common issues

Symptom Likely cause What to do
Cannot open Candidate profile Missing View permission Ask admin for Recruitment → View
No Transfer personnel button Status is not Elect Move candidate to Elect first
Kanban empty No candidates in that status Add candidates or change filters
Status change appears to fail Same status selected again Choose a different stage
Duplicate code or email on save Unique validation Use a different code or email
Candidate missing campaign Not assigned on create Edit candidate and select a campaign
No email after status change Status emails not automated Use Send mail manually
Cannot delete Missing Delete permission Request Delete capability or ask admin

Related features

  • Recruitment → Campaign — hiring requisitions linked to candidates
  • Recruitment → Interview schedule — schedule and track interviews
  • Recruitment → Setting → Skills / Transfer personnel — supporting configuration
  • Transfer to HR — move elected candidates into HR Profile (separate doc)
  • Recruitment portal — external applications (admin workflow above; portal doc separate)

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