Applicant Profile Page Overview

An image may appear as a background in the header if enabled by the administrator in Requisition and Applicant Preferences. The image cannot be modified or removed via the Applicant Profile page. This can only be done by an administrator through the preferences settings.

If the administrator does not select an image in Requisition and Applicant Preferences, then the background that displays is the corporate color.

The photo and name displays the following information and options:

• Applicant Photo - Applicants can upload a photo on the Candidate Profile page during the application process or grant permission to display their LinkedIn profile photo if applying with LinkedIn. An administrator can also upload a photo for the applicant on the User Record page. A ghost image displays if a photo is not available.

Note: If an administrator uploads a photo for the applicant on the User Record page, the system always defaults to the user record photo, even if an applicant uploads a photo on the Candidate Profile page or grants permission to display their LinkedIn profile photo. Further, applicant photos are only visible if configured to display in General Preferences.

• LinkedIn Profile Icon - If an applicant applies using LinkedIn and grants access to display their LinkedIn profile photo, a LinkedIn icon appears in the lower-right corner of the picture. Selecting the icon opens the applicant's LinkedIn profile. Note: Having a LinkedIn account is not necessary for users to access an applicant's LinkedIn profile from the applicant profile.
• Applicant Name - The applicant's name displays below the photo. If the applicant's name is longer than the space allows, hover over the name to view the full name.
• Snapshot - Click the Snapshot icon to open the Snapshot page.
• Applicant Feed - Clicking the Applicant Feedback icon opens the Applicant Feed page, from which you can view an applicant's entire history of events and comments from the most recent 20 requisitions related to the applicant. This allows recruiters to only have to access one page in order to view this data.

 The following information displays, if available and not hidden:

• Email Address - The applicant's email address displays as a link. To email an applicant:
  1. Click the applicant's email address link. This opens an email pop-up through your email provider.
  2. Complete the fields for your email and click Send. When the email is successfully sent, a notification bar appears at the top of the page indicating the email has been sent. The History tab of the Applicant Profile page is updated with the email event.

• Phone Number - The applicant's phone number displays if available.
• Street Address - For internal applicants, the address is pulled from the user record. For external applicants, the address is pulled from the resume, if the applicant provides an address. Note: The Upload Attachments action item must be included in the application workflow in order for applicants to have the option to enter their address and for the address to display on the applicant's resume.
  • If the applicant did not complete one of the address fields on the application, then the field is hidden on the Applicant Profile page.
  • If the applicant did not complete any of the address fields on the application, then no address displays on the Applicant Profile page.
  • If the applicant is submitted by a recruiting agency and the agency is configured in Recruiting Agency Management to hide the applicant's contact information, then "Hidden" displays instead of [Address Line 1] and [Address Line 2]. The [City, State, Zip] and [Country] fields display.

This field displays the applicant's current position. If the current position is unknown, then "Not Defined" displays.

This field displays the current organization for external applicants or the current division for internal applicants. If the current organization or division are unknown, then "Not Defined" displays.

This field displays the type of applicant, either Internal or External.

This field displays the applicant's preferred language.

For applicants who apply to the organization via Connect With Us, an Areas of Interest field display in the header section. This field displays the applicant's areas of interest, if defined by the applicant when applying to the organization via Connect With Us.

Applicant (User) flags that are defined for the applicant and within the flag's visibility settings for the recruiter display in the upper-right portion of the Applicant Profile header section. Hover over the flag to display a tool tip with the flag name. Click the flag to view the flag details. This opens the Applicant Flag pop-up that displays the flag name and description. The user who added the flag also displays, as well as the date on which the flag was added. For portals with multiple languages enabled, the name and description display in the viewing user's language, if available.

If there are more than 10 flags defined for the applicant, click the See more flags link. This opens the All Flags pop-up, which displays a table with each flag's color, title, and description. For portals with multiple languages enabled, the flag name and description display in the viewing user's language, if available.

If there are no flags defined for the applicant, then "No Flags" displays.

