Candidate Profiles and the Candidate List

The Candidates area gives you a workspace-wide view of the people connected to the jobs you can access. Use it to find a candidate, review shared contact and profile information, see how many applications they have submitted, and open the job-specific application when you need detailed hiring context.

The candidate list is useful for finding people across jobs. The application view in Jobs remains the place for a specific hiring workflow, stage, evaluation, and decision.

Prerequisites

Before you begin, make sure that:

1. You can sign in to the recruiting application.
2. You have selected the correct company workspace.
3. Your role can access the internal candidate list.
4. You know whether you are looking for a shared candidate profile or a particular job application.

Candidates from jobs outside your access scope do not appear in the list. If you need a candidate or job that is missing, ask an administrator to confirm your workspace and access.

What you can do in Candidates

From Candidates, you can:

• Search for candidates by name, email, source, or tag.
• Filter candidates by Tags, Source, or Latest stage.
• Sort the list by Newest first, Oldest first, or Name A–Z.
• See each candidate’s source, number of applications, and latest stage.
• Open a candidate profile for cross-application context.
• Review each visible application and open the relevant job-specific details.
• Add, remove, or create tags when your role allows it.
• Add an internal note or assign a follow-up task when the required application access is available.
• Open privacy reviews when you are an administrator with the required access.

Visual guide: the Candidates list

Find a candidate in the list

To search the candidate list:

1. Select Candidates from the main navigation.
2. Confirm that you are in the correct company workspace.
3. Enter a name, email address, source, or tag in Search candidates….
4. Select Search or press Enter.
5. Select a candidate’s name to open the profile.

The result summary shows how many candidates match your search and filters. When the list has more than one page, use Previous page and Next page.

Search behavior

Search can match:

• A candidate’s first or last name.
• The candidate’s email address.
• The candidate’s source.
• A tag assigned to the candidate.

When searching a full name, include both parts of the name if needed. Search results remain limited to candidates connected to jobs you can access in the selected company workspace.

Filter and sort the list

Use the controls above the list to narrow or organize the results:

1. Select Tags and choose a tag, or search for a tag in the tag picker.
2. Select Source and choose one of the available source labels.
3. Select Latest stage and choose a stage.
4. Select the sort control and choose Newest first, Oldest first, or Name A–Z.

Select Clear filters to return to the unfiltered list. Individual filter controls also provide a clear option when a filter is active.

Understand Latest stage

The table shows one Latest stage for each candidate. It is a summary of the candidate’s most recent visible application, not a replacement for the candidate’s full application history.

If a candidate has applied to more than one job, open the profile and review the Applications section to see each visible job, stage, and status. Then open the application for the job you need to work on.

Read the Candidates table

The list can include these columns:

• Candidate: the candidate’s name, email address, headline, and assigned tags.
• Source: how the candidate entered the workspace.
• Applications: the number of visible applications for that candidate.
• Latest stage: the latest stage summary shown for the candidate.

Select a candidate’s name to open the profile. Use the application count as a quick signal that more than one job record may need review.

Empty results

You may see:

• No matching candidates when the current search or filters return no results. Select Clear filters or choose Show all candidates.
• No candidates yet when there are no visible candidates in the current workspace scope. Select Browse jobs if you need to start by finding an accessible job.

Review a candidate profile

Select a name in the list to open the candidate profile. The profile header shows the candidate’s name, headline, and source. Use Back to candidates to return to the list.

The profile can include:

• A Candidate profile summary with total applications, active applications, open tasks, overdue tasks, and last activity.
• Applications with each visible job, its stage, and its status.
• Contact information such as source, email, phone, and application count.
• An Interaction snapshot with recent activity and follow-up work.
• Tags shared across the profile and linked applications.
• An Interaction timeline with cross-application notes, tasks, evaluations, and status history.

Visual guide: the candidate profile

Open the correct application

The Applications section is the safest way to choose the right job when a candidate has multiple applications.

1. Find the relevant job in Applications.
2. Check the displayed stage and status.
3. Select the job title.
4. Review the application in its job-specific context.

Use this step before adding a note or task when the candidate is connected to more than one job. Notes and tasks are attached to the application you select.

Manage candidate tags

Tags help your team group candidates across jobs. A candidate tag follows the person across the candidate profile and linked application review surfaces.

Add or remove a tag on a profile

When tag management is available:

1. Open the candidate profile.
2. In Tags, select Add tag to choose an existing tag.
3. To create a new workspace tag, enter a name under Create and assign, then select Create tag.
4. To remove a tag, select the remove control beside the tag.

If there are no reusable tags, the application shows No unassigned tags available. An administrator can review the workspace’s active tags in Settings.

Apply tags to several candidates

If your role allows tag editing, select the checkboxes beside candidates in the list. You can then choose a tag action:

• Add existing tag followed by Add tag.
• Remove tag followed by Remove tag.
• Create new tag followed by Create and assign.

