Match Database Candidates to Jobs
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      1. Firefish Software Help Centre
      2. Recruitment
      3. Match Database Candidates to Jobs

      Handling Potential Matches in the Job Workflow

      This guide will walk you through everything you need to know about managing candidates in your job workflow, whether you’re just starting out or looking to refine your workflow.

      In this guide:

       

      Potential Matches List

      The Potential Matches tab is your starting point. Here, you’ll find a list of candidates who closely match the job criteria. PM1

      To consider a candidate:

      • Simply click the tick icon to the right of their name.PM2
      • Once considered, the candidate moves to the Considering list for that job.PM3

      If you need to consider multiple candidates, it’s just as easy! Select as many candidates as you like using the tick boxes, and then click Consider at the bottom of the page.PM4

      ⚠️Note: Once a candidate is marked for consideration, it can’t be undone. However, you can choose to not progress or withdraw them later if needed.

      Removing Candidates

      If a candidate doesn’t match your requirements, you can remove them from the Potential Matches tab by:

      • Clicking the X icon next to their name, orPM_XIcon
      • Selecting multiple candidates and hitting the Remove button at the bottom of the page.PM6

      Bulk actions make it simple to manage large groups of candidates. Whether you’re considering or removing, just select multiple candidates and act accordingly.

      Manually Adding Candidates

      Need to add someone manually to your Considering list? Here’s how:

      1. Navigate to the Considering tab.
      2. Type their name into the Add a Candidate field at the top left.
      3. Click on their name, and they’ll be automatically added to the list.PM7

      Consider from an Advert

      Got applications from an advert? Great! Here’s how to review and consider them:

      • Open the Advert Applications tab.
      • Review the candidate’s details.
      • If suitable, tick their name and click Consider.
      • If they’re not suitable, choose Not Progress to move them out of consideration.PM8

      Consider from a Candidate Record

      Sometimes, you know someone is a perfect fit for the role. To consider them directly from their record:

      1. Go to the candidate’s profile.
      2. Choose Tasks > Consider.PM9
      3. Type the job name they should be considered for and click Confirm.PM10

      Consider from a Candidate Search

      Searching for candidates in the system? You can consider them directly from the search results by following the same process:

      • Tick the box next to their name.
      • Click the Consider button or icon to move them to the job’s Considering list.PM11

      Candidate Actions

      Once candidates are in the Considering list, you have several options:

      • Email or Message: Quickly communicate with candidates.
      • Not Progress: Mark candidates who won’t move forward in the process.
      • Withdraw: Remove them from the workflow entirely.

      You can perform these actions for individual candidates or in bulk by selecting multiple candidates.PM12

      Adding Notes

      Stay organised by adding notes to a candidate’s profile:

      1. Click the Speech Bubble icon next to their name.
      2. Add your thoughts, feedback, or updates.
      3. Hit Save to store the note.PM13

      These notes make it easy to keep track of your thoughts as candidates move through the process.

      Suitability Flags

      Organise candidates based on how well they fit the role by using Suitability Flags:

      • Unranked (Grey): Default for newly considered candidates.
      • Suitable (Green): Promising candidates.
      • Maybe (Yellow): Could be a fit but need further review.
      • Unsuitable (Red): Not a match.
        PM14

      Candidates will automatically reorder themselves based on their flag, with unsuitable ones moving to the bottom.

      💡Pro Tip: If a candidate is not progressed or withdrawn, their flag will be set to Unsuitable, and they’ll move down the list

      Progressing Candidates

      Ready to progress your candidates? Use the buttons at the bottom of the Considering list to:

      • Schedule Recruiter Interviews or Employer Interviews.
      • Send CVs directly to hiring managers.
      • Skip steps and move candidates straight to an Offer.PM15

      Flexibility is built into the system, so you can adjust the workflow to suit your hiring needs.

      And there you have it—all the tools you need to manage candidates confidently and efficiently. Whether you’re working from the Potential Matches tab, an advert, or a candidate record, this system has you covered every step of the way. Now, let’s find the perfect hire!