Accessing the Candidates Module
To manage candidates, navigate to the Candidates tab on the left-hand sidebar of the Sense CRM dashboard.
Upon entering the module, you will view a list of candidates and their key details such as name, experience, location, and current job status.
Adding a Candidate
Follow these steps to add a candidate using the + Add Candidate button:
- Navigate to People > Candidates.
- Click the + Add Candidate button.
- In the Select Source dropdown, choose one of the following:
- Direct
- Referral
- Job portal
- Social media
- Walk in
- Campus
- In the Source Name field, enter a descriptive name for the source. Example: "LinkedIn Campaign Q2" or "NIT Trichy Job Fair 2025".
- In the Resumes section, drag and drop the resume files, or click the box to upload them from your computer. At least one resume file is required to proceed.
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Assign Tags (Optional)
- Choose whether to display All or Private tags under the Show Tags option.
- Use the search bar to apply relevant tags to the candidates.
- Click Manage Tags to create or edit available tags.
- Choose whether to display All or Private tags under the Show Tags option.
- Click Add Candidate once all mandatory fields are filled.
Note: If any required field is incomplete, the Add Candidate button will remain disabled.
Viewing Candidate details
When you click on a candidate, the candidate side panel opens, displaying their details like candidate ID, location, experience, email ID, and contact details under the candidate’s name.
From the initial view, you can send email, send message, and add this candidate to the job.
In the candidate view, you will find the three-dot menu. Clicking on this menu will allow you to perform the following actions:
- Add Tag
- Add Note
- Send Mail
- Send Message
- Share Profile
- Send Chatbot
- Copy Resume Link
- View Source Trails
- Find Similar Candidates
- Edit Field from Resume
The candidate side panel has five tabs:
- Overview
- Resume
- Attachments
- Linked Jobs
- Activity Log
Let's explore each tab:
Overview Tab
In the Overview tab, you can see all the candidate details, which include:
- Candidate Details
- Work experience
- Education
- Skills (non-editable)
- Social media profiles
- System fields
- Candidate Fields
- Tags
- Notes
From this tab, you can add tags by clicking on + Add tags. A side panel appears. You can select if the tag should be visible for all or if it's a private tag. You can then type your tag (e.g., important) and click on update to add it.
You can also click on manage tags to search for tags, look for available tags, or click on create new tag. If you click on "create new tag," another panel appears. You first have to enter the tag name, then select if it's a public or a private tag, and then click on create. The new tag will appear under your manage tags. From the actions column, you can either edit it or delete it.
Resume Tab
When you click on the Resume tab, the candidate's resume will open. From this tab, you can copy the resume link or update the resume.
When you click on Update Resume, you will get an option to Upload a resume file. You also have an option to download the resume as a PDF or download the original resume. You can view the version history by clicking on the View Version History link.
Attachments Tab
When you click on the Attachments tab, you can see a table that consists of all the attachments. The table displays the type of attachment, who updated it (Updated by), and when it was updated (Updated on).
From here, you can also add an attachment by clicking the Attach a file button. When you click on the file name, it will open the attachment.
The edit button allows you to edit details like attachment name and type.
Linked Jobs
From the Linked Jobs tab, you can view all the linked jobs that the candidate is linked to in a tabular format.
When you click on + Add to job, you will get an option to add/move the candidate to/from this job. Also, you have an option to add to another job.
When you click on a job name, you will be taken to the "all jobs" tab, where you can view all the details.
Activity Log Tab
The Activity log displays a candidate's activity. This includes information like who updated the candidate or who added this candidate to which job and which stage.
You can click on the three dots to view this information in detail, such as in which job the candidate is, in which stage it is, or what the candidate needs.
Managing Candidates
Here are the other actions you may perform:
Selecting Candidates
You may select candidates one by one, or use the Select All link to act on the entire filtered list.
Bulk Actions
The Bulk Action feature lets administrators and recruiters simultaneously perform actions on multiple candidates. This function significantly reduces the time and effort required to manage candidate records and communications.
Always double-check selected candidates before applying bulk updates.
Accessing the Bulk Action Menu
Select candidate profiles using the checkboxes. Once selected, the Bulk Action button activates in the top-right.
Click Bulk Action to see available options.
Available Bulk Actions
The platform offers the following actions that you can apply to the selected candidates:
- Send Message: Send quick internal messages to selected candidates for sharing updates or instructions without leaving the platform.
- Send Mail: Select this option to initiate an email to all selected candidates. The email will be sent to the address associated with each candidate's profile.
- Add to Another Job: Assign selected candidates to another job opening if they fit multiple roles or a new vacancy arises..
- Add Tags: Apply specific tags to the selected candidates to aid in categorization and future filtering. Tags can be functional (e.g., “Urgent”) or descriptive (e.g., “MBA”, “Internal Referral”).
- Download Resume as Zip File: Choose this option to download all the resumes of selected candidates as a single zip archive.
- Download Candidate Details in Excel Format: This option exports the candidate information (such as name, location, experience, role, education, and contact details) into an Excel (.xlsx) file. This export is useful for reporting, analysis, or backup purposes.
If you apply bulk actions like adding to a job or tagging, verify the changes later by visiting the respective candidate profiles or job records.
Adding Candidates to Jobs
Follow these steps to add a candidate to an open job:
- Click the Add to Job button next to the candidate’s name.
- In the side panel that opens, type and select the relevant Job from the dropdown.
- Type and select the appropriate Stage for the candidate within that job.
- Then, from the Select the Position ID to which you want to add the candidate drop-down, select the position ID.
- Click Add.
The candidate is added to that job and can be viewed from the Linked Jobs section.
Source Trail
View the history of candidate sourcing to better understand candidate acquisition paths.
Linked Jobs
Review all jobs a candidate is currently linked to.
Filters
The following expandable and collapsible filters allow you to narrow your candidate list effectively.
- Tags: Filter candidates based on whether they are All Tags or Private Tags.
- Personal Information: Search by phone number for quicker identification.
- Skills: Filter candidates by the skills they possess.
- Keywords: Search using specific keywords included in candidate profiles.
- Source: Narrow results by candidate source.
- Added At: Filter based on when candidates were added to the system (e.g., Last 7 days, Last 30 days).
- Experience Range: Select experience levels, such as 0-3 years, 3-6 years, etc.
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Education: Set filters for:
- Post Graduation Grade
- Under Graduation Grade
- Course Category, Degree, and Major
- Locations: Filter by preferred and current location.
- Candidate ID: Search candidates by specific ID numbers.
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Companies: Filter by:
- Companies candidates have worked at
- Hiring Companies
- Group Companies
- Expected Salary Range: Define minimum and maximum expected salaries.
- Current Salary Range: Filter candidates based on their current salary brackets.
- Notice Period: Specify notice periods to filter candidates who are immediately available or have specific availability.