Profile Details (Candidate Summary)

The  candidate profile  details refer to comprehensive information about an individual candidate gathered during the recruitment process. This typically includes their personal information, such as name, contact details, and address, as well as professional information like work experience, education, skills, certifications, and any other relevant details.

The importance of adding and managing a candidate profile can be outlined as follows:

• Detailed candidate profiles enable you to manage and track candidates efficiently throughout the recruitment process. This includes storing contact information, resume/CV, application history, interview feedback, and other relevant data in a centralised location.
• Having comprehensive candidate details allows you to personalise communication with candidates. This includes sending tailored emails, SMS, or scheduling personalised follow-up meetings based on candidate's stage in the recruitment process.
• With access to comprehensive candidate details, you can easily assess candidates' qualifications, skills, experiences, and suitability for specific roles.
• Candidate details are essential for building and managing a talent pipeline of qualified candidates for current and future job openings. You can categorise candidates based on their skills, experiences, and preferences, allowing for targeted outreach and engagement when suitable opportunities arise.
• Maintaining accurate candidate details helps ensure compliance with legal and regulatory requirements. This includes data privacy laws such as GDPR, which mandate proper handling and protection of candidate information.

To navigate to the Candidate Profile Details page, follow these steps:

• Navigate to the main navigation header bar and click on Candidates.
• You can access the list of all candidates, select a candidate from the list, and either click on the three-dot icon to view the summary or directly click on the candidate's name.

• Upon clicking, you will be directed to the Candidate Summary page, showcasing sections such as General Information, Skills, Address, Additional Information, Dependents, Experience, etc., each with an Edit option.
  •  All the sections will show details without a scroll bar.
  • We have enhanced the field sequence of the General Information section. When you click edit the field information appears as:

Section	Field Name	Requirement / Behaviour	Notes
General Information	Title	Mandatory	Extracted via application form or job boards if entered by the candidate. Manually enter  if not  exist. Read how to configure the fields (make them (mandatory/optional) in the application form: Configure Job Application Form.
	First Name	Mandatory	Extracted via application form or job boards.
	Last Name	Mandatory	Extracted via application form or job boards.
	Email	Mandatory	Extracted via application form or job boards.
	Phone Number	Mandatory	Understand how the application form behaves in the following scenarios: Autofill, Apply Manually, and Apply with Seek.  Share Job Apply Page Link  and  Job Posting - Link Out. Extracted via application form or job boards. If not, enter manually.
	Gender	Optional	Extracted via application form or job boards. If not, select manually.  XR system-defined dropdown.
	Date of Birth	Optional. Functions like a calendar; future dates are not allowed.	Extracted via application form or job boards. If not, select manually.
	Industry	Optional, values coming from XR industry master.	Based on the candidate's selection of Qualification and Role in the application form, the Industry field will be automatically populated if an industry is mapped to the selected Qualification and Role.
	Qualification / Role	Optional, values coming from XR qualification master.	Extracted via application form or job boards. If not, select manually.
	Status	Mandatory, values coming from candidate status master.
	Reason	Optional, values from reason master.
Employer Details	Current Employer Name	Optional
	Position	Auto populated	Displays the Job Title if the candidate originally applied as part of the Job.
	Recruiter	Auto populated	Based on the recruiter assigned within the Job.
	Current Employer Location	Optional
	Currency	Optional	It is reflected in the section if added via Experience section.
	Salary Amount	Optional	It is reflected in the section if added via Experience section.
	Salary Unit	Optional	It is reflected in the section if added via Experience section.
	Notice Period	Optional	Duration the candidate needs before joining (e.g., 30 days). Manually enter.
	Immediately Available	Optional

Skills

Candidate’s skills relevant to the job role

Dropdown populated from XR Skill Master. If not entered via the application form you can select from here.  Manual selection.

Optional. Application Form Case: Visible if checkbox ticked and mandatory if Required toggle is ON.

• Experience Section: Captures previous employment history.

Field	Mandatory / Optional	Data Source
Position Name	Mandatory	Extracted via application form or job boards if entered by the candidate. Manually enter  if not  exist. Read how to configure the fields in the application form: Configure Job Application Form.
Employer	Mandatory	Extracted via application form or job boards if entered by the candidate. Manually enter  if not  exist.
Salary	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter  if not  exist.
Currency	Optional	Extracted via application form or job boards if entered by the candidate.  The Currency field will automatically default to the currency configured under System Settings → Internationalisation across the application. Users can manually change the currency if required from the Experience  section.
Salary Unit	Optional	Extracted via application form or job boards if entered by the candidate. Dropdown values coming from the Salary Unit  master. Users can manually change  if required from the Experience  section.
Start Date	Mandatory	Extracted via application form or job boards if entered by the candidate. Manual calendar selection if not.
End Date	Optional	Extracted via application form or job boards if entered by the candidate. Manual calendar selection if not selected.
Location	Optional	Extracted via application form or job boards if entered by the candidate. Manually selected  if not selected.
Description	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter  if not entered.
Current Company	Optional	Extracted from the application form or job boards if entered by the candidate. If not, the value should be selected manually using the toggle (Yes/No). When the toggle is set to Yes, the employment will be marked as the candidate's current company, and the End Date field will be displayed in a disabled state.

