Once an organization posts a job, applicants start applying for the job post through the Job portal. Upon applying, the candidate has to fill in the information required by the hiring manager for the posted vacancy. The system creates a profile for each applicant based on the data gathered for that applicant.
How to Access the Candidate Profile
The following steps need to be followed to create a candidate profile:
Step 1 - Go to Recruitment -> Candidates section.
To view a Candidate Profile, either
Click the candidate in the candidate list
Click on the candidate’s avatar/profile picture.
Once clicked, the following screen will appear.
Step 2 - Click on the "Open Candidate in New Tab" button to view the candidate profile in a new tab.
Candidate Details
The section below shows the information gathered from the candidate’s application form. There are three sections in the candidate profile.
Details
Resume
Notes
Attachments
Email History
Candidate Profile is the home icon to help users return to the OrangeHRM Main Dashboard if they accidentally close the OrangeHRM main webpage.
Update candidate info
By going to the candidate's profile and clicking the "Current Stage," the Admin can change the candidate's stage.
How to Add Candidate as an Employee
Once you change the status to 'Hired' by clicking "Add as Employee," the admin user can add the candidate as an employee by going through the add employee wizard (if enabled).
When adding the candidate as an employee, the system will automatically retrieve the basic information from the candidate profile to the employee profile.
Additionally, you have the option to edit the candidate information.
Click on the Add as Employee; upon clicking, the following screen will be displayed. Fill in all the required information, including Employment and Salary Details, then click the next button
If the candidate has not performed satisfactorily in their current role but shows potential for a different position, the HR admin user has the ability to assign the candidate to a different vacancy.
When the Vacancy drop-down is clicked, and a different vacancy is selected, the candidate's previous scores attained in the candidate history section will be captured by clicking the drop-down, as shown in the figure below.
OrangeHRM empowers HR teams to track and optimize recruitment efforts by providing predefined and customizable candidate sources.
The following are the pre-defined Candidate Sources
- Indeed
- Glassdoor
- Monster
- ZipRecruiter
- X (Twitter)
- Other
The option to add or customize candidate sources is accessible through the Recruitment module > Configuration > Candidate Sources, allowing for greater flexibility in sourcing candidates.
Note - Please refer to this article How to Manage Candidate Source
These candidate sources will be available as predefined data within the product. The HR admin can also add new candidate sources according to their specific requirements.
Candidate Profile Picture
If you wish to change the employee's profile picture now, you can easily change it in the candidate profile screen by clicking the edit option available beside the profile picture. The Candidate Profile picture can be modified by the Hiring Manager or Admin.
Candidate Resume
If the particular candidate’s resume is available, it is shown below once the user clicks the "Resume" section
Upon clicking the "Replace Resume" button, the user can Replace a new resume if needed.
Browse and add the file and click on the "Save" button.
You can see the resume and the resume notes section side-by-side on this screen by clicking the Add Notes in the resume section.
Candidate Notes
Any notes added to the candidate’s profile can be added separately for each stage of the process. The candidate notes can be added from the resume sections by clicking the "Add Note" icon (See the Figure below).
All the candidate general notes and hiring workflow stage notes are tracked under the candidate note section.
Candidate Attachments
Any attachments sent to the candidate can be viewed here in the attachment section. You can also download the attachment or send the attachment as an email using the available options
Email History
In this tab, we can view the emails that have been sent to the candidate by the system. You can view the sent email by clicking the eye icon available.
Create Document
Note: For more details on configuring and managing stage-based document generation, please refer to the article: "How to Generate Stage-Based Candidate Documents"
Audit Logs
For each candidate, audit logs can be viewed. The audit log contains information on the changes made to the candidate within the system.
Audit logs can be accessed when the user clicks on the "View Audit Logs" button below the "Candidate History" section.
Audit logs are displayed as follows.