Sometimes it can be necessary, or just handy, to be able to copy an application from one recruitment to another! This streamlines the hiring process, allowing you to easily consider strong candidates for multiple roles 🤩
What is the "Copy candidate" feature?
This feature enables you to:
Re-use existing applications: Quickly move a candidate's application to another relevant recruitment, saving them time and effort.
Identify hidden talent: Easily consider qualified candidates who may have applied for a different position within your organization.
Copy various application types: Copy digital applications (with or without accounts) and even manual applications.
Key features and behaviors
Independent copies - Once an application is copied, it becomes a separate, independent entity. Changes to the original application will not affect the copy, and vice versa. This includes withdrawals, events and contact with the candidate.
Account bypass - The copying feature bypasses account requirements. You can copy an application from a recruitment requiring no account to one that does, and vice versa.
Application status - Copied applications will display a clear status: "Copied from another recruitment". This status will be displayed in light gray.
No automatic confirmation - The system will not send automatic confirmation emails to copied candidates. You must manually inform the candidate if you wish to send a confirmation.
Application date - The application date of the copied candidate will be the date the copying occurred.
Notification - If your user is set to receive notifications for new applications, a notification will be sent when a copied application is added.
Potential missing information - Be aware that copied applications may lack mandatory information required for the new recruitment if the requirements differ. Carefully review the copied application for any gaps.
How to copy a candidate's application
Access the application list: Navigate to the application list within the original recruitment or candidate bank.
Select candidates: Select the candidate(s) you wish to copy.
Trigger the "Copy candidate" event: Locate and activate the "Copy candidate" event. This will open a pop-up on the screen.
Select organisation and recruitment:
Choose the organization/department where the new recruitment is located.
Select the specific recruitment-case you want to copy the candidate to. You can search by title or reference number.
Note!: You can copy from a candidate bank to a recruitment/case, but not the other way around.
Add a note (optional): You can add a note/message to provide context for the copy.
Review the confirmation message: A message will remind you to inform the candidate about the copy and will inform you that all application information will be copied.
Save: Click "Save" to complete the copying process.
Toast notification: A success message will appear, confirming the copy 🥂
Good to know!
Email duplication: You cannot copy a candidate to a recruitment where another application with the same email address already exists.
Anonymous candidates: Anonymous candidates will remain anonymous if the target recruitment allows anonymous applications. Otherwise, their name will be displayed.
Withdrawn applications: You cannot copy withdrawn applications.
Candidate sheet information:
The candidate sheet in the new recruitment will display the "Copied from another recruitment" status.
The "Event" tab will include an automatic note indicating the original recruitment (title and reference).
Any note that was added during the copy process will be included.
Information about who made the copy will be included.
Original recruitment information:
The "Event" tab in the original recruitment will record the "Copy candidate" event, including the target recruitment (title and reference).
Removal of copied candidate: Removal of a copied candidate must be done from the recruitment where the candidate was copied to. It will not affect the original recruitment's event log.
User rights: The "Recruitment - Copy candidate" user right, is required to use this feature. This user right can be assigned to organisational groups or roles.
Statistics: The source "Copied from another recruitment" has been added to the "Source of application" report for statistical purposes.
Where to find the event and user right
If you already have this event, you can find it in your list of events in a recruitment. However, if it's not visible there you either:
Don't have the event set up
Or you don't have the access right to use it.
Create the event
The event is created in the same way and place all other events are created - under Admin -> Organisation -> the tab "Events and automations" 😊
User right
The user right to be able to use this function can be found in the section called "Candidate management" within the access-groups, which in turn can be found by clicking Admin -> Access-groups.
Consent
If you intend to use this feature, it is recommended that you update your terms and conditions to inform candidates that their applications may be copied to other recruitments. This text can be edited in Admin > Account data > Application tab > Terms and condition text.