📚 Home → Chapter 3: Candidate Management

Chapter 3: Candidate Management 👥

Build and Maintain Your Talent Pool

⏱️ Reading Time: 18-25 minutes | Difficulty: Easy to Medium | Prerequisites: Chapters 1-2

📖 In This Chapter

📖 What is a Candidate?

A Candidate is a person who might be interested in working with you or who has applied for a job. You keep all their information (name, contact details, CV, skills, experience) in the system.

Why Maintain a Candidate Database?

  • 📋 Keep all candidate information in one place
  • 🔍 Quickly find qualified people for new job openings
  • 📊 Track candidate history and interactions
  • 💬 Communicate with candidates easily
  • 📈 Build relationships for future hiring needs
  • ⏰ Follow up with promising candidates later

Types of Candidates in Your System

Type Description Examples
Active Currently available and actively looking for work Just entered, looking for opportunities
Applied Has applied for one of your job openings Applied for Electrician position
Shortlisted Passed initial screening, selected for interviews Qualified candidate waiting for interview
Deployed Already hired and working for you Currently placed at a project
Rejected Not selected for a particular job Didn't meet requirements
Inactive Available but not currently being considered Not contacted for a while

➕ Adding a Single Candidate

Step-by-Step: Create Your First Candidate Profile

  1. Go to Recruitment Menu Click "Recruitment" → "Candidates" from the left menu.
  2. Click "New" or "Create" Button Look for the "New" button in the top-left or top-right corner, or use shortcut Ctrl+N.
  3. Fill in Basic Information (Required Fields) - Full Name *
    - Email *
    - Phone Number *
    - Date of Birth
    - Gender *
    - Nationality *
  4. Add Contact Information - Mobile Phone (alternate number)
    - Current Location
    - Current Employer
    - LinkedIn Profile (optional)
  5. Add Qualifications & Experience - Education Level *
    - Years of Experience
    - Job Categories (what types of jobs they're interested in)
    - Skills (what they can do)
    - Expected Salary
  6. Upload CV/Resume Click on "CV" field and upload their resume in PDF or Word format.
  7. Add Additional Documents Passport scans, certificates, licenses, etc. (Optional but recommended)
  8. Review Everything Make sure all information is correct.
  9. Click "Save" The candidate is now in your database!
🎉 Success! The candidate profile is created and you can now match them with job openings or they can apply for jobs in the system.

📝 Understanding Candidate Fields

Personal Information Section

✓ Full Name *

What it is: The candidate's full name (first and last name).

Example: Mohammad Ali Ahmed, Sarah Johnson, Fatima Al-Mansouri

Tips:

  • Use the name exactly as it appears on their passport
  • Include any middle names if provided
  • Proper capitalization helps with searching
✓ Email Address *

What it is: Their primary email address for communication.

Example: mohammad@email.com, sarah.johnson@gmail.com

Tips:

  • Make sure the email is correct - this is how you'll contact them
  • Verify the email by sending a test message
  • Only one email per candidate (use mobile for alternate contact)
✓ Phone Number *

What it is: Their primary phone number (landline or mobile).

Example: +971 50 123 4567, +971 4 123 4567

Tips:

  • Include country code (+971 for UAE)
  • Include area code if it's a landline
  • You can include dashes or spaces for readability
  • This should be a number they check regularly
Mobile Phone

What it is: An alternate mobile number if they have one.

When to use: If the candidate has two phone numbers and you want to record both.

✓ Gender *

What it is: Male, Female, or Other.

Why it matters: Some jobs have specific gender requirements or preferences (e.g., healthcare positions). This helps in matching.

Date of Birth

What it is: The candidate's birth date (DD-MM-YYYY format).

Why it matters:

  • Calculates their age automatically
  • Some jobs require minimum age
  • Age can be a factor in certain decisions (immigration rules, insurance, etc.)
✓ Nationality *

What it is: The candidate's country of origin or citizenship.

How to enter:

  • Click the field and start typing country name
  • Select from the dropdown list
  • Example: Indian, Filipino, Egyptian, Pakistani, etc.
Passport Number

What it is: The candidate's passport number from their country of origin.

Example: A1234567, N98765432

Tips:

  • Verify this matches their actual passport
  • Important for visa processing later
  • Keep this information confidential
Passport Expiry Date

What it is: When their passport expires.

Why it matters:

  • Candidate must have valid passport for employment
  • System can alert you if it's about to expire
  • Essential for visa sponsorship
Current Location

What it is: Where the candidate is currently living.

Example: Dubai, Bangalore, Manila, Lahore

Why it matters: Helps with relocation planning and visa processing.

Current Employer

What it is: The company where they currently work (if employed).

