Xeople Search

Overview

Xeople Search is the platform's primary candidate discovery engine. It allows you to search across your entire candidate pool using a combination of profile attributes, then take targeted bulk actions — all from a single screen.

This article covers every component of the Xeople Search screen, how each option works, and best-practice guidance for getting the most out of your searches.

Screen Layout at a Glance

The Xeople Search screen is divided into four main zones:

- Zone 1 — Search Configuration Bar: Job selector, Search Filter picker, and Search Pool selector
- Zone 2 — Search Parameters: Choose which fields to filter candidates by
- Zone 3 — Results Options: Active pipeline toggle and record count controls
- Zone 4 — Output Columns: Choose which data columns appear in your results grid

After running a search, a fifth zone appears:

- Zone 5 — Results Grid: The candidate list with bulk action tools in the top-right panel

Zone 1 — Search Configuration Bar

Job Field

The Job field is an optional selector that scopes your search to candidates who have been linked to a specific job. Select a job from the dropdown to narrow results to candidates associated with that role.

💡	Tip: Leave the Job field blank for a general candidate search across your full pool. Use it when you want to quickly see who is already in a job's pipeline.

Search Filter

The Search Filter field allows you to save and re-use a set of search parameters as a named filter. In the screenshots, the active filter is 'Default Candidate Search (2)' — indicating two active filter criteria are applied.

Field / Option	Description & Best Use
Save Filter button	Saves your current parameter selections as a named filter for future re-use. Give filters clear names, e.g. 'Active VIC Candidates — Nursing'.
Reset button	Clears all active parameters and returns the screen to its default state. Use with caution — it will remove all current filters.
× (clear filter)	Removes the selected saved filter from the current session without deleting it permanently.

💡	Tip: Build and save filters for your most common searches (e.g. Active candidates in a state, by qualification type). This saves significant time during day-to-day candidate matching.

Search Pool

The Search Pool defines which group of candidates your search runs against. The default pool shown is 'XeopleRecruit Candidate Pool', which covers all candidates in your recruitment database.

⚠️	Note: If your organisation uses multiple candidate pools (e.g. separated by division or region), ensure you have the correct pool selected before running a search, otherwise results may be incomplete.

Zone 2 — Search Parameters

This is where you define the criteria for your search. Click any tag/chip to add it as an active filter. Multiple parameters can be combined to build highly refined searches.

Available search parameters:

Skills	Image TBD
Gender
Last Activity
Notes Category
Qualification
Job Ref ID
Candidate Status
Worked with Employer
State
Position
Proximity
Age
Industry
Country
Applied On
Documents
CV Parsing
City
Resume
Mapped with Folder
Job Workflow Stage
Zip
Job Apply Source
Candidate Tags
Keyword
Experience

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Key Parameters Explained

Field / Option	Description & Best Use
Candidate Status	Filter by Active, Inactive, Blacklisted, etc. This is the most commonly used filter. The default search uses 'Candidate Status Contains ACTIVE'.
Skills	Match candidates by skills recorded on their profile. Supports partial matching.
Proximity	Geographic radius search. Enter a postcode/suburb and distance to find candidates within a specific area. Ideal for shift-based roles.
Qualification	Filter candidates by their recorded qualifications or licences.
Last Activity	Filter by the most recent date a candidate record was updated. Useful for finding recently active or recently dormant candidates.
Keyword	Free-text keyword search across candidate profiles, notes, and resumes.
Job Workflow Stage	Search for candidates at a specific stage within a job's workflow (e.g. Shortlisted, Offered, Placed).
Candidate Tags	Filter by custom tags applied to candidate records. Great for internal categorisation (e.g. 'High Priority', 'Do Not Contact').
CV Parsing	Filter candidates based on whether their CV has been parsed into the system.
Worked with Employer	Find candidates who have previously been placed with a specific employer/client.

Active Filter Logic

When you select a parameter, a filter row appears at the bottom of Zone 2 in the format:

Search People where [Parameter] [Contains / Does Not Contain / Is / Is Not] [Value]

You can add multiple parameter rows to combine criteria (AND logic). Use the × button on each active filter chip to remove it individually.

💡	Tip: Use 'Candidate Status Contains ACTIVE' as your baseline filter for almost every search, then layer additional parameters on top to refine results.

