In this article, you can read more about the Compliance - Candidate database.
In RecMan, you have a module called Compliance - Candidate database. This module is a useful tool for getting an overview of candidates who have not accepted the terms of service or have been inactive. It helps you stay compliant with the rules and regulations that GDPR includes.
In this module, you can:
- View which candidates have accepted the terms of service, privacy policy, and cookie policy or not
- Filter on candidates based on several criteria
- Delete several candidates simultaneously
- Send mail to several candidates simultaneously
- View which candidates have been deleted by a GDPR feature
- View which candidates have requested to be deleted
Accessing the module
To access this module, you would have the permission to do so. A system administrator may activate or deactivate this permission, so if you do not have access, you can contact the person in your company with admin rights. With the permission turned on, the module will be available in the navigation bar, where you usually go to find the candidate database.
1. Filters
| Filter | Description |
|---|---|
| Last updated | Filters candidates based on when the candidate card was last updated. |
| Inactivity | Filters candidates based on when the candidate was last logged in to their profile. |
| Automatic deletion | Filters candidates based on the automatic deletion date set on their profile. |
| Terms of service acceptance | Filters candidates based on when whether they have accepted terms or not. The ones who have not accepted are typically the candidates who have registered manually by a user (co-worker). |
| Candidate status | Filters candidates based on different statuses. |
| Corporation | Filters candidates based on what corporation they are connected to. |
| Department | Filters candidates based on what department they are connected to. |
| Created internally | Filters candidates based on whether they were created internally or not. |
| Hired | Filters candidates based on whether they have been moved to Hires in a candidate pipeline. |
| Has email | Filters candidates based on whether or not they have an email address on their profile. |
| Filters candidates based on email address. | |
| Employee | Filters candidates based on whether they are employed or not. |
| Candidate attributes | Filters candidates based on attributes. |
2. Results overview
Here, you will be given an overview of the candidates who fit the filters you added in the previous step. You can view both the name and picture, and you can click on the name of the candidate to go to the candidate profile. You can also mark one or several candidates. You may also see information about statuses, last active, date created and when the profile was last updated.
3. Additional functions
By selecting one or several candidates, you will be presented with extra buttons where you can:
- Send email to the selected candidate(s)
- Delete the selected candidate(s)
If you want to select more, you can click the dropdown to increase the number of candidates that will be displayed in the overview.
Statistics
If you click the diagram, you will be provided with some statistics for GDPR-relevant data in your candidate database.
Deleted candidates
You can also press the button Deleted candidates, where you will be shown a list of candidates that have been deleted by a GDPR feature. The purpose of this list is to get an overview of those who have deleted themselves or been automatically deleted so that you can remove data or information stored for this candidate elsewhere than RecMan, such as CV files on your computer or emails in your inbox. Note that the candidate will be visible in this list for 14 days before it is deleted permanently.
Note
As per standard, employees can not delete themselves; only candidates have this permission.
Logging acceptance manually
You can also manually log the acceptance of terms for candidates on their candidate card. This is available for those who have permission to Manually register accept of terms in the Co-worker settings.
Please note
Use this function with care and only after the candidate accepts the terms of service verbally or in written form.