Note: Applicant flags are different from Application flags in that Application flags apply to the application, whereas Applicant flags apply to the applicant. For example, an Application flag could be created to mark an application as something like "Review Later" so that you remember to review the application at a later time. Conversely, an Applicant flag could be created to mark an applicant as "Close-By Headquarters" so that you identify the applicant as someone who resides in close proximity to your corporate headquarters location.

Potential Duplicate Applicants

If the Flag Potential Duplicates option is enabled by the administrator in Requisition and Applicant Preferences, then the system automatically checks for potential duplicate applicants each time an applicant profile is created. If a match is found, then the Potential Duplicate Applicants flag automatically appears in the header section of the applicant's profile.

The duplicate check is not performed for the following applicants:

• Anonymous Applicants
• Archived Applicants - Note: If the applicant is no longer archived, then the system performs the check. If the applicant is deemed a potential duplicate, then the Potential Duplicate Applicants flag is automatically added to the header section of the applicant's profile.
• Manually Added Applicants

Potential Duplicate Applicant Flag Info Pop-Up

When viewing the details of the Potential Duplicate Applicant flag, the Potential Duplicate Applicant Flag Info pop-up lists all applicants flagged as potential duplicates in relation to the applicant. Applicants display as links in order of closest match to the flagged applicant. Click an applicant's name to open the applicant's profile page. Note: Hidden applicants do not display in the list of potential duplicates in the Potential Duplicate Applicant Flag Info pop-up.See the Anonymous Applicants section above for more information about hidden applicants.

Merged Duplicate Applicants

If the Merged Duplicate Applicants flag displays for the applicant, then this indicates that one or more applicant profiles have been merged into this profile. Merging duplicate applicants only occurs if the auto-merge features are enabled by the administrator in Requisition and Applicant Preferences. When the system finds a potential duplicate applicant, the duplicate applicant's submission materials are merged with the Applicant Profile page of the target profile. All documents, including the resume, are available on the Applicant Profile page of the target profile. In addition, the new Merged Duplicate Applicants flag is added to the header of the Applicant Profile page of the target profile. The flag is dark red and is visible to all viewers of the profile.

This flag does not display for anonymous users. The flag also does not display for the respective organizational unit(s) if the Display all application tabs on Applicant Profile option is not selected by the administrator in General Preferences.

Merged Duplicate Applicants Flag Info Pop-Up

When viewing the details of the Merged Duplicate Applicants flag, the Merged Duplicate Applicants Flag Info pop-up displays the following information:

• Name - This field displays the name of the flag.
• Description - This field displays the flag description.
• Merge Date - This field displays the date on which the Merged Duplicate Applicant flag was applied to the profile. The date displays as "Merged on MM/DD/YYYY."
• Merged Duplicates - This field lists the name of the current applicant at the top, and then lists the names of the applicants whose applications have been merged into the target profile. The names display as links. The applicants are listed in order of the highest matching criteria to the target profile. Applicants with the same matching criteria points are listed alphabetically. Archived merged applicants do not display. Clicking the link opens the applicant's profile page. Note: The Applicant Profile page for merged applicants is still available after the applicant is merged, but there are no application materials on the merged applicant's profile. The application materials are moved to the target profile when the applicant is merged.

The Talent Pools field provides a list of the talent pools that the applicant is currently in. Click the linked name of the talent pool to view the talent pool page in Manage Talent Pools. From there, you can take actions based on your talent pool permissions.

Note: The talent pools that display are dependent upon the availability defined for the talent pool.

The Add to Talent Pool option allows you to add an applicant to a talent pool directly from the Applicant Profile page.

To add an applicant to a talent pool:

1. Click Add to Talent Pool from the Options drop-down. This opens the Add to Talent Pool pop-up.

2. Select a talent pool from the Select drop-down.
3. Click Add. This adds the applicant to the talent pool.

This option allows recruiters and administrators to anonymize an external applicant. When the applicant is anonymized, their application data is anonymized within the organization's database.

