A company may receive applications from many candidates once a vacancy is published. Sometimes a company could receive so many job applications that it becomes extremely difficult to track down the candidates. This task is highly time-consuming and tedious for the HR department.  In order to resolve this concern, OrangeHRM has come up with a feature that helps the user to track down candidates with ease. This feature can be very helpful when shortlisting candidates. 

Once you have posted a job for a particular vacancy in the system, the system facilitates the addition of candidates for the vacancy that has been created.

To add candidates for the created vacancy,

Step 01 - Navigate to the candidate list from Recruitment -> Candidates.

Step 02 - Click the "Add Candidate" button in the candidate list to create a new candidate profile. 

Upon clicking, the Add Candidate Screen appears.

Use the table below as a guide to fill in the above fields.

Step 03 - After completing all required fields, click the Save button to add the candidate.

When a user needs to keep offline records of the candidate's list, by clicking the "CSV" icon in the top right corner, it is possible to download the list in CSV format. 

How to Manage Candidates with Bulk Actions

Step 1 - Browse through the list of candidates and select the ones you want to take action on. You can do this by checking the box next to each candidate’s name, allowing you to select multiple candidates at once. 

Step 2 - Once you have selected the candidates, an action button will automatically appear with a dropdown. Click on the dropdown to see the bulk actions available for the selected candidates.

Step 3 -  From the drop-down menu, you can choose actions like "Shortlist," "Reject," "Archive," or "Delete."

Step 4 -  After selecting an action, a confirmation prompt may appear. Review the details and confirm the action to apply it to the selected candidates.

How to Filter Candidates

Step 1 - To filter candidates based on a set of criteria, use the Filter option (which is positioned towards the top right-hand corner) in the candidate list. 

Upon clicking, the Filter Candidates screen will appear.

Step 2 - Use the below table as a reference to complete the above fields.

Candidate Quick Filter 

Under All Vacancies, you now have the option to filter candidates based on the specific vacancies they have applied to.

Step 01 - Click on the dropdown menu located under the All Vacancies section.

Step 02 - Select the vacancy from which you want to filter the candidates from the available list. 

Once you select a vacancy from the dropdown, the system will display a list of candidates who have applied to that specific vacancy. 

How to Configure Smart Screening/Candidate Best Match Rules 

Step 1 - Click on the Smart Screening button. 

Once clicked, you will be redirected to the Smart Screening section of the Vacancy Workflow. 

If the rules are already configured, the screen will be displayed like this. You can add a rule or edit the same rule. 

If the rules are not configured, the following screen will be displayed. 

Step 2 - Click on the Add Rule button to add a new smart screening rule.

Upon clicking, the following screen will appear.

Step 3 - Add a rule name and then click on the Add Criteria button.

Step 4 - Under the Questions section, click on the dropdown menu to view a list of pre-configured questions associated with the selected vacancy. 

Note: If questions are not pre-configured for a vacancy, please refer to this article: "How to Create a New Vacancy in OrangeHRM"

Step 5 - Under Selection Criteria, you will find the following four options to define how candidate responses are evaluated.

These criteria help automate the screening process by routing candidates to Shortlist, Reject, Archive, or Delete based on their answers to pre-configured questions.

In this example, the Selection Criteria is set to "Is in," allowing you to define specific response values that will trigger an action.

User Scenario

If a candidate indicates that they have prior work experience related to the vacancy, the system will automatically shortlist them according to the rules defined in the Smart Screening configuration.

In this example:

• Question: "Do you have any prior working experience related to this field?"
• Selection Criteria: Is in
• Criteria Values:yes
• Action: Shortlist

When a candidate selects "yes," the system matches the response against the defined rule and automatically updates the candidate's status to "Shortlist" helping streamline the screening process and ensuring qualified applicants are prioritized.

When a candidate matches the defined criteria, the selected actions will be performed automatically on the candidate records.

Available Actions:

• Shortlist – Move candidate to shortlist status
• Reject – Mark candidate as rejected
• Archive – Archive the candidate record
• Delete – Permanently delete the candidate record

Order of Actions to be Performed:

• Shortlist (selected)

This means that when a candidate's response meets the criteria (e.g., selecting "yes" for relevant experience), the system will automatically apply the Shortlist action

How to Download Candidate's Information

Once a candidate has moved to the Hired stage, the "Add as Employee" option will also appear.

Sample of a downloaded Candidate Application Form