Example: ABC Construction, XYZ Services, Not Employed

Professional Information Section

✓ Education Level *

Options:

  • No Formal Education
  • Primary School (Grades 1-5)
  • Secondary School (Grades 6-9)
  • High School (Grades 10-12)
  • Diploma (2-3 years vocational)
  • Bachelor's Degree
  • Master's Degree
  • Doctorate

Tips: Select based on highest education completed, not in progress.

Years of Experience

What it is: How many years they've worked in their field.

Examples: 0 (fresh graduate), 3, 5, 10, 15+

Tips:

  • Count total years, not just years in current job
  • If multiple industries, count all relevant experience
  • If unemployed periods, still count total working years
Job Categories

What it is: Types of jobs they're qualified for and interested in.

How to use:

  • Click field to search and select categories
  • You can select multiple categories
  • This helps match them with suitable jobs

Example: A person might be qualified for both "Electrician" and "Construction Supervisor"

Skills

What it is: Specific abilities and expertise they have.

What to include:

  • Technical skills: Welding, AutoCAD, Heavy Equipment Operation
  • Languages: English, Arabic, Urdu, Tagalog
  • Certifications: OSHA, First Aid, Forklift License
  • Soft skills: Leadership, Problem Solving, Communication

Example: "Welding (5 years), Heavy Equipment Operation, English (Fluent), SafePass Certification"

Expected Salary

What it is: How much the candidate wants to earn per month.

Example: 2500 AED, 3500 AED, 5000 AED

Tips:

  • This is what they're asking for, not necessarily what you'll pay
  • Helps in salary negotiations
  • You can match them with jobs in their salary range

📄 Uploading CVs & Documents

Why Upload Documents?

  • 📋 Keep everything organized in one place
  • 🔐 Secure backup of important documents
  • ⚡ Quick reference during interviews
  • 📧 Easy to forward to hiring managers
  • ✅ Required for visa processing

Uploading a CV/Resume

  1. Locate the CV Field Find "CV" or "Resume" field in the candidate form.
  2. Click on the Field You'll see an upload button or area.
  3. Select a File from Your Computer Click "Browse" or "Choose File" to find the CV on your computer.
  4. Choose a PDF or Word Document Accepted formats: .pdf, .doc, .docx (avoid .txt or image files)
  5. Click "Upload" The file uploads immediately.
  6. Confirm It's Uploaded You should see the filename displayed below the upload field.
  7. Save the Candidate Profile Click "Save" to finalize everything.

Uploading Additional Documents

Besides CV, you can attach:

  • 📷 Passport/Visa copies
  • 🎓 Diploma and certificates
  • 💳 License copies (driving, professional)
  • 🏥 Medical reports (health certificate)
  • 👤 Profile photos
  • ✍️ Cover letters or reference letters

How to Add Multiple Documents

Most systems have an "Attachments" or "Documents" section:

  1. Find the Attachments Tab/Section Usually below the main form.
  2. Click "Add" or "+"
  3. Select File Type Choose what type of document (Passport, Certificate, etc.)
  4. Upload the File Click Browse and select your file.
  5. Add a Label/Description e.g., "Passport - Valid until 2027"
  6. Click "Save Attachment"
⚠️ Important Document Guidelines:
  • Keep file sizes under 5MB each
  • Use PDF format when possible (preserves formatting)
  • Don't upload documents with sensitive info you don't want stored
  • Always get candidate permission before storing identity documents

🔧 Managing Candidates

Viewing All Candidates

  1. Go to Recruitment Menu Click "Recruitment" → "Candidates"
  2. View the List You'll see all candidates in a table. Check the different columns to see their info at a glance.
  3. Click on a Candidate Click their name to open the full profile.

Editing Candidate Information

  1. Open the Candidate Profile
  2. Click "Edit" Look for Edit button or pencil icon.
  3. Change What Needs Updating Update phone, address, skills, etc.
  4. Click "Save"

Changing Candidate Status

Each candidate has a status showing their current state:

Status Meaning Action
Active Available and can be matched with jobs Normal status
Deployed Already hired and working for you Don't consider for new jobs
Inactive Not available (left, health issues, etc.) Don't contact
Blacklisted Should not be contacted (policy violation, fraud, etc.) Legal/HR decision

Adding Notes to Candidates

You can add internal notes that only staff can see:

  1. Open the Candidate Profile
  2. Find "Notes" or "Comments" Section Usually in the form or at the bottom.
  3. Click "Add Note"
  4. Type Your Note Example: "Very punctual, good communication, recommended by Ali"
  5. Click "Add" The note is saved and visible to other staff.

Deleting Candidates

If you need to remove a candidate profile:

  1. Open the Candidate Profile
  2. Click Actions Menu (Three Dots ⋯)
  3. Select "Delete"
  4. Confirm Deletion The candidate is permanently removed (can't undo!).
⚠️ Warning: Only delete candidates if there's a good reason (duplicate entries, spam, data breach). Most of the time, just change status to "Inactive" instead. Deleting removes all history!

