Candidates and their profiles

Candidates lists every person who applied for one of your jobs or whom you added, once each, with the jobs they are in, their tags and their latest application. A mail icon marks an unread reply, an hourglass someone who hasn't confirmed consent yet, and Talent pool someone in your talent pool.

Searching

Search by name or email, and narrow with:

• Job, Stage and Status (in progress, rejected, hired or withdrawn)
• Rating, such as 4 or more on average
• Tag and Source, such as instagram or a job fair
• Location, such as Oslo
• Applied from and to

The filters are kept in the page's address, so you can bookmark a search or send it to a colleague. Click a tag in the list to see everyone with it.

Exporting a list

Export downloads the people that match your search as a CSV file, up to 5,000 of them, with one line per application: first name, last name, email, phone, location, tags, job, stage, status, source, date applied and rating. Someone in the talent pool without an application gets one line with the status Talent pool.

Admins and recruiters can export; hiring managers can export the candidates of their own jobs. Every export is recorded in the audit trail with the search it used.

The profile

A candidate's profile shows:

• Their details: email, phone, where they live, links and the language they write in.
• Tags, which stay with the person on every job. Add one with Tag, remove one with its cross.
• Every application you may see, as tabs at the top when there is more than one.
• The stage of the chosen application, where you move them on, Reject them or Bring back someone who was rejected. Automations waiting to run for them, such as a rejection email, are listed with their time, and Stop cancels one.
• Interviews and Offers for the application. See Interview scheduling and Offers and e-signature.
• The application: their answers and fields such as a cover letter. A screening answer that doesn't fit is marked; Careers Orbit never rejects on its own. If AI summaries are on, Summarise with AI drafts a short summary for you only. It isn't stored.
• Documents: the CV and other files. A PDF opens right in the page. A Word file is downloaded instead. Every time someone opens or downloads a CV, it is recorded in the audit trail and on the timeline.
• Assessments and Scorecards, when the job uses them. See Assessments and video interviews and Scorecards and interview kits.
• Ratings from the team and the average. See Notes, mentions and ratings.
• The timeline: everything that happened, newest first: applying, moves, emails and texts in and out, notes, ratings, tags, consent and automations. Use Notes or Messages to see only those. On Messages, Write to emails the candidate and Send a text sends an SMS or WhatsApp message when that is set up.
• Privacy: the consent history, a Legal hold that keeps the data past your retention rules, and Erase for good. See Privacy notice and consent and Erasing a candidate.

Opening a profile is recorded in the audit trail too, because candidates' data is personal.

If you added the candidate yourself and they haven't confirmed consent yet, a notice says so at the top, and emails wait until they do. Send again sends a new consent request.

Adding them to another job

Add to a job puts the candidate in the first stage of another open job, without asking them to apply again. Nothing is sent to them.

What you see

Admins and recruiters see every candidate. Hiring managers and viewers only see candidates of jobs they own or help hire for, and only those applications on the profile.