Candidate tags

Candidate tags are free-text labels you put on candidates — a priority batch such as TATA Gold SM - Mumbai Batch 1, or a note such as Very good communication. They are separate from Category Tags: adding, renaming or deleting a candidate tag never changes a candidate's categories or which vacancies they match.

Manage tags

Select Candidate Tags in the sidebar.

• Create tag — enter a name and choose Who can see it: Shared or Personal (see Shared and personal tags). Names must be unique; capitalisation and extra spaces do not count, so Mumbai Batch 1 and mumbai batch 1 are the same name and the second is refused with "Name already taken".
• Expires on — leave it empty for a permanent tag, or pick a date for a temporary one. A temporary tag lasts through the whole of that day, India time, and is then removed from every candidate and every filter automatically. The earliest date you can choose is today.
• Edit — rename the tag, switch it between Shared and Personal, or change its type while it is active: pick a date to make a permanent tag temporary, or choose Make permanent to clear the date. Renaming changes only the label; every candidate carrying the tag keeps it. An expired tag cannot be brought back.
• Delete — the tag is removed from every candidate carrying it. Nothing else about those candidates changes. The Activity log keeps a record naming the deleted tag — for an expired tag too. On the Activity page, choose Candidate tagging to see tag changes on their own (see Activity log). Once a tag has expired, its name can be used again straight away.

Each row shows the tag's type, when it expires (Permanent, Expires today, or Until a date), who created it, when, and how many candidates carry it. Select the count to open the Candidates list filtered to that tag.

Tag candidates

• Several at once: on Candidates, tick the candidates, choose Tag, pick the tag and confirm. Choose Remove tag to take a tag off the same way.
• Everything a filter matches: filter the Candidates list, then tick the box at the top of the table to select the whole page. When more candidates match than fit on the page, a bar offers Select all N. Select it, then choose Tag (or Remove tag): it acts on every matching candidate across every page. The dialog shows the exact number before you confirm; over the limit it says the filter matches more than 5,000. One action can reach up to 5,000 candidates. That covers any realistic batch, but it is fewer than the whole candidate list — so "tag every candidate" in one go is refused, with a message asking you to narrow the filter. Tag in slices (by city, status or owner) when you need to cover everyone.
• One at a time: open a candidate's profile. The Tags section lists every tag with Added by … on …; use Add or the × beside a tag.

To see a batch, open the Tags column filter on the Candidates list and pick one or more tags.

Who is told

When someone adds a shared tag, each recruiter or line manager whose candidates were tagged gets one notification for that action — in the bell and by email — saying which tag, how many of their candidates, and who added it. The subject carries the date, so separate days never thread together in an inbox. View tagged candidates opens their Candidates list filtered to that tag.

Nobody is notified for personal tags, when a tag is removed or deleted, or when a tagged candidate is reassigned. Whoever adds the tag is never notified of their own action.

The 50-tag limit

A candidate can carry at most 50 tags. When you tag several candidates and any of them is already at 50, nothing is tagged — the dialog names the candidates at the limit. Choose Remove from selection and confirm again to tag the rest. This works the same when tagging everything a filter matches: the named candidates are left out and the count drops accordingly.

The Candidates at the tag limit section at the bottom of the Candidate Tags page lists every candidate with 50 tags. Open one and remove a tag to free a slot; the candidate leaves the list.

Shared and personal tags

Whoever creates a tag chooses who can see it. A new tag starts on Shared for admins and on Personal for recruiters and line managers.

• Shared tags are seen by anyone who can see a tagged candidate — a recruiter sees one on their own candidates, a line manager on their team's.
• Personal tags are seen only by the person who created them, and by admins. A line manager does not see their recruiters' personal tags.

Only the person who created a tag, or an admin, can switch it between Shared and Personal. Switching keeps the tag on every candidate carrying it; people who can no longer see it simply stop seeing it. A tag whose creator's account was deleted can only be Shared.

Tags created before this choice existed keep what they were: admins' tags are Shared, recruiters' and line managers' tags are Personal.

The Type column on the Candidate Tags page says which kind each tag is. Names are unique across both kinds.

View All and View Only Personal

The switch sits above the tag list and beside the filters on the Candidates list.

Filtering by a tag shows only the tagged candidates you can see: if a batch of 100 has 60 candidates with one recruiter and 40 with another, the admin sees 100, the recruiters 60 and 40, and the first recruiter's line manager 60.

What each role can do

When a candidate is reassigned, their tags stay on them. A personal tag then stays visible only to the person who created it and to admins.

Recruiters and line managers manage their tags under Recruitment → Tags.