Zone 3 — Results Options

Include candidates in active job pipeline

When ticked, this checkbox includes candidates who are currently in an active job's workflow pipeline in your results. When unticked (default), these candidates may be excluded.

💡	Tip: Tick this when you want to see all available candidates regardless of current pipeline status. Leave unticked if you only want to surface candidates who are free of active job commitments.

Display the number of matching records

Field / Option	Description & Best Use
All	Returns every candidate matching your criteria. Best for bulk operations or complete reporting.
Top (N)	Returns only the top N matching records, ordered by relevance. Useful for a quick shortlist view without loading hundreds of results.

Zone 4 — Output Parameters (Columns)

Before running your search, select which columns you want to appear in your results grid. Click each tag to toggle it on or off.

Available output columns:

Profile Pic	Name	Email	Phone No	Resume	Profile Status
Location	Proximity	Skills	Experience	Active Pipeline	Source
Tag	Folders	Last Activity	Created Date & Time	Profile Matching	Qualification
CV Parsed	Current Salary	Notice Period	Zipcode	Languages

Field / Option	Description & Best Use
Profile Matching	Shows a match score percentage when a job is selected, indicating how well the candidate aligns with the job requirements.
Active Pipeline	Shows which active jobs the candidate is currently part of.
Current Salary	Displays the candidate's recorded current salary — useful for budget matching.
Notice Period	Shows how quickly the candidate could start — critical for urgent placements.
Folders	Shows any folders/groups the candidate has been placed into for organisation.
CV Parsed	Indicates whether the candidate's CV has been processed by the parsing engine.

💡	Tip: For everyday candidate sourcing, enable: Profile Pic, Name, Email, Phone No, Location, Skills, Profile Status, and Last Activity. For placement-focused searches, also add Active Pipeline, Current Salary, and Notice Period.

Zone 5 — Results Grid & Bulk Actions

After clicking 'Search Xeoplers', your results populate in the grid below. The example shows 201 total matches. Each row represents a candidate record.

Results Grid Columns

The columns displayed are exactly those you selected in Zone 4. Each column header has a filter icon (▼) allowing you to further filter within the results without re-running the search.

Selecting Candidates

Field / Option	Description & Best Use
Individual checkbox	Select a single candidate row for targeted actions.
Header checkbox	Select all candidates on the current page.
No selection	Click the three-dot (⋮) icon on any row to access per-record actions without needing to select first.

Bulk Action Panel (Top Right — Search Xeoplers button dropdown)

Once candidates are selected, the action panel provides the following options:

Field / Option	Description & Best Use
Assign to Job	Bulk-assign selected candidates to a specific job. This is the primary recruitment action — use it to shortlist multiple candidates at once.
Search matching Job	Runs a job-matching query against the selected candidates' profiles to suggest suitable open roles.
Mail	Opens a bulk email composer to send a message to all selected candidates. Uses your configured email templates.
Share	Share candidate profiles with a hiring manager or internal stakeholder.
Call	Initiates a call log or click-to-call action for the selected candidate(s).
SMS	Sends a bulk SMS to selected candidates. Requires SMS integration to be configured.
Create Meeting / Task	Creates a meeting or follow-up task linked to the selected candidate records.
Parse Resume	Triggers CV parsing for candidates whose resumes have not yet been processed.
View Job Timeline	Opens the job timeline view to see the candidate's history across all job applications.
View Client Direction	Displays any client-specific instructions or notes attached to associated job records.
Export	Exports selected candidate data to a file (CSV/Excel) for external use or reporting.
Broadcast Job with EOH Members	Broadcasts a job opportunity to Employer of Hire (EOH) network members. Specific to multi-entity or network configurations.

💡	Tip: Use 'Assign to Job' as your primary workflow action after running a targeted search. Select all relevant candidates and assign them to the job pipeline in one step rather than actioning each profile individually.

⚠️	Note: The 'Broadcast Job with EOH Members' action is only visible and active for organisations using the EOH (Employer of Hire) feature. It will appear greyed out if not applicable to your account configuration.

Saving Filters

Once you have set up a search with the parameters and output columns that work for you, you can save it as a named filter to reuse at any time — without having to rebuild it from scratch.