The selection applies to the candidates on the current list page. Select Clear selection when you want to start over.

Add notes and assign tasks

The candidate profile can provide follow-up tools when your role has the required application access.

Add an internal note

Use Take a note to capture context for the hiring team:

1. Choose the related Application.
2. Enter the note under Add a note.
3. Mention teammates when you need their input.
4. Select Save note.

Candidate notes stay internal and are attached to the application you selected. They appear in the shared activity history.

Assign a task

Use Assign task to create follow-up work:

1. Choose the related Application.
2. Select a Task type.
3. Choose who to Assign to.
4. Set the Due date and optional Reminder.
5. Enter a Task title and any Task description.
6. Select Assign task.

Assigned tasks appear on the application and in the assignee’s Activities inbox.

Edit candidate profile information

When your role allows profile editing, the profile includes Edit candidate profile. The available fields are:

• First name
• Last name
• Email
• Phone
• Headline
• Source

Update the fields, then select Save profile. Keep shared profile information accurate because it can appear across the candidate profile and linked application views.

If you can view the profile but do not see Edit candidate profile, your role or access scope is read-only for profile fields. Ask an administrator to confirm whether the change should be made by someone with broader access.

Customize profile sections

You can adjust how candidate information is organized when Customize sections is available.

1. Select Customize sections in Candidate view sections.
2. In Reorder profile sections, choose Applicant tracking or Talent CRM.
3. Reorder sections as needed.
4. Use the section visibility control to Hide or Show a section.
5. Select Save.

These preferences change how the candidate view is arranged for your workspace. They do not change the candidate’s underlying information.

Privacy reviews

Administrators with the required workspace access may see Open privacy reviews at the bottom of the Candidates page. Use it to review privacy notices, consent expiry, and deletion reviews.

Candidate privacy actions are separate from normal profile editing. If you do not see the privacy-review link, your role may not include administrator privacy access.

Typical candidate-list workflow

Use this sequence when you need to find and work with a candidate:

1. Select Candidates and confirm the correct company workspace.
2. Search by name, email, source, or tag.
3. Apply Tags, Source, or Latest stage filters if needed.
4. Sort the results by Newest first, Oldest first, or Name A–Z.
5. Open the candidate’s name.
6. Review the candidate summary, contact information, tags, and Applications.
7. Open the application for the specific job you need to review.
8. Add a note, assign a task, or update a tag when your role allows it.
9. Return to the Candidates list and select Clear filters when you are ready for a new search.

Role-aware access

Candidate visibility and editing depend on your role, the jobs connected to the candidate, and your access to those jobs. Company administrators can manage accessible candidate records and privacy reviews. Team members, Dedicated team members, and Limited team members can use the profile and application actions available within their scope. Reviewers can participate in permitted application reviews but do not receive general profile-editing access. Content editors use careers-site content, and External recruiters use the separate recruiter workspace.

Access can be limited by department, site, or explicit job assignment. Seeing a candidate does not guarantee that you can edit the profile, manage tags, add notes, assign tasks, or open every linked application.

Common pitfalls

You are in the wrong company workspace

Candidate lists are separate by company workspace. If a candidate or job is missing, select Switch company and choose the workspace that owns the hiring process.

A candidate does not appear in the list

The candidate may only be connected to jobs outside your access scope. Clear the search and filters, then ask an administrator to confirm your access to the relevant department, site, or job.

The Latest stage filter does not find an older application

The list uses one latest-stage summary per candidate. Open the candidate profile and check Applications for older or additional job applications.

Search or filters hide candidates

Select Clear filters or Show all candidates, then search again with a shorter or more precise term. Check the active Tags, Source, and Latest stage controls.

You can view a profile but cannot edit it

The profile is read-only for your role or scope. This is expected when you have candidate-view access without profile-editing permission. Ask an administrator or permitted teammate to make the change.

Tag controls are missing

Tag editing is permission-controlled. You may still be able to view tags and filter by them even when Add tag, Create tag, or bulk tag actions are hidden.

You are trying to move a candidate from the profile

The Candidates area summarizes applications but does not replace the job-specific screening workflow. Open the relevant application from Applications, then use its hiring-stage controls when your role allows them.

Privacy reviews are not visible

Open privacy reviews is available only to administrators with the required workspace access. Contact an administrator if you need to review a privacy request.

An invitation or account link has expired

An expired invitation cannot be used to enter the workspace. Ask the administrator who invited you to send a new invitation, then activate your account from the replacement message.

After you find the candidate

Use the profile for shared candidate context, then open the correct application for job-specific work. Keep tags, notes, tasks, and profile information current so the hiring team can find the candidate and understand the latest follow-up across the workspace.