When this option is selected, a warning pop-up opens to ensure the user should be anonymized. Select the Anonymize button to complete the anonymization or select Cancel to cancel the action.

This option is only available for recruiters and administrators who have permission to perform an ad hoc anonymization on an applicant. In addition, this option is only available for external applicants.

This option allows recruiters to edit the applicant's name and contact information. The recruiter must have permission to edit contact details. Clicking the Edit Contact Details option opens a pop-up in which to edit the contact information. All fields can be modified. Click Update to save the changes. The contact information is updated in both the applicant profile and the user record. Note: The Country field is required.

This feature allows recruiters to edit the current job title and organization for external applicants. This feature is not available for internal applicants.

To edit the current information, click the Edit Current Information link. This opens the Edit Current Information pop-up. Complete the Current Position and Current Organization fields. Both fields accept up to 100 characters. The fields can also be rendered blank. Click Save to save the changes. If one or both fields are blank when saving the changes, then the field(s) display "Not Defined" in the header.

The Edit Profile Image option allows recruiters to upload and edit an applicant's photo. Click the Edit Profile Image link in the Options drop-down to upload a new photo or edit and crop an existing photo. The recommended size for photos is 150 x 174 pixels. The available file types for photos are jpg, png, and gif.

Recruiters with permission to manage onboarding for applicants can launch the onboarding process from the Applicant Profile page. The Start Onboarding option is available for applicants who are in a status between New Submission and Closed (excluding the New Submission and Closed statuses). The job requisition also must be in an Open or Open Pending Re-Approval status. Note: Recruiters cannot launch onboarding for anonymous applicants or for applicants who have been archived.

To start the onboarding process for an applicant, click the Start Onboarding option in the Options drop-down. This opens the Start Onboarding page.

Why can't I see the Start Onboarding option?

The Start Onboarding option is hidden in the Options drop-down if the applicant is in any status except Hired and the administrator has enabled the Limit Start Onboarding to Hired Status setting in Requisition and Applicant Preferences. In such cases, you will only see the Start Onboarding option if an applicant is in the Hired status.

Applicant flags can be added to applicants to further define them within the Applicant Tracking System (ATS). To add applicant flags to an applicant:

1. Click the Manage Applicant (User) Flags option in the Options drop-down. This opens the Select Flags pop-up, which displays the flag color, title, and description in the bottom table.

The Potential Duplicate Applicants flag is only available in the Select Flags pop-up if the following conditions are met:

• The Flag Potential Duplicates option is enabled by the administrator in Requisition and Applicant Preferences. This setting enables an automatic check for potential duplicates.
• The applicant is deemed a potential duplicate through the system's automatic check. See Requisition and Applicant Preferences.
• The recruiter has not manually removed the flag from the Select Flag pop-up. See the Remove Flag from Select Flags Pop-Up section below for more information about manually removing the flag from the pop-up.Note: If the flag has been manually removed, then the flag only reappears if an automatic check is performed after the flag is removed and the applicant is subsequently deemed a potential duplicate. The flag then reappears in the pop-up and can be added to the applicant's profile.

2. Click the plus icon in the Add column next to the appropriate flags. This adds the flag to the selected flags table and displays the flag color, title, and description, as well as an option to remove the flag. There is no limit to the number of flags that can be added. For portals with multiple languages enabled, the flag name and description display in the viewing user's language, if available.

The flags that are available to select are the flags that are defined by the administrator as visible to the user.

3. Click Done. This adds the flags to the header section on the Applicant Profile page. In addition, the History tab is updated with the event. Click Cancel to cancel the flag selections and/or deletions.

Note: If a flag displays for an applicant on the Applicant Profile page but is not available to select in the Select Flags pop-up, the flag is either no longer visible to the recruiter or has been deleted from the ATS by the administrator. Such flags remain visible on the applicant's profile but are no longer available to add or remove by the recruiter.

