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How do I keep candidates on file?
How do I keep candidates on file?

Save candidate profiles for future jobs by using a private job, or by using tags to filter and find the candidate you're looking for.

Jennifer avatar
Written by Jennifer
Updated over a week ago

Sometimes you come across candidates that are great โ€“ just not a perfect match for the specific job they've applied for. In this case, it could be a good idea to save the candidate for when another position comes up. In this article, we explain how to handle this.

There are two different ways to keep candidates on file. You can create a new private job and move candidates there, or you could use tags. When a position opens up that they might be a good fit for, you can move them to this new job post.

Keeping candidates on file by opening a new job

1. From the Homerun dashboard, click + Create job

2. Fill in "On file" or "Talent pool" as a job type, select a location, and pick Apply form only as the recruiting type. Click Continue to go to the job settings.

3. In the job settings, click Publish job in the upper menu and switch the toggle to Private job. Next, hit the button Publish now

4. Via the menu on the left, go to the job in which you have candidates that you want to keep on file

5. Select the (disqualified) candidates. Then the applicant taskbar appears. Click the three dots in the applicant taskbar and click Move to another job

6. Select your newly created Talent pool and confirm by clicking Move

7. As soon as a position becomes available that might be interesting for candidates on file, you can move them to that job (How do I move a candidate?)

Note: A private job is still an active job, for which we charge โ‚ฌ22 per month.

Keeping candidates on file by using tags

Instead of creating an extra job, you can use tags (read more about using tags in this Help Center article) to help you find candidates later. For example, you can give a candidate the tag 'Talent' or 'Maybe later'. You can then filter on these tags if you want to see who you have in this pool for future positions:

  1. From the dashboard, click Candidates in the menu on the left-hand side.

  2. You can filter on a specific tag by clicking on Filters at the top of the page. You now have a list of all the candidates with that tag.

  3. You can narrow down your search by adding different filters like dates, more tags, job posts or amount of stars

  4. As soon as a position becomes available that might be interesting for some candidates, you can move them again from here (How do I move a candidate?)

Extending the data retention period

Due to privacy regulations, you are not allowed to store candidate data indefinitely. If you want to keep candidates on file, it's wise to check when their data retention period ends. You can do so at the bottom of each individual candidate profile.

If needed, you can request to keep a candidate's data longer. This way you'll prevent candidate data from being automatically deleted (if you've chosen to automatically delete candidate data after a certain period in the Privacy settings of your account).

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