Finding and managing candidates

The Pipeline tab shows one pipeline at a time. The Candidates tab shows everyone, across every pipeline, in a single table. It is the quickest way to find a particular person, see everyone who applied through one form, or check who has already been turned into a worker.

From any row, you can open the candidate's full record to read their application, open their documents, add notes, send them a form and see everything that has happened to them so far.

Before you begin

You need Agency Accelerator Pro. ATS Management is part of the Pro plan.
Candidate records hold personal details. Applications can include National Insurance and DBS numbers, signatures and identity documents. Treat profile downloads and document downloads as carefully as you would any worker's personal data.

Opening the Candidates list

Select ATS in the left-hand menu.
Select the Candidates tab.

Reading the list

Each row is one candidate. The columns show:

Candidate: their name, with their latest activity underneath, such as no activity yet or converted.
Role: the role they applied for, where one is on their record.
Contact: their email address.
Source: how they reached you. A tag with a form name means they applied through that recruitment form. Added manually means a member of your team added them.
Pipeline and Stage: where they are in your hiring process. The stage tag uses the stage's colour from the board.
Worker record: Not yet until they are converted. After that, it shows their CW number and the date they were converted, with a copy icon beside the number.
Created: the date and time the candidate's record was created.

Select View at the end of a row to open the candidate's record. The bottom of the page shows how many candidates match, with page numbers and a drop-down to choose how many to show per page.

Finding a candidate

Use the filters along the top of the list, on their own or together:

All pipelines shows candidates on one pipeline only.
All stages shows candidates on one stage. Stages belong to a pipeline, so choose the pipeline first.
All sources shows candidates who applied through one form, or who were added manually.
Worker record: any separates candidates who have a worker record from those who do not yet.
Search by name or email finds one person quickly.

Tip: Filter by your final stage and look for candidates whose worker record still says Not yet. These are people you have decided to hire but have not converted, so they do not have a worker profile yet.

Opening a candidate's record

Select View on the candidate's row. Their record opens on the right. The top of the record shows their name, the role they applied for, when they applied and how many days ago that was, and the stage they are on. Below that are the pipeline they are on and a tracker showing every stage in that pipeline.

The record has four tabs: Application, Documents, Notes and Audit log. The number beside each one shows how many items it holds.

Application

The candidate's answers, grouped in the same sections as the form they completed. If they were added manually, you see the details entered when they were added.

Select Edit to correct or add details, for example a National Insurance number the candidate gave you over the phone.

Documents

Every file on the record. Files that came in with an application, such as uploads and signatures, are marked From the application. Select Open to view a file, or Download all (.zip) to download them all at once.

Notes

Notes keep your team's knowledge about a candidate in one place, so the next person to pick them up does not have to ask around.

Select the Notes tab.
Type your note under Add a note. You can use the toolbar for bold, italic, underline, lists and links.
Select + Save note.

A Note saved message confirms it. The note appears under Notes with the date, time and the name of the person who added it, and is also recorded in the audit log.

Audit log

The Audit log tab has two parts.

Focus lists anything outstanding for the candidate. When everything is in hand, it shows Nothing outstanding for this candidate.
History lists everything that has happened on the record, newest first, with the date and time. For example, Application received via followed by the form's name, Note added, each stage move and Converted to worker.

Other things you can do from a record

Move them to another stage. Select a stage on the tracker at the top of the record.
Send them a form. Select Send form to email the candidate an application form. Choose the form, check the email address, then select Send form. Their answers come back to the same record.
Download their profile. Select Download profile to save the candidate's profile as a PDF.
Convert them to a worker. When they reach your final stage, select Review & convert to Worker at the bottom of the record. Until then, the button explains that it unlocks at the final stage.

For full steps on moving candidates, sending forms and converting, see How to set up and use your candidate pipeline.

Good habits worth adopting

Write notes for the next person. Availability, references and how an interview went are the details a colleague needs when you are not there to ask.
Check the source before chasing. A candidate who was added manually may never have been sent a form. Send one before asking why they have not filled it in.
Review unconverted hires each week. Someone left on your final stage without a worker record cannot be onboarded, and is easy to forget once the offer is made.
Fill gaps as soon as you hear them. Add a missing date of birth, National Insurance number or DBS number with Edit straight away, rather than at the point of converting.

If something looks wrong

You cannot find a candidate. Clear your filters and set All pipelines, then search by their email address as well as their name.
The stage filter shows no options. Choose a pipeline first.
Answers are missing from an application. The candidate may have left optional questions blank, or a form you sent may still be waiting for their reply. Add the details yourself with Edit, or send the form again.
A hired candidate's worker record still says Not yet. They have not been converted. Move them to your final stage, then select Review & convert to Worker.

If something still does not look right, contact our Support Team with the candidate's name and the pipeline they are on.

Happy hiring! 🎉