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Administer the candidate database

Add or import profiles, control access to candidate data, and turn an approved proposal into an employee. This article is for people who configure or administer this feature.

Contents

Before you start

The Candidates and applications area brings together information about people interested in joining the company. An application may arrive through a public vacancy or be added internally. The recruitment team uses one candidate record to review the CV, assess fit, retain comments, and track progress for each job offer.

Information

One person can apply for several vacancies. Their profile brings those applications together, but each retains its own offer, stage, ratings, and fit assessment.

Add candidates manually

  1. Open Candidates.
  2. Select Add candidate.
  3. Enter their name, email, phone, and notification preferences.
  4. Attach the CV and add a cover letter if you already have one.
  5. Save the profile.

Starting from a board stage adds the new candidate directly to that offer and stage. From the general list, create the profile first and then use Add to job offer.

Import candidates

Use Import candidates when you need to add several people:

  1. download the template from the import page;
  2. complete its columns without changing the structure;
  3. save the file;
  4. select it and run the import;
  5. review the result for every row before continuing.

Importing creates profiles but does not replace duplicate checks or assignment to the correct recruitment process. Search by email first to avoid creating a second record for the same person.

Convert a candidate offer into an employee

After approval, open Candidate offers and select New employee. Talento prepares the employee form with proposal data such as start date, team, office, manager, email, salary, and contract categories.

Review every field before saving. Recruitment and employment are separate processes: approving a candidate offer does not automatically create the employment relationship.

Important

Candidate profiles contain personal data and private documents. Grant Recruitment permission only to people who need to participate in the process, do not share attachments outside authorised channels, and follow your company's retention periods.

Result

You can verify the result on the settings page, in the list, or through the status described above.

Common problems

If an option is missing, check that the module is active and that you have the required permission and record scope. If the configuration is correct and the problem continues, keep the message shown and contact support.