📥 Bulk Import (Multiple Candidates at Once)

If you have many candidates to add, use the Bulk Import feature to upload them all at once instead of entering each one manually.

When to Use Bulk Import

  • ✅ You have 10+ candidates to add
  • ✅ Candidates come from a spreadsheet or CSV file
  • ✅ You received a list from an agency
  • ✅ You're migrating from an old system

Step-by-Step: Bulk Import Candidates

  1. Prepare Your File Create a spreadsheet (Excel, Google Sheets) with these columns:
    Name | Email | Phone | Gender | Nationality | Education | Skills | Phone
  2. Export to CSV Format Save your spreadsheet as CSV (.csv) file.
    File → Export As → CSV
  3. Go to Candidates List Click "Recruitment" → "Candidates"
  4. Find Import Button Look for "Import," "Upload," or "Bulk Import" button (usually in top-right area).
  5. Click the Import Button
  6. Choose Your CSV File Click "Choose File" and select your prepared CSV.
  7. Map the Columns Tell the system which column contains which information:
    Column A → Full Name
    Column B → Email
    Column C → Phone
    etc.
  8. Preview the Data Review a sample to make sure it looks correct.
  9. Click "Import" All candidates are added to your system!

Preparing a CSV File - Example

Your spreadsheet should look like this:

Full Name Email Phone Gender Nationality Education Skills
Mohammad Ali Ahmed mohammad@email.com +971501234567 Male Indian Diploma Welding, Heavy Equipment
Fatima Al-Mansouri fatima@email.com +971551234567 Female Emirati Bachelor HR, Accounting, English
Jose Santos jose@email.com +971501111111 Male Filipino Secondary Plumbing, Pipe Work
💡 Tip: You can download a template from the system showing exactly what format is needed. Look for "Download Template" near the Import button.

Common Bulk Import Errors & Solutions

❌ "Invalid email format"

One or more emails in your CSV are invalid.

Solution:

  • Check that all emails follow format: someone@example.com
  • No spaces before or after email
  • Has @ symbol and domain name
  • Fix the CSV and try again
❌ "Phone number invalid"

Phone numbers are in wrong format.

Solution:

  • Include country code: +971
  • Use consistent format: +971 50 123 4567
  • No parentheses or extra symbols
❌ "Duplicate entries"

The system found candidates that already exist.

Solution:

  • Remove duplicates from your CSV before uploading
  • Or allow system to overwrite existing entries (check settings)
  • Use name + email combination to check for duplicates in Excel
❌ "Missing required field"

Required fields (marked with *) are empty.

Solution:

  • Make sure every row has: Name, Email, Phone, Gender, Nationality
  • Don't leave cells blank for required fields
  • Add dummy data if you don't have it, then edit later

❓ FAQ & Troubleshooting

Q: Can I add the same candidate twice?

Most systems prevent exact duplicates. However, if a candidate has a common name, the system might allow it. Best practice: search first to make sure the candidate doesn't already exist. If you find a duplicate, contact your administrator to merge the records.

Q: What if a candidate asks to delete their information?

You have legal rights to keep employment records, but should respect privacy requests. Instead of deleting, change their status to "Inactive" and add a note: "Deletion requested by candidate on [date]." Consult with your HR/Legal team first.

Q: Can I export candidate data to Excel?

Most systems have an "Export" button in the Candidates list. Click it to download all candidates (or filtered selection) to an Excel file. You can then edit or analyze the data.

Q: How do I contact a candidate?

Open the candidate profile and you'll see their email and phone. Some systems have a "Send Email" or "Call" button. You can also copy their contact info and use your email client or phone to contact them directly.

Q: Can candidates update their own information?

This depends on your system setup. Some systems have a candidate portal where they can self-register and update info. Others are admin-only. Ask your administrator if a candidate portal is available.

Q: What's the maximum number of candidates I can have?

There's typically no limit, but system performance might slow down with very large databases (100,000+). For most recruitment needs, you won't hit this limit. Regularly archive old candidates to keep the active database manageable.

Q: Can I see where a candidate is in their application journey?

Yes! Open the candidate profile and look for an "Applications" tab. You'll see all jobs they've applied for and the status of each application (submitted, shortlisted, interviewed, selected, rejected, etc.).

🎯 Key Takeaways

You've now learned:
  • ✅ What candidates are and why you need to manage them
  • ✅ How to add individual candidates to your database
  • ✅ What information to include in each candidate field
  • ✅ How to upload CVs and documents
  • ✅ How to edit, delete, and manage candidate profiles
  • ✅ How to bulk import multiple candidates at once
  • ✅ How to search and filter candidates efficiently

🚀 What's Next?

Now that you have jobs created and candidates in your system, it's time to match them together! Learn how to handle job applications in the next chapter.

Next Chapter: Chapter 4: Applications - Track & Manage Job Applications
📚 Table of Contents