• Dependents Section: Allows  to record family members or dependents associated with the employee.

• Education Section: Records academic qualifications.

Field	Mandatory / Optional	Data Source
Degree Type	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter  if not entered. Dropdown values coming from the Degree Type  master. Read how to configure the fields in the application form: Configure Job Application Form.
Degree Title	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter if not entered.
Name of the Institute	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter if not entered.
Name of the University	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter  if not entered.
Start Date	Optional	Extracted via application form or job boards if entered by the candidate. If not, manual calendar selection
End Date	Optional	Extracted via application form or job boards if entered by the candidate.  If not, manual calendar selection.
Score Type	Optional	Extracted via application form or job boards if entered by the candidate.  Manually select  if not selected. Dropdown values coming from the Score master.
Final Score	Optional	Extracted via application form or job boards if entered by the candidate. Manually enter  if not entered.
Qualification	Mandatory	Extracted via application form or job boards if entered by the candidate. Dropdown values coming from the Qualification/role master.
Location	Optional	Extracted via application form or job boards if entered by the candidate. Manually selected if not selected.
Description	Optional	Extracted via application form or job boards if entered by the candidate. Manually entered if not entered.

• Emergency Contacts maintained directly within the candidate  profile.

Field	Mandatory / Optional	Data Source
First Name	Mandatory	Manually entered
Last Name	Mandatory	Manually entered
Relationship	Optional	XR system-defined dropdown
Phone Number	Mandatory	Manually entered
Address	Optional	Manually selected
Primary Contact	Optional	Manually - selected toggle (Yes/No)

• Folder Management: Allows users to organise candidate records into structured categories. You can map candidate  to specific folders from here.

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• Candidates sourced through forms, application forms, EOH, Xeople SmartEmail, job boards, and other channels will have their extracted details saved under Summary and Resume sections.

• You can edit the candidate details and click Save.

Candidates - Candidate Summary - Profile Details

Actions to perform on the Candidate Profile Details page:

• Source: Indicates where the candidate originated from, such as form, application form, Job boards (native/link out), EOH, Xeople SmartEmail, etc. 

• Status: Reflects the stage of the candidate in the recruitment process, like Active, New, Screened, Interviewed, or Hired. This can be updated by clicking the status drop-down to select any status or from the General Information tab.

• Tag: Provides labels or identifiers to categorise candidates based on characteristics, skills, or attributes for easy organisation and retrieval.
  • Priority from EOH syncs to XR on extraction, appears as a chip with tooltip under tag.
    • The priority description is transferred based on the member’s priority level, as defined in the Priority Master from EOH.
    • The following fields are extracted from EOH:

      • Code: Use EOH Priority Level (e.g., 3).

      • Description: Use EOH Priority Description (e.g., EOH EXCELLENT APPRAISAL AND RELIABILITY).

      • Short Description: Same as Description.

• • • Priority will be transferred and updated from EOH to XR only. Once transferred, any changes made in XR will not sync back to EOH. However, any priority updates in EOH will continue to sync to XR.

• Summary: Candidate details for both created and sourced candidates are maintained here. Comprises vital sections including Candidate Details, Skills, Address, and more, allowing for easy editing and addition of information. 
• Resume Tab: Store the candidate's CV or resume for review and assessment. You can also add, upload, download, or parse resumes while maintaining the version history.
  • The resume will be automatically parsed for candidates sourced through application forms, EOH (if resume exists), Xeople SmartEmail, job boards, etc. The extracted information can be viewed under Resume > Parsed Resume.
• Assign to Job: Associates the candidate with a specific job opening or vacancy within the organisation.
  • Job Details View: See detailed information about the job.
    • Edit a job: You can edit a job from here as well.
  • Unassign candidate: Remove the candidate from the current job assignment.
• Activity: Logs all interactions and engagements with the candidate, including emails, meetings, and notes.
• Mail: Enables communication with candidates via email. Records all emails associated with the specific candidate.
  • When inserting a candidate email template created under My Profile - Email Templates, all candidate-related placeholders will be automatically replaced with their corresponding values. Placeholders from other modules or contexts  will remain unchanged.  

• • When you click New Email, a new email screen opens on the right-hand side, automatically populating the candidate  email ID(s) in the To field.
    
