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Employer Help/FAQs: Candidates

Candidates

How do I add candidates to JobScore?

You can add candidates on the Add Candidate page, accessible by either clicking the "Actions" tab in the primary navigation at the top of the page and selecting "Add Candidate," or by clicking the "Add Candidate" button at the top left of the Candidate Manager page.

Our goal is to make it as easy and effortless as possible for you to add candidates to jobscore, whether you just have their name or you have a complete resume - that's because as recruiters we know that data entry far from the best use of your time. If you have suggestions on how we can make data entry better, please add them to the JobScore Forums.

Can I e-mail resumes into my JobScore account?

Sorry, but you can't add resumes into JobScore by e-mail at this time.  Please add resumes to your account using the Add Candidate page.

Can I import multiple resumes into JobScore at the same time?

Right now, if you want to add multiple resumes at the same time we will manually load your old resumes into your account for you.  If you want us to add resumes to your account, please follow the following steps:

  • Left click on your desktop and create a folder called "JobScore Resumes".
  • Drag all of the resumes you want added to your account into the folder. Please make sure that you are *only* including resume documents and not job descriptions, candidate screening notes, excel spreadsheets with lists of candidates or anything else. Anything that's not a resume will create "garbage" in your account that we know you don't want and that can't be erased.
  • If you want to have your resumes assigned to specific jobs that in your account, please create separate sub-folders the job titles and drag resumes into these folders.
  • Zip up the folder(s).  If you don't already have it, get your free winzip here.
  • Send an e-mail to support@jobscore.com with the subject:  Resumes for JobScore, and make sure to attach your zipped folder!
  • Your resumes will show up in your account within five business days after you email them, usually sooner.

If you are having trouble gathering or sending us your resumes, please e-mail us any time.

How do I update a candidate’s resume in JobScore?

Locate the candidate by typing their name into the text box in the search tab in the main navigation. As you start typing, names will begin to appear in a list below.

  • When you see the candidate's name, click on it to visit their View Candidate page. 
  • Next, click the "Resumes" tab in the secondary navigation beneath their profile information.
  • Click the "Add Resume" link at the bottom of the table and follow the instructions. 
  • Once you are done, the updated resume will be attached to the candidate.  Now, whenever you click a "view resume" link for this candidate, the newly added resume will be displayed.

Note:  When you add a new resume for a candidate, JobScore does not re-parse it and replace the candidate's contact information, work experience or education history.  You'll have to update that information yourself.

How do I forward a candidate to a hiring manager for review?

Locate the candidate and visit their View Candidate page.  Next, click the "Candidate Shortcuts" button. A drop down list will appear, please select "Forward Candidate" from the list.  You can also forward candidates from the Candidate Manager by clicking on the forward candidate icon in the actions column. Select the user you want to forward the candidate to, type a custom message and click send. Each time you forward a candidate it will be captured in the history.

You can only forward candidates to users in your JobScore account. If you want to send a candidate to someone who is not in the list of users, add them as a user and them select them from the list.

How do I collect feedback on candidates using JobScore?

The easiest way is to forward the candidate to your team using JobScore. All forward candidate emails sent by JobScore include quick-links that navigate directly to a web page where your colleagues can add feedback - so you save them the trouble looking up the candidate's record and finding the right screen. For this to work, you must first add your colleagues as users to be able to forward them candidates. Feel free to add your entire team to your jobscore account and have everyone log in and add feedback - there is no cost to add additional users. The first time you forward someone a candidate, please remind them to click the "add feedback" link included in the email message they receive.

Where do I review my candidate pipeline?

On the Candidate Manager, which has multiple views.  The easiest way to review your candidates is the default "By Job" view, where you can see candidates that have been assigned to jobs. In this view you can filter candidates by job, status, source and/or score. You can also use the All Candidates view to see every candidate in your account sorted by date entered, the Share view which shows all of the candidates in your account that you can share and the Recommendations view, which shows the top candidate matches for your open jobs from the JobScore Network.

How do I view a candidate’s resume?