Step-by-Step: How to Save a Filter

Configure your search. Set all your search parameters (Zone 2) and output columns (Zone 4) exactly as you want them.
Click Save Filter. The Save Filter button is in the top-right of the screen. Clicking it opens the Filter Name dialog.
Name your filter. Enter a clear, descriptive name in the Name your Customised Filter field — something that will make sense to you and your team.
Choose a visibility setting. Select Public, Confidential, or Protected (explained below).
Click Save. Your filter is saved and will now appear in the Search Filter dropdown at the top of Xeople Search, ready to select any time.

Filter Visibility Options

Field / Option	Description & Best Use
Public	Visible and accessible to all users. Use for team-wide searches everyone needs, e.g. Active VIC Candidates. The description shown is: Information is accessible to all users, facilitating transparency for general details.
Confidential	Only visible to you. Use for personal or role-specific searches you do not need to share with the broader team.
Protected	Visible to others but cannot be edited or deleted by them — only viewed and run. Use for important shared filters you want to protect from accidental changes.

Permissions

When saving as Public or Protected, you can control what other users can do with your filter:

View — other users can see and run the filter
Edit — other users can modify the filter parameters
Delete — other users can remove the filter

⚠️	Note: For shared team filters, leave Edit and Delete unticked to prevent accidental changes to filters your whole team relies on.

Using a Saved Filter

Once saved, your filter appears in the Search Filter dropdown at the top of the Xeople Search screen. Select it and all your saved parameters and output columns load automatically — just click Search Xeoplers to run it.

💡	Tip: Build a library of saved filters for your most common scenarios — by state, skill, status, or compliance need. Your team can then run consistent, reliable searches in seconds without needing to know which parameters to apply.

Filter Naming Tips

Use a naming format that communicates the purpose at a glance:

[Status] + [Location] + [Role/Skill] e.g. Active VIC — Aged Care Nurses
[Purpose] e.g. Re-engagement — Inactive 90+ Days
[Availability] e.g. Available Now — Casual Pool QLD

Best Practices & Workflow Tips

Standard Candidate Search Workflow

Set your Search Pool — confirm you are in the correct pool for your search.
Apply Candidate Status = ACTIVE as your base filter.
Layer additional parameters (e.g. State, Skills, Qualification).
Select your output columns appropriate to the task.
Click 'Search Xeoplers' and review the total match count.
Use column-level filters to further refine within results if needed.
Select candidates and use bulk actions (e.g. Assign to Job, Mail, SMS).
Save your filter if this is a search you'll repeat.

Common Search Scenarios

Field / Option	Description & Best Use
Urgent local fill — immediate start	Candidate Status = ACTIVE + Proximity to job location + Notice Period column enabled. Sort by proximity to find the closest available candidates.
Compliance audit — qualification check	Candidate Status = ACTIVE + Qualification filter for specific credential. Export results for reporting.
Re-engagement campaign	Candidate Status = ACTIVE + Last Activity filter set to >90 days ago. Bulk SMS or Email to re-engage dormant candidates.
Skill-based shortlisting for a new job	Assign the job in the Job field + Skills filter + Candidate Status = ACTIVE. Enable 'Profile Matching' column to see match scores. Bulk 'Assign to Job'.
New candidate quality check	Created Date & Time filter (last 30 days) + CV Parsed column to identify newly added candidates without parsed CVs. Bulk 'Parse Resume'.

Saved Filter Naming Convention

Use a consistent naming convention for saved filters to make them easy for your whole team to find. Recommended format:

[Status] [Location/Pool] [Role/Skill] — e.g. 'Active VIC Nurses — Aged Care'
[Purpose] — e.g. 'Re-engagement — Inactive 90+ Days'
[Compliance] — e.g. 'NDIS Check Expiring 60 Days'

Troubleshooting

Field / Option	Description & Best Use
No results returned	Check that your Search Pool is correct. Loosen one parameter at a time. Confirm the filter logic (Contains vs Is) is appropriate.
Too many results (200+)	Add more parameters to narrow the search, or use the 'Top N' display option to limit output to the most relevant records.
Candidate Status filter not showing expected candidates	Check whether the candidate's status was recently changed. Refresh the page and re-run the search.
Bulk action options greyed out	Ensure at least one candidate checkbox is selected before attempting bulk actions.
Profile Matching column shows no scores	Profile Matching only populates when a specific job is selected in the Job field at the top of the screen.
Export produces blank file	Ensure candidates are selected before exporting. If the issue persists, reduce the result set and try again.

For further support, contact your Customer Success Manager or submit a ticket via the Xeople support portal.