The job-specific candidate list shows all candidates and your selected profile suggestions for the job. Read this article to learn how to work with the list.

How is the candidate list structured?

Select an open position in the job list (1) with one click and in the next step you will already see the candidate list under ´Your Candidates´ (2).

The list is divided into three sections:

• Hiring process (3): At the top of the page you can see the steps in the hiring process. You can assign an hiring status to your talent and then filter them based on that status. Read more about this in the section "The hiring process".
• Candidate list (4): In the main area of the candidate list you will find a list of all talents related to the job. The overview shows the most important facts. Click on the talent of interest to see more details. In the following chapters we will present the list in detail.
• Filter (5): On the right hand side you will find the filter functions, which allow you to filter the talents according to your needs. See the "Filtering talents" section for details.

What talents are shown in the candidate list?

The following talents will be shown in the candidate list:

Talents	Description	Status	Tag
Applicants (1)	Talents that has applied directly to your jobs, have applied by e-mail or those that you have manually created.	New (2) or already in a further stage of the hiring process. Unfinished applications have the status ´Not applied´.	Applied X days ago (3)
Talents from the profile suggestions (4)	The talents that you have added to your candidate list from the ´Profile suggestions´.	Not applied (5)	Found via XING (6)

Sorting talents

By default, the candidate list is sorted by first name in descending order. To change the sorting, click on ´First name´.

Filtering talents

This function helps you to filter the candidates and profile suggestions according to certain criteria.

The logic behind the filter function

• By default, the filter is not activated and all persons are displayed.
• The filter remains unchanged when the page is reloaded.
• When the filter is reset, the list is updated and the filter is reset to the default state (filter is disabled).
• You can hide the filter area at any time by clicking ´Hide filters´.
• Custom questions will only appear in the filter if you have enabled the ´Filter in candidates & applicants lists ´ option in the settings. Attention! Only the question types ´Selection´ and ´Freetext´ can be displayed.

What should I consider when filtering?

• You can search for the following data: First and last name, e-mail, last job title, name of last company.
• Use quotation marks ("") to search for specific terms.
• Perform complex searches using Boolean operators to find the talent in the list that exactly matches your requirements. For more information on Boolean operators, see our article "Refine your search in onlyfy one Application Manager using Boolean operators".

What information does the candidate list show?

In the candidate list you will find a concise overview of all the information related to your talents:

• Photo
• Name
• Information on previous/current employers
• Tags
• Star-rating
• Custom questions (only if you have selected this in the settings at ´Visible in candidate list´.)
• Status in the hiring process
• Applied x days ago (applicants only)
• Application source: application or profile suggestions

To view the details of the application, click on the desired person.

Activities in the candidate list

Individual actions

There are a number of actions you can perform directly from the candidate list:

• Send a message (1): Send a message to the applicant you want to contact by clicking on the envelope. Please note, messages can only be sent to people who have already applied to you. In this case, the number of messages is unlimited.
• Start a conversation (2): Customers with a Pro or Ultimate price plan can ask for interest of people they have moved from `Profile suggestions´ to the candidate list and invite them to apply.
• Change hiring status (3): Change the hiring status by clicking on the status and selecting a new status from the list.
• Start data erasure process (4): In the case of applications, you can remove all personal data by clicking on the three dots and selecting ´Start data erasure process´.
• Delete (5): Remove talents that you have accepted from the profile suggestions by clicking on the trash icon. To delete talents that have already been applied to you, click the three dots and then click ´Delete´.

To view the details of the application, click on the desired person. Read more details about the candidate profile in our article "The candidate profile".

Bulk actions

Bulk actions allow you to perform activities on several people at the same time.

The logic behind the check box

• All people in the list can be selected with one click by ticking the box.
• Clicking again on the already selected field will deselect all people.
• When selecting one or more, but not all people in the list, the function ´Select all´ appears in the menu.
• Click on the minus symbol to deselect all people.
• After the selection, the number of selected people in relation to the total number is displayed.

What should be considered for bulk actions?

If at least one person is selected, all other components of the menu will be hidden and only the possible bulk actions will be displayed.

Which actions are possible in the drop-down menu depends on the type of person selected: candidates, talents from the profile suggestions or mixed.

Actions displayed	Candidates	Talents from the profile suggestions	Mixed
Message	yes	no	no
Invite to questionnaire	yes	no	no
Offer extended data retention	yes	no	no
Change status	yes	no	no
Export	yes	no	no
Delete	yes	yes	yes

Please note that different options may be displayed to users depending on their access rights.

Access rights	Description
´can bulk export candidate profile and application data in lists´	If this access is disabled, users can select multiple people, but the export function is not displayed.
´can invite candidates to questionnaires´	If this access is disabled, users will be able to select multiple people, but the ´Invite to questionnaire´ option will not be displayed.
´can delete candidates´	If this access is disabled, users can select multiple people, but the ´Delete´ option will not be displayed.
´can offer extended data retention´	If this access is disabled, users can select more than one person, but the option ´Offer extended data retention´ is not displayed.
´can send messages to candidates (otherwise can only read messages)´	If this access is disabled, users can select multiple people, but the ´Message´ option is not displayed.

The hiring process

The hiring process represents the steps an application goes through from creation to final decision. onlyfy one provides you with a standardized recruiting process that helps you to easily manage your candidates.

You can find the hiring process above in the ´Your candidates´ section.

Users with administrator rights have the option of managing the process under ´Settings´ > ´Applications´ > ´Hiring process´.

There are two ways to change the status of an applicant:

• Directly in the candidate list: Change the status of your talents directly in the overview by clicking on the status and selecting the desired status from the list.

• In the candidate profile: Open the candidate profile by clicking once on the desired person. The application status is displayed in a colored tile under ´Active applications´.

  First select the desired application from the drop-down list (1) and click on the status (2). In the next window you can select the new status (3) and optionally enter a reason for your choice (4).

For the statuses ´Vorauswahl´ (pre-selection) and ´Interview erwünscht´ (interview desired), you must additionally enter a date in the mandatory field ´Set reminder´ on which you will be reminded of the respective application. For the statuses ´1. Interview´ (first interview) and ´Abgesagt´ (cancelled) you can optionally also select one of the predefined reasons.