The easiest way is to click on the "view resume" icon that is shown immediately after the candidate's name on every page in JobScore. This will display the candidates' most recent resume in a new window. You can find a complete list of all resumes for the candidate by locating their view candidate page by clicking on the "Resumes" tab in the secondary navigation.

Can I assign a candidate to more than one job?

Yes.  You can assign a candidate to as many jobs as you want.  Assign candidates to new jobs by visiting the view candidate page and clicking on the job assignments tab in the secondary navigation. Then click on the "assign-to-job" link at the bottom of the table.  You can also assign candidates to jobs from the search candidates page, the all candidates page and the recommended candidates page.

Can I un-assign a candidate from a job?

Sometimes:

  • If you create a job assignment yourself, you can delete it. Visit the View Candidate page, click on the job assignments tab in the secondary navigation and click the "un-assign" link in the Actions column of the table.
  • If the candidate applied for a job themselves, or if you purchased the candidate from the JobScore Network, we're sorry but you cannot delete the job assignment, hence the "un-assign" link won't appear.

How do I add notes to a candidate record?

There are three places you can add notes to a candidate record:

  • Locate the candidate and visit their View Candidate page. Click the "Candidate Shortcuts" button and select "Add Note " from the list to reach the Add Note page.
  • From the view candidate page, click on the notes tab in the secondary navigation and click on the add note link at the bottom of the table.
  • Click on the add note icon in the actions column of the Candidate Manager or Search Candidates page.

How do I add attachments to a candidate in JobScore?

Attachments are stored inside of notes. When you add a note or edit a note, below the text box there is a field where you can add attachments. You can add up to three attachments per note. We strongly recommend that you *do not* store resumes as attachments inside of notes, as this will make it hard to find both the candidate and their resume in the future.

How do I edit the source of a candidate?

Locate the candidate and visit their View Candidate page. Next, click the "edit" link in Contact area to reach the Edit Candidate page and select the appropriate source. If you don't see the source you want you can add and remove sources from the Sources page if you have admin privileges.

Can I email candidates through JobScore?

Not yet. Right now JobScore displays the candidate's e-mail address as a hyperlink. If you click on it it will launch your e-mail application. There are currently no built-in e-mail tools in JobScore to handle outbound or inbound candidate email correspondence.

What is candidate status?

If a candidate is assigned to a job, they have a status which designates where they are in the hiring workflow. For example, a candidate starts out in "New' could be moved to "Active > Interviewing" and then to "Declined." If a candidate is assigned to more than one job,they will have a separate status for each job assignment.

How do I change a candidate’s status?

  • Candidate status can be easily updated from the Candidate Manager in the by Job view by clicking on the value you see in the status column. This opens up a drop down list, just select a status option from this list (i.e. "Declined").
  • You can change candidate status in bulk on the by Job view of the Candidate Manager using the checkboxes and the change status drop down at the top of the table.
  • Finally, you can change status on the View Candidate page by clicking on the "Job Assignments " tab in the secondary navigation. Click on the value you see in the status column to open up a drop down list and select a status option (i.e. "Declined").
  • If you have admin privileges, you can change the candidate status options in your account the candidate workflow page.

How do I decline a candidate for a job?

You decline candidates using the status drop down, which can be found in three places:

  • In the by Job view of the Candidate Manager clicking on the value you see in the status column to open up a drop down list and select declined.
  • In the by Job view of the Candidate Manager you can decline candidates in bulk using the checkboxes and the change status drop down at the top of the table.
  • You can also decline candidates from the View Candidate page by clicking on the "Job Assignments " tab in the secondary navigation. Click on the value you see in the status column to open up a drop down list and select Declined.

Does JobScore e-mail the candidate when I decline them?

No. We do not e-mail candidates to let them know you have declined them for a job. Right now you cannot send e-mails to candidates directly through JobScore, and if you want to send decline notices we recommend you do so by clicking on the candidate's e-mail address in JobScore to send them a message using your own email client.

Note: If you are on the JobScore SHARE plan, candidates are shared when you decline them. When you decline candidates that agreed to be recommended for other jobs, JobScore sends them a message notifying them that their JobScore Network profile has been activated. This notice does not say that you have declined them for a job.