Remove Flag from Select Flags Pop-Up

Flags can be removed from the selected flags table in the Select Flags pop-up by clicking the Trash Can icon in the Remove column. This moves the flag from the selected flags table to the bottom table and also removes the flag from the applicant.

Potential Duplicate Applicants Flag

For users with permission to manage applicant flags, the Potential Duplicate Applicants flag can be removed from an applicant by opening the Select Flags pop-up and clicking the Delete icon in the Remove column for the flag. Then, clicking Done in the pop-up removes the flag from the applicant.

If the same applicant has two profiles that are identified by the system as duplicates, and the recruiter removes the Potential Duplicate Applicants flag from one of the duplicate profiles, then the system also automatically removes the flag from the applicant's other duplicate profile. Example: Amy applies to three different requisitions but uses a different email address each time she applies. This creates three separate profiles on the career site and in the system. The system flags Amy's second and third profile as duplicates because her first and last name and phone number are identical in all three profiles. But, the recruiter for the requisitions would like to remove the flag from Amy's second profile so that it is not identified as a duplicate. The recruiter removes the Potential Duplicate Applicants flag from Amy's second profile. This action automatically removes the Potential Duplicate Applicants flag from Amy's third profile. Thus, Amy now has no profiles identified in the system as duplicates.

Note: Removing the flag does not move it to the list of available flags in the Select Flags pop-up. Instead, the flag is hidden unless an automatic check is performed after the flag is removed and the applicant is subsequently deemed a potential duplicate. The flag then reappears in the header for the applicant.

Availability Note: This option is only available once the Reset Candidate Password functionality is self-enabled in Feature Activation Preferences. Once enabled, recruiters must have permission to reset a candidate's password in order for the Reset Candidate Password option to appear in the Options drop-down on the Applicant Profile page.

When a candidate has forgotten their password for the career site, the Reset Candidate Password option lets recruiters create a temporary password directly from the Applicant Profile page. The temporary password is sent to the candidate via the Admin Password Change email and is good for 48 hours. The candidate can log in to the career site using the temporary password, and is then immediately prompted to create their own password. The new password must be unique and can not duplicate a previously used password.

To reset the password:

1. Click Reset Candidate Password. This opens the Reset Candidate Password pop-up.

2. Enter the new password in the New password field.
3. Enter the new password again in the Confirm password field.
4. Click Save. Note: The system validates that the new password is unique and does not duplicate a previously used password for the account. A different password will need to be entered if the password is not unique.

Once the new password is saved, the following occurs:

1. The Admin Password Change email is sent to the candidate, provided the email is active and configured in Email Management. Note: Triggering the Admin Password Change email does not also trigger the User Password Change email.
2. The Applicant Feed on the Applicant Profile page is updated to include the password change event from the recruiter. Note: The Applicant Feed is accessed by clicking the Applicant Feed icon on the Applicant Profile page.
3. Temporary password is good for 48 hours.
4. Candidate opens email and clicks link to career site log-in page.
5. Candidate logs in to career site using their user name and temporary password.
6. Candidate is immediately prompted to change their temporary password and cannot log in until they do this.
7. Candidate changes their temporary password and can now access the career site. This triggers the User Password Change email, if the email is active and configured in Email Management.
8. Applicant Feed on Applicant Profile page is updated to include the password change event from the candidate.

Note:

Consideration for Merged Users

If a candidate's duplicate accounts are merged as a result of resetting the password, some users may not be able to log in with the temporary password because their primary account was deleted during the merging.

For users with the permission to un-hide an applicant's contact information, an Unhide Contact Info option displays in the Options drop-down. Clicking the link displays the applicant's hidden contact information. Once the link is clicked, the applicant's contact information can no longer be hidden for the user viewing the applicant's profile page.

Once the onboarding process is started for an applicant, a View Onboarding option is available in the Options drop-down for recruiters with permission to manager or view employee transitions. When this option is selected, the applicant's Universal Profile page opens to the Bio tab. The recruiter can view the applicant's onboarding process from Universal Profile.