Capture a job application for the right vacancy
Add a new applicant to the correct vacancy and preserve the information needed for the next recruitment decision.
Capture a job application for the right vacancy
Add a new applicant to the correct vacancy and preserve the information needed for the next recruitment decision.
Before you start: Have the existing vacancy, the applicant’s correct identity and contact details, source and relevant application material. Check whether the person already exists in Talent Pool or Pipeline.
Steps
1. Open People → Recruit → Jobs, find the exact vacancy and use Open to confirm its full title and current status. Check that it is the intended position rather than a similarly named job.
2. Open Recruit → Pipeline and search or inspect existing applications for the person and vacancy. Check Talent Pool as well when needed to resolve identity. If the correct application already exists, skip steps 3–5 and inspect it in step 6. If only a talent-pool identity exists, use the supported existing-candidate association process instead of recreating the person.
3. For a genuinely new applicant, select Pipeline → Add Candidate. Enter First Name, Last Name, Email and the applicable Phone.
4. Select the exact Job Posting and choose the actual Source. Enter concise, source-supported Skills separated by commas where useful. Keep the full CV and assessment material in their approved location rather than pasting them into Skills.
5. Review identity, email, job and source, then select Add Candidate once. Return to Pipeline and locate the application before retrying an uncertain response.
6. Use the card’s Open control. Compare Candidate Information, Application Details, job association, Stage, Source and displayed dates. Read the actual initial stage rather than assuming one.
7. Give the recruitment owner the application identity and relevant work evidence for the next decision. A review should use the role’s agreed criteria, not a default rating or decision in a blank evaluation form.
8. Before a later hiring handoff, check the accepted offer version and conditions and inspect the job’s role, onboarding-template and invitation settings. Keep the actual hire transition with the responsible People owner; do not bypass a missing transition by adding a duplicate employee.
Expected result
The applicant is associated with the right vacancy and the next recruitment owner can find the correct identity and decision inputs.
Common pitfalls
- A Talent Pool card is not a vacancy application, and an Offer stage is not an accepted offer.
- Advance and Reject are decisions, not navigation controls. Use Open to inspect the application.
- A connection error does not prove the register is empty. Resolve loading before adding another candidate.
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