Delete, Archive or Un-Archive a Candidate

How to delete, archive or un-archive a candidate in Firefish.

• Deleting, Archiving, and Unarchiving

• Deleting vs Archiving

• Where Can I Archive/Delete Candidates?

• Mark a Candidate for Deletion

• Unmarking a Candidate for Deletion

• Archiving a Candidate

• Unarchiving a Candidate

• Additional Information

Deleting, Archiving, and Unarchiving

Managing candidates effectively is essential to maintaining a clean and compliant database in Firefish. This guide will walk you through the processes of deleting, archiving, and unarchiving candidates, ensuring you understand the key differences and functionalities of each action.

Deleting vs. Archiving

Archiving a candidate keeps their data on the system but removes them from active workflows. When a candidate is archived:

• They no longer appear in live searches or potential matches.
• Their to-do items are closed automatically.
• They retain access to the Candidate Portal and their marketing preferences.
• They continue to receive job alerts and marketing messages (if opted in).

Archived candidates are reviewed after your data retention period (typically two years), at which point you can decide to delete or keep them.

Deleting a candidate permanently removes their data after a 48-hour grace period. During this time:

• The candidate is marked for deletion, and their data is treated similarly to an archived candidate.
• You have the option to cancel the deletion.
  Once deleted, their data is irretrievable, except for certain retained information required for compliance (e.g., placement records for regulatory reporting).

Where Can I Delete a Candidate?

You can both delete and archive candidates from the Delete button on the following screens:

• Candidate record (in Tasks)

• Candidate search results

• Data Retention / Consent / New Registrations to-do lists

And also the Not Progressing button on:

• Adverts (Applications tab)

   

Mark a Candidate for Deletion

To delete a candidate:

1. Open their record, navigate to Tasks, and select Delete.
   
2. Confirm the action to mark the candidate for deletion. A bin icon will appear in the header section of their record.
   
   
   
3. During the 48-hour grace period, the candidate remains inactive but visible.

For bulk deletions (e.g., during data cleansing):

1. Select multiple candidates from search results or to-do lists.
   
2. Confirm the deletion by entering the number of candidates to be deleted, an extra step to prevent accidental bulk deletions.
   

Unmarking a Candidate for Deletion

If you change your mind within the 48-hour grace period:

1. Access the candidate’s record and click Unmark for Delete.
   
   
   

This will restore the candidate to active status. After 48 hours, the deletion process is irreversible, and the data will be permanently erased.

Archiving a Candidate

Archiving candidates is a simple process:

1. Go to the candidate’s record, click Tasks > Delete, and select Archive.
   
2. Provide a reason for archiving, add notes if necessary, and confirm the action.
   

Archived candidates retain their data, including contact details and portal access. They can still apply for jobs but will be automatically marked as “Not Progressing.” Archived candidates can also re-engage by logging into the portal and applying for roles.

For bulk archiving:

1. Select multiple candidates from the search results or to-do lists.
   
2. Provide a reason and optional notes, confirm the number of records to archive, then confirm the action.
   
   
   

Unarchiving a Candidate

To unarchive a candidate:

1. Search for the candidate, ensuring the Archived or All status filter is selected.
   
2. Open their record and click Unarchive.
   

This action restores the candidate’s active status but doesn’t undo any changes made during the archiving process (e.g., closed to-do items).

Additional Information

Retained Data After Deletion

Certain data may be retained even after deletion if required for regulatory compliance. For example, placement records may need to be reported to HMRC or other governing bodies, overriding GDPR’s ‘Right to Be Forgotten.’

Candidate-Initiated Deletion Requests

Candidates with portal access can request deletion via the Request to Remove button found in the 'My Account' section of the candidate portal.  A notification email will then be sent from the system email address to the email address in your Company Information section.

Troubleshooting: Why is the Delete Option Disabled?

If the delete option is greyed out, it’s likely due to insufficient user permissions. Contact your Superuser to enable this action.