Are declined candidates released to the JobScore Network?

Sometimes. Three conditions must be present for a candidate to be shared when you decline them:

  • You must be on the JobScore SHARE plan.
  • The candidate must have opted-in to allow you to share their resume
  • The candidate must not already have an active profile in the JobScore Network.

How does candidate workflow work in JobScore?

  • The JobScore workflow process has 4 primary status options: New, Active, Declined, and Hired. Of these, the Active status has additional sub-categories: Screening, Interviewing, On-hold and Offer.
  • You can customize your workflow by adding as many additional active status options as you like on the candidate workflow page.
  • Our customers have added all kinds of custom workflow steps including Pre Screen / Second Interview / Reference Check / Scheduling and many others... feel free to customize JobScore to reflect your own process.
  • The candidate workflow process is completely independent of tasks, notes, reminders and everything else... it's just an easy way for you to see where people are in your process.

Can I customize the workflow steps?

Yes, to a degree.

  • You can add active status sub-categories, but you can't remove the default status options which are Screening, Interviewing, On-hold and Offer.
  • You can drag active status options to re-order them using the using the change order icon on the candidate workflow page.
  • You cannot add or delete any of the primary status options which include new, active, declined and hired.

How does the candidate workflow effect resume sharing?

If you are on the free JobScore SHARE plan, the candidate workflow determines when candidates are shared:

  • If you set a candidate's status to Declined they are shared.
  • If you leave a candidate in the New status for five days, they are shared.
  • If you move an un-shared candidate into any Active status, they will not be shared.

If you are on a paid JobScore SUBSCRIBE plan you aren't sharing resumes at all, so the candidate workflow has no effect.

Can I delete a candidate?

Sorry, you cannot delete candidates from your JobScore account. If you want a candidate to stop showing up in the default "by Job" view of the Candidate Manager, set their status to "Declined."

How do I find candidates in my account?

There are several of ways to find candidates:

  • If you remember their name...use the autocomplete text box in the search tab of the primary navigation. Enter a few letters of the candidate's first or last name into the box, and a list with names that include those letters will show up... either press the down arrow key till the correct name is highlighted and press enter, or move your mouse to the name you want and click on it.
  • If you remember some attributes from the candidate's resume (like an employer, a job title or a particular skill)...enter a few keywords into the text box in the search tab of the main navigation and click the "Go" button immediately to the right of the box.
  • Recently added candidates... visit the All Candidates page to see a list of all of the candidates in your account sorted by date entered.
  • Currently active candidates... visit the Job Manager and click the plus icon at the top of the table for a snapshot of all New and Active candidates for your jobs.
  • Candidates in a specific status, from a particular source, with particular score or assigned to a specific job... visit the By Job view of the Candidate Manager and use the filter to zero in on the right person.

Why is a candidate showing up more than once in the Candidate Manager?

If you are in the By Job view of the Candidate Manager and are filtering by multiple jobs if a candidate is assigned to two or more of those jobs, they will show up once for each job assignment. This often happens when a candidate visits your careers site and applies for more than one job.

How do I search through the resumes in my account?

From any screen in JobScore simply type a your search query into the text box in the search tab and click the go button. This searches against each candidate's primary resume.

Your search can contain boolean operators and grouping including & (and), | (or), ! (not), (parenthesis grouping) and "phrase search".

By default, all words in your search will be joined with an implicit and operator, so "hello world" means that both "hello" and "world" must be present in matching document. Or operator precedence is higher than and, so "looking for cat | dog | mouse" means "looking for ( cat | dog | mouse )" and not "(looking for cat) | dog | mouse". Negation (ie. operator not) is only allowed on top level and not within parenthesis (ie. groups)

The full break down of search operators supported in Sphinx (which is what we use to power search) can be found here: http://www.sphinxsearch.com/docs/manual-0.9.8.html#extended-syntax.

 

If you have more questions about how to search through your resumes, please email us at support@jobscore.com