Source and filter candidates

The candidates list is where sourcing happens: you search and filter the candidate pool, qualify people by phone, and record the outcome as a status so the next step is always clear.

Open the candidates list

In the sidebar, open Recruitment and select Candidates. The list shows the candidates you work with, with their current status and key details.

Use the search box and filters to narrow the list — for example, by status — and select a candidate to open them in a side panel beside the list. The panel shows the candidate's name, status, last call and lead owner with the main actions (WhatsApp, Call, Log outcome, Refer, Process Lead), their details grouped under Personal details, Contact, Location and Additional information, their Category tags, and their remarks. To set or correct a date of birth, select Age under Personal details: the calendar opens on the saved date of birth (or, when none is saved, on January of the year a 25-year-old was born), and the month and year lists at the top jump straight to any birth year. Press J and K to move to the next and previous candidate, and choose Open full page for the full profile, CV and history.

The search box matches a name from the start of any word, so arpan finds Arpan Bundela and Arpandeb Mukherjee but not Sankarpandi. It matches an email from its start and a phone number on any part of its digits. To find candidates by city or state, use those column filters; the search box does not look at the address.

Filter and sort the list

Each column that can be filtered has a filter icon in its heading. Open it, set what you want, and select Apply filter. Filters work together: each one narrows what the others left. Clear filters above the table removes them all.

• Counts beside each option — such as Fresh (43) — count the candidates that match your other filters, and only the candidates you can see. Picking an option gives you that many rows.
• Owner and Job list the 100 options with the most candidates. To find any other, type part of the name in the filter's search box: it searches all of them, still only among the candidates you can see. A picked option stays at the top of the list with its count. Unticking one option while all are ticked shows everyone except that option's candidates.
• Category Tags lists every category, grouped under Sector, Organization Hierarchy and Product, with each sub-category indented under its parent. Type part of a name to narrow the list: a matching sub-category stays with its parent. These options have no counts.
• Last call filters by the outcome of each candidate's most recent call. Each outcome shows its count, such as Busy (2). Never called has no count.
• Age (in years) and Salary (in LPA) take a minimum, a maximum, or both.
• Gender takes one or more values.
• Last updated and Last Updated (Coldpressery) take a date range. A range includes the whole of its last day, so 1 to 5 September includes 5 September.
• Assessment score, above the table, shows only candidates whose most recent result in a module is at least the percentage you choose. While it is on, every count beside every other filter option counts only the candidates who meet the score.
• Pass marks. A module can have a pass mark. On a candidate's Assessments tab, each result on such a module reads Passed or Not passed against the module's current mark, so a changed mark re-reads every result. A module with no pass mark shows neither.

Online tests

A candidate can take a module's test online, and the score is recorded for you.

• Invite. On the candidate's Assessments tab, under Online tests, select Invite to a test, choose the module and select Create link. Copy the link and send it to the candidate (WhatsApp or SMS); Workrize sends no email. The link is shown only once. It works for 7 days.
• Follow it. Each test reads Invited, Started (with how many questions are answered so far), Completed with the score, Cancelled or Link expired, with the times it was invited, started and completed.
• New link makes a fresh link and stops the old one working. Use it if the candidate lost the link or it expired. Cancel withdraws an unfinished test.
• Inviting again to the same module replaces an unfinished invitation, so a candidate has one open test per module.
• The candidate opens the link without signing in, presses Start, answers, and presses Submit. Their answers save as they go, and they see "Submitted", not their score.
• The score is marked automatically when they submit: one mark per correct answer, and an unanswered question counts as wrong. It appears in the candidate's results as recorded by Online test, and reads Passed or Not passed against the module's pass mark.
• The questions are written by an admin (for the Workrize catalogue) or by the client (for their organisation's own modules), under Assessments, with the Questions button on a module. Each question has 2 to 6 options and one correct answer. Recruiters do not see the answers. A module needs at least one question before anyone can be invited.

Age, Gender and Last Updated (Coldpressery) are hidden until you turn them on from the Columns menu.

To sort, select a column heading. The first click sorts one way, the second the other way, and the third returns the list to its original order. Every sort pages through the whole list: each candidate appears exactly once, on one page, down to the last page.

Candidate statuses

Each candidate carries one status that records where your last interaction left off:

Tags

Tags label candidates so you can find a group again. They are separate from Category Tags.

• Shared tags are seen by everyone who can see a tagged candidate. Admins use them to mark batches they want worked, such as TATA Gold SM - Mumbai Batch 1. You see them on your own candidates and can filter by them; you can change or remove only the shared tags you created yourself.
• Personal tags are yours alone. Only you and admins can see them — your line manager does not.

Create tags under Recruitment → Tags and choose Who can see it: Personal (the default) or Shared. You can switch a tag you created between the two later with Edit; the candidates carrying it keep it. Then select candidates on the list and choose Tag, or use Add in the Tags section of a candidate's profile. You can rename or delete the tags you created and take them off candidates, and give a tag an expiry date: it lasts through that day (India time) and then disappears from your candidates on its own. Leave the date empty for a tag that stays until you delete it.

When someone else adds a shared tag to your candidates you get one notification — in the bell and by email — and View tagged candidates opens the list filtered to that batch.

To tag a whole filtered list at once, tick the box at the top of the table; when more candidates match than fit on the page, choose Tag all N matching in the bar that appears. One action covers up to 5,000 candidates — if your filter matches more, narrow it and tag in slices.

Use the Tags column filter to show one batch. The View All / View Only Personal switch beside the filters decides which tags that filter offers: your personal tags only (the default), or the tags you created plus the shared tags on your candidates.

A candidate can carry at most 50 tags. If any selected candidate already has 50, nothing is tagged and the candidates at the limit are named, so you can take them out of the selection and try again.

Deleting a candidate

Recruiters and line managers do not delete candidates. If a candidate should be removed, ask an admin: deleting moves the candidate to Trash, where an admin can restore them, with their applications, answers and CV, for 15 days. See Deleted candidates and Trash.

From sourcing to application

When a shortlisted candidate matches an open vacancy, you move them into the application pipeline. From there, the work continues in the candidate's process view — see Manage the candidate process.

Related topics

• Manage the candidate process
• Work with jobs and applications
• Use the recruiter dashboard