The Candidate Section and Candidate Profile

This article takes a look at the candidate section and candidate profile. 

The candidate database includes multiple search and filtering options, allowing you to refine your candidate pool by specific parameters quickly and easily. Effortlessly group candidates and use the bulk actions function to complete tasks in record time without the need to manually search the list.

The candidate profile holds all information, communication, and progress about a candidate. Perform actions directly from the profile and keep up-to-date with updates from the team. You can even view candidate stories and CV summaries generated with occy AI to get all the key information that you need - instantly!

Take a tour of each section using the step-by-step text instructions or demo videos.

Use this handy contents table to skip to the specific information you're looking for:

• The Candidate Section
• Adding Candidates from the Candidates Section
• CV Library Candidate Search
• The Candidate Profile
  • The Overview Tab
  • occy AI-Generated Candidate Stories
• Additional Tabs and Features
• Candidate Tags
  • Adding Tags
  • Assigning Tags to a Candidate

The Candidates Section

This section covers the Candidates section found in the main menu, where all your candidates can be found.

All candidates across all jobs can be found in the Candidates section.

• Click the Candidate option in the main menu. From here, you can search for any candidate using the search bar or browse the list. When using the search bar, users can search by keywords, search for exact words or phrases by adding double quotation marks around the query, and search multiple queries by adding 'AND' in between separate keywords or phrases. 
• You can find out more about finding candidates within a specific job here.

1. Refine the candidate list by a wide range of filters using the filter button. Easily identify candidates by the following criteria: 

• Location
• Location range
• Application source
• Date added
• A date range for their most recent application to the company
• The job they are assigned to
• The stage group they are currently in (e.g. source, screen, select, offer, or hire)
• Star rating
• Tags (Scroll down to learn how to create and assign custom candidate tags)

2. To save frequently used filter options, click Save as Quick Filter after choosing your criteria. Saved quick filters can be found here.

3.  Send emails to multiple candidates using the bulk action button. Click here, then select the candidates by clicking the tick boxes that appear next to their names, then click the envelope button that appears at the bottom of the page. Find out more about sending bulk emails here.

4. Use the Column Modifier button to customise which information is shown in the list.

5. Download all information listed on the page.

Adding Candidates from the Candidates Section

Single or multiple candidates can be manually uploaded to the Candidates section by clicking the Add Candidates button at the top of the section. To see the full process, click here.

CV Library Candidate Search

The CV Library Candidate Search feature allows you to source qualified candidates directly from the CV Library database. Using specific search criteria, users can source and download CVs directly into the occy system. Access to this feature can be purchased via your occy account manager or directly from CV Library directly. To find out how to set up and use the CV Library Candidate Search service, click here.

The Candidate Profile

Take a look at the information and actions available in each candidate profile. Candidate profiles can be accessed by clicking the candidate in the Candidates section or from the Candidates tab within a job; this demo will show you the candidate profile in detail from each place.

The Overview Tab

1. Schedule an interview by clicking here. Complete the interview information, assign the interview team, select whether the interview is remote or in-person, and choose whether to send a specific slot or slots to choose from. Finally, select a date or date range for the interview and the interview duration and choose how to notify the candidate. For more information about interviews, click here.
2. Decline a candidate by clicking here and choosing a reason from the dropdown menu. There is also the option to notify the candidate by email or SMS. Find out how to add to your pre-saved reasons for rejection here.
3. View the candidate profile from within the main Candidates section.
4. Reference and Background Checks: Reference Checks and  Background checks can be administered from within the candidate profile. To see the full process, click the links.

Note: These options are visible when viewing a candidate profile from within a job.

• View and edit the candidate's name using the pencil icon, view the job they are assigned to and their overall star rating.
• View and edit basic information using the pencil icon at the top of the Basic Information section. Don't forget to hit save!
• View the job the candidate is assigned to.
• See when a candidate was added and the application or candidate source.
• Add tags to be used as search criteria in the candidate profile - find out more below.
• Add, remove, or replace a cover letter.
• Track the progress of any video profile requests sent to the candidate.
• Move a candidate to a different stage within the workflow using the dropdown menu in the Candidate stage section.
• If applicable, other jobs the candidate has applied to within your company will appear on the right-hand side.
•  Assign candidates to a job within the system using the Assign to Job button. Simply click the button and choose a job from the dropdown menu. 
• Add notes about the candidate.

• Scroll down to see an occy AI CV summary. occy AI provides a summary of each candidate’s CV within the candidate’s profile. CV summaries are automatically generated for each candidate so that they’re there as soon as you need them, including key details such as key skills, qualifications, and experience will appear in a section above the CV section. 

Note: CV summaries are only available when viewing a candidate profile from within a job.

• Scroll down to view, download and upload a candidate CV using the icons at the top of the section.

Occy AI-Generated Candidate Stories

Capture a candidate’s full recruitment story with Candidate Stories. Let occy AI provide a comprehensive overview of a candidate’s profile and application history with your company to highlight key information and enhance recruitment decision-making without the extra admin work.

Note: Candidate stories are only available when viewing a candidate profile from the Candidates section.

To instantly generate a candidate story:

• Navigate to the Candidates section from the main menu and click on a candidate.

• Click the Ask occy AI button in the Create Candidate Story section at the top of the profile.

• Occy will instantly create an overview of the candidate’s story within the platform, including key information such as basic details, application history, notes, files, etc.

Additional Tabs and Features

1. Communication Tab - View all communication sent to the candidate and compose new emails. Quickly Identify and reply to specific messages and filter by message type.
2. Files Tab - View, download, upload, and delete documents, CVs and cover letters in this tape. Filter by document and file type.
3. Evaluations Tab - View and add assessments, view and edit star ratings, and view evaluations by other team members here.
4. Timeline Tab - See a breakdown of all activity associated with the candidate administered by team members and automations. 
5. Interviews Tab - View past and upcoming scheduled interviews, add notes and recordings of interviews, and mark the attendance of the candidate for each interview.
6. Forms Tab - View all forms sent to the candidate and filter by status.
7. Assign to a Job - Assign the candidate to an additional job using this button. In the Candidate section, this button changes to a plus sign at the top of the page.
8. Notes - Add, edit, and delete notes about the candidate. These are visible to the whole team.

Candidate Tags

The candidate tagging feature allows you to categorise, label, and search for candidates using criteria that are important to you. Easily create custom labels, such as ‘willing to relocate’, ‘first aid trained’, or ‘holds a driving licence’, and assign them to candidates to be used as search and grouping criteria.

Adding Tags

Build a library of tags in just a few clicks by clicking Settings>Job Settings>Tags.

• Users can add tags using the Add Tag button at the top of the page. Once a tag has been added, it can be assigned to candidates and used as a search filter.
• Easily edit and delete tags using the pencil and bin icons next to each tag.

Assigning Tags to a Candidate

Once tags have been added to the Tag library, they can be assigned to candidates.

• Assign tags to a candidate from the candidate profile. Candidate profiles can be accessed from within the Candidates tab of a job or within the Candidates section of the main menu.
• In the Tags section of the candidate profile, select tags from the Add Tag dropdown menu using the tick boxes next to each tag.
• Assigned tags will appear in the Tags section.
• When filtering candidates in the Candidates section using tags, candidates with assigned tags will appear, allowing users to group candidates by specific criteria such as skills, qualifications, or qualities.