    • CC and BCC recipients receive one separate email for person  in the To field, and BCC names are hidden from everyone.
      • For example: If John is in  “To” field, Michael and Sophia in CC, and David and Emma in BCC, then John  receive one email, while Michael, Sophia, David, and Emma each receive one  separate emails and BCC recipients remain hidden from everyone.

• Notes: Allows you to add or manage notes about the candidate for future reference or collaboration.

• Meeting/Task: Tracks scheduled meetings or interviews with the candidate, including date, time, and location details.
  •  Placeholder Replacement Behavior 

    •  Scenario 1: Candidate Email Template Used in Candidate Summary

Given

A Candidate email template is created from Profile Picture → My Profile → Email Templates.

My Profile - Email Template - Related To - Candidate 

The template contains Candidate placeholders such as:

• {Candidate.FullName}

• {Candidate.LastName}

• {Candidate.MobileNumber}

Candidate Placeholders 

When

• A user creates a meeting/task from the Candidate Summary.
• The user selects the Candidate email template.

Then

All Candidate placeholders are replaced with the actual Candidate values in the mail preview and in the email sent to the recipient.

Example

Placeholder	Replaced With
{Candidate.FullName}	JOHN SMITH
{Candidate.LastName}	SMITH
{Candidate.MobileNumber}	9876543210

Candidate Placeholders - Replace Actual Value 

Scenario 2: Job Template Used in Candidate Summary

Given

A Job email template contains placeholders such as:

• {Jobs.CandidateName}

• {Jobs.Company}

My Profile - Email Template - Related To - Job

When

• A user creates a meeting/task from Candidate Summary.
• The user selects a Job template.

Candidate Summary - Insert Template - Job Related 

Then

The Job placeholders are not replaced in the mail preview and in the email sent to the recipient.

This is because Candidate Summary does not have Job context.

The system cannot find Job information or context.

Job Placeholders - Not Replacing - Values

Scenario 3: Job Placeholders Inserted in a Candidate Template

Given

A Candidate template is being edited.

The user manually inserts Job placeholders like:

• {Jobs.CandidateName}

• {Jobs.Company}

Placeholders Inserted from Jobs in Editor

When

The email is sent from Candidate Summary.

Then

Candidate placeholders are replaced correctly.

Job placeholders are not replaced because Job context is unavailable.

Example

Placeholder	Result
{Candidate.FullName}	Replaced
{Candidate.MobileNumber}	Replaced
{Jobs.CandidateName}	Not Replaced
{Jobs.Company}	Not Replaced

Candidate Placeholders -Replaced with Value 

Rule

Placeholders are replaced only when the corresponding module context is available.

• Candidate Summary → Replaces only Candidate placeholders.
• If a placeholder belongs to another module, such as Job, Employee, Client, or Contact, its value is not replaced because the required context is not available.
• The system can replace only those placeholders for which the corresponding module context exists.

Candidate Placeholder Replacement and Email Activity Behavior

• When a meeting is related to a Candidate and a Candidate email template containing Candidate placeholders is selected, the placeholder values are populated using the candidate specified in the Related To field of the meeting. Placeholder values are not derived from candidates added as attendees.
• A single combined email will be sent to all invitees/required attendees included in the meeting/task with a calendar  invite based on the options checked: Send email to attendees and Send calendar invite to attendees.
• Optional attendees will be in the CC  in the same email.
  
  
• The organiser of the meeting will get an activity created email with  all the details.

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• SMS: The SMS feature lets you quickly send real-time updates, reminders, and notifications to candidates, enhancing communication efficiency and engagement.
  • You will see the SMS CreditBalance on the top.

Optional Reading: How to configure SMS template, click here: Configure SMS Templates. 

• Manage Documents: Provides a repository for storing and managing various documents related to the candidate, such as certificates, cover letter, or assessments, etc.

Recommend Reading: How the candidate document section works in detail: Candidate Documents.

Actions to perform on the Candidate Profile Details page under the three-dot button:

• Customise Layout: Rearrange the candidate sections as per your needs.
• Add to Folder: Organise Candidate(s) by mapping them to folders.
• Download Resume: Allows you to download and save the candidate's resume for offline use or further analysis.
• Request GDPR Consent: Provides a mechanism to seek consent from candidates to process their personal data in compliance with GDPR regulations.
• Delete: Permanently removes a candidate's profile and associated data from the system. This option is enabled when candidate is not mapped to any job. If in case the candidate is mapped, you will not be able to delete a candidate.

• Share Personnel:  Share candidates from XeopleRecruit to Entire OnHire as applicants/member with ease.

Recommend Reading: How to push a candidate as an applicant or member, click here: Push Candidate as an Applicant, Job Action & Push Candidate as a Member.

• Successful sync: Synced with EOH on February 25, 2025, 09:05:67 PM by Kamakshi Bhakuni with Member/Applicant ID: 47823489.

Candidate Profile Details - Actions to Perform

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