With Recruit, you can effortlessly create and post vacancies on job portals, review candidates in a centralized database, and engage HR managers and employees in hiring.
Create a candidate
Create a candidate
You can create a candidate in the system by uploading CVs (one or up to 25 at once), manually and by using PeopleForce Prospector.
Upload resumes
Add candidates straight from their CVs – one at a time or up to 25 at once. The system reads each file and fills in the candidate's details, so you only need to check them. This turns hours of manual data entry into a few minutes.
In the Candidates tab, click Add candidate → Upload resumes.
Drag and drop CVs or select them from your computer. You can upload up to 25 CVs at a time, in PDF, DOC, DOCX or RTF format, with a maximum file size of 10 MB per CV.
If some files can't be read, for example because of an unsupported format, you'll see a warning. These files are left out, and you can continue with the rest.
At the Review step, check the name, email and phone number taken from each CV in the table and correct them if needed. Every candidate needs a name, and invalid emails or phone numbers must be corrected or removed before you continue.
Each row has a status:
New – a new candidate profile will be created.
Duplicate – this candidate already exists in PeopleForce. Use the row menu to open their profile and see which vacancy and stage they're in.
You can also preview a PDF CV or delete a row you don't want to add.
At the Assign step, choose what to apply to the whole batch: source, tags, vacancy, stage and talent pool. When you upload resumes from the Candidates tab, assigning a vacancy is optional.
Click Add candidates to finish.
✨You can also upload resumes from a vacancy or a talent pool. Click Add candidate → Upload resumes there and follow the same steps – the vacancy or talent pool is already selected for you on the Assign step.
Manual addition
Manually add candidates who contact you directly. In the Candidates tab, click Add a candidate > Add manually, complete the required fields with available information, and click Save to create their profile.
Add a candidate using PeopleForce Prospector plugin
Install the PeopleForce Prospector plugin for Chrome.
Add candidates from LinkedIn, job websites, and other sources.
The plugin parses candidate information, allowing seamless addition to the desired vacancy with automatic information filling. More details here.
How to avoid duplicates
How to avoid duplicates
To avoid duplicates, you can enable duplicate detection by phone number when adding candidates from any source: manual creation, the Career Site, Job Site, API, or Prospector. To enable this feature, go to General Settings → Recruit and check the box for phone number validation.
When enabled in Company settings, the system automatically checks for existing candidates with the same CV, email, or phone number during creation.
If a duplicate is found, candidate creation is either blocked or the new data is automatically merged with the existing candidate profile, depending on the source. If candidate creation is blocked, a warning message appears with a clickable list of matching candidates. Users with the appropriate permissions can click to view the candidate and their details.
This helps maintain a clean candidate database and prevents adding the same person multiple times.
When you upload resumes in bulk, PeopleForce checks every CV for existing candidates. Duplicates are marked on the Review step and aren't created as new profiles. If you select a vacancy on the Assign step, existing candidates are added to that vacancy instead, so you keep one profile per person with their full history.
Access the candidate base
Access the candidate base
All candidates across the company are stored in one place – the Candidates tab. Here, you can see everyone added to the system, sort and filter the list, and open any candidate's profile in one click. The table shows the following data:
Full name – the candidate's full name. Click it to open the candidate's profile.
Evaluation – the candidate's score, based on the scorecards filled in by all interview collaborators.
Applications – every vacancy the candidate is assigned to, with their current stage. If a candidate was disqualified, you'll also see the reason, and if they've stayed in a stage too long, the number of overdue days.
Added – the date the candidate was added to the system.
Last contacted – the date of the last interaction with the candidate, such as:
Sending an email – the date of the most recent email.
Sending an offer – the date the candidate was last sent a job offer.
Interview – the date of the most recent interview.
Manual edit – if someone updates the Last contacted field manually, the date of this edit.
Recruitment processing – whether the candidate has agreed to their personal data being used during recruitment.
Future recruitment – whether the candidate has allowed the company to keep their data for future job opportunities.
The consent columns appear when GDPR consents are turned on for your company. Their status shows at a glance whether you can process a candidate's data: No consent, Active till a date, Revoked or Expired on a date.
To ask a candidate for consent, click the three dots icon at the end of their row and select Send consent request, or Copy consent link to share the link yourself. You can send a consent request to the same candidate once every 24 hours.
Candidates deduplication handling
In case a candidate applied from the Career site and then applies through Djinni, the Career site will still be in Source, and only the missing info will be added to the candidate's profile.
If a candidate is added from the Job site and then applies through the career site, all data the candidate submits will be overwritten.
Filter candidate's data
Filter candidate's data
In the Candidates tab, utilize the provided filters for a tailored search:
Filter options: Recruitment processing, Future recruitment, Current position, Location, Tags, Vacancy, Disqualified reason, and date range of creation or last contact.
Customizable filters: These filters are versatile and can be combined to refine your search, ensuring you find the candidates that match your criteria effectively.
Export data
Export data
You can export all candidate's data in Excel and CSV formats by clicking the three dots icon. The file will contain the list of all candidates for a certain vacancy with information about candidates' full name, email, number, desired salary, links, etc.
🪄 Tip: Filter the data to export specific information. For example, you can filter and export data for all candidates for a certain vacancy.
Use bulk actions through the candidate database
Use bulk actions through the candidate database
You can now select multiple candidates from the database and perform bulk actions like sending emails to share new vacancies or updates, adding or removing tags to organize candidates, and assigning them to relevant job openings, request GDPR consent, etc.
In the Candidates tab within the platform, use the checkboxes to select candidates, either individually or by selecting all on the current page.
After making your selection, use the bottom action bar to send emails, manage tags, or assign candidates to vacancies.
Configure the access rights
Configure the access rights
Administrators can customize access rights to the different functions of the Recruit module in the Roles and permissions. Follow these simple steps:
Go to the settings and locate the Roles and permissions section.
Select the role you want to customize and click on it.
In the Company tab, scroll down to the Recruit section.
Enable the specific rights and permissions you want to grant to this role within the Recruit module.
Once you've configured the access rights, save the settings.
After saving the settings, users with the corresponding role can perform specific actions across your company.
