Candidates module

In this article, you will find general information about the new version of the candidate database, its tags, filters, candidate pool and more.

The Candidates module is a centralized database of all candidates in your RecMan system. Use it to search, filter, organize, and manage your talent pool. The older version of this module is described in this article.

To access it, choose a Candidate database in the navigation menu.

You can configure multiple views (tabs), and each one saves your applied filters, sorting, etc.

Candidate tags

Each candidate card displays tags in different columns showing their current status at a glance.

• Pipeline – Shows the active pipeline stages the candidate is currently in, e.g., 1st interview, Offer.
• Activities – Tags showing completed actions on the profile: Reference, Interview, Presented.
• Source – How the candidate entered the system, e.g., Internal means created by a co-worker.
• Info – Indicates profile alerts such as duplicate profiles or unaccepted terms of service.

Search with AI

Type a natural description of your ideal candidate — the system translates it into relevant filters and surfaces the most matching profiles, prioritized by relevance. AI search understands context, not just keywords, connecting skills, experience, availability, and expectations. You can combine AI search with manual filters and refine results instantly. 

Filters

Use filters to narrow candidates by criteria such as location, competence, availability and more. Filters update results in real time as you apply them.

Candidate pools

Click the Pool icon in the toolbar to open a dropdown of all pools you own or that have been shared with you. Selecting a pool filters the list to only those candidates; clearing the chip returns to the full list.

• Create – select "Create new pool", name it, and add candidates.
• Add/remove candidates – any co-worker with pool access can add or remove candidates. Removing a candidate from a pool does not affect their profile.
• Rename – changes are immediately visible to all co-workers with access.
• Share – share a pool with one or more co-workers (subject to their own candidate access permissions).
• Delete – permanently removes the pool; candidate profiles remain intact.
• Unsubscribe – removes a shared pool from your own list without affecting others.

The Pools view and Pool filter are mutually exclusive — activating one automatically disables the other.

Creating a candidate manually

If you wish to create a candidate card in the candidate base manually, you can do so easily. You can register a candidate with only a first and last name. If the candidate has an email address, the system automatically sends the login information to the candidate, along with a user-defined email or one created from a template, if you wish.

This is how you do it: Click the Add candidate button or the Plus button in the upper-left corner and select Candidate. A new window will now open up where you can add the information you have on the candidate. Everything can be edited after the candidate card has been created.

Fill in the information you have available. After the candidate card has been created, you can add files, education and other details if you wish. When you press the Register button, the candidate card will be created, and you will be redirected to it.

If this is a candidate you plan to add to a pipeline, you can do so immediately by setting the marker under the Add to pipeline / link to project field. Then type part of the project name or the customer to whom the project belongs, and the system will automatically start searching.

In the same way, you can also add candidates who are applying for a specific position in the system (e.g., if you receive an application in paper format but want the candidate added to the system with the rest).

However, the most-used option is letting the candidates themselves fill out the information. To do this, add the candidates' email addresses, assign them any password, and cross off "Email username and password". You will then see a window where you can either write the following email or choose a predefined template (retrieved from the message templates in your profile).

Action bar

When one or more candidates are selected, the bulk action bar appears at the bottom of the screen. It shows the number of selected candidates and lets you: add to pipeline, send email, add event, add to pool, export, share, or access more actions via a ⋮ button. Click ✕ to deselect all.

Candidate drawer

The candidate drawer is a side panel that opens when you click a candidate, letting you view a profile summary without leaving the list.

At the top of the Profile tab, you see the candidate's photo, name, job title, email, and pipeline tags. Use ‹ › to navigate between candidates and ✕ to close the drawer. Below, the drawer shows which candidate pools the candidate belongs to, custom fields, and a description. Further down, attributes can be viewed or added, and files such as CVs or documents can be accessed or uploaded. The left sidebar icons allow you to switch between the Profile and CV tabs, with the second tab dedicated to viewing and editing CV details.