Candidates

What is it and what is it for?

Candidates are the foundation of your recruitment and selection process. Every time someone applies for a job at your company, you register their information here once, and can then link them to one or several open Job Openings at the same time, without repeating their information on each one.

From the candidate's record you can see their whole history at a glance: which job openings they've applied to, with what score and status on each, which interviews have been held, and, if you turn it on, how well their résumé fits what each job opening requires according to Artificial Intelligence. When you decide to hire them, a single button takes you to create their Employee record using the data you already captured as a candidate.

How to use it

1. Create the candidate. From the Candidates list, use the New button and enter at least their First and Last name. Also add their contact details (phones, emails, social media), address, work experience, current and expected salary, and attach their résumé (CV) if you have one.
2. Register their skills (optional). If your company uses the Skills catalog, add them in the skills table on the form, indicating each one's proficiency level.
3. Link them to a job opening. From the candidate's Detail screen, use the Assign Vacancy dropdown to apply them to one of your open job openings; this creates their application with an initial "New" status. You can also create this link from the job opening's own Detail screen.
4. Track the process. In the linked job openings section you can change each application's score and status, see the keywords found in their résumé, and unlink them from a job opening if they no longer apply.
5. Analyze their résumé with Artificial Intelligence (if enabled). Pick one of the linked job openings from the Analyze with AI dropdown so the system compares the candidate's résumé against that job opening's description and their interviews, and shows you a score, a hire/no-hire recommendation, strengths, weaknesses and a summary.
6. Schedule interviews. From the candidate's Detail screen you can create a new Interview, tied to a specific job opening or not, and review the history of interviews already held with date, interviewer and notes.
7. Turn them into an Employee. Once you decide to hire them, use the Create Employee button on the candidate's Detail screen; AdmCloud opens the new Employee form with this candidate as the reference, so you don't have to re-type their personal information.

Main capabilities

• Create, edit, view and delete candidates, with search and creation-date range filtering on the list.
• Attach the candidate's résumé (CV) and store the text AdmCloud extracts from that file so it can be analyzed with Artificial Intelligence.
• Register the candidate's skills and their level, when the Skills catalog is in use.
• Link and unlink the candidate from one or several job openings, and track their score and status on each.
• Analyze the candidate's fit for a specific job opening using Artificial Intelligence, combining their résumé, their interviews and the job opening's description.
• Schedule and review the candidate's interviews.
• Convert the candidate into an Employee with a single button, without re-typing their personal information.
• Generate the general candidates report, the report with skills detail, and the skills gap by position report.
• Customize which columns show on the candidates list and save your own column configurations.

Key fields

Validations when saving

• First Name is required. A candidate can't be saved without a First Name.
• Last Name is required. A candidate can't be saved without a Last Name.
• Email format. If you provide an Email, it must be a valid email format.
• Skill level can't be negative: "You cannot indicate a score lower than 0" if you try to save a negative skill level.
• No duplicate skills: "You cannot indicate a skill twice" if the same skill appears more than once in the table.
• A candidate with scheduled interviews can't be deleted. If the candidate has interviews on record, AdmCloud blocks the deletion with a message listing each dependent interview by its date; you must first delete or reassign those interviews.
• If you change the résumé file on a candidate who already has job-opening applications, AdmCloud automatically clears the found keywords on those applications, since they matched the previous résumé; re-run the AI analysis to regenerate them with the new file.

Availability and permissions

• This feature requires the Human Resources module to be active for your company; on editions where that module can be turned on or off per company, the Candidates screen won't show up if it's off.
• Requires the "Candidates" permission on the user group: Browse to view the list and detail, Add to create candidates, Edit to modify them, and Delete to remove them.
• The candidate's Skills section only shows up if your company has the Skills catalog enabled.
• The AI Analysis panel and the found-keywords column on the résumé only appear if AdmCloud has the résumé keyword extraction feature enabled for your company.
• To assign job openings or view interviews from the candidate's Detail screen, your user also needs the "Job Openings" or "Interviews" permission, respectively; without those, those sections don't show up.

Tips and common mistakes