Add Candidate — End-User Help

Overview

This page lets you add a new candidate record to the system.

Use it to capture personal details, contact information, current role and employer, salary expectations, sourcing details, pipeline status, and compliance or consent information. You can also link the candidate to an existing open job or add a new job without leaving the page.

Quick start

1. Enter the required details: First Name, Last Name, and Email.
2. Optionally link the candidate to an existing open job, or add a new job if needed.
3. Click Save to create the candidate record.

A success message appears when the record is saved. If there is a problem, an error message is shown on the page.

Field reference

Personal

Use this section to enter the candidate’s basic details:

• Title
• First Name
• Last Name
• Date of Birth

First Name and Last Name are required.

Assignment / Job

Use this section to connect the candidate to a vacancy.

You can:

• search for an existing open job by typing its title
• select a matching job from the suggestions
• add a new job directly from this page if the required job is not already available

Linking candidates to the correct job helps keep recruitment records organised.

Contact

Use this section for the candidate’s contact details:

• Email Address
• Mobile
• Phone

A valid email address is required.

Profile and Location

Use this section to capture the candidate’s current background and availability:

• City
• Country
• Current Job Title
• Current Employer
• Experience
• Work Mode
• Availability Date
• Notice Period

Compensation

Use this section to record salary-related information:

• Currency
• Current Salary
• Expected Salary

Keep formatting consistent across records where possible.

Sourcing and Links

Use this section to record where the candidate came from and any useful profile links:

• Source
• LinkedIn URL
• Website URL

Where possible, enter full website addresses.

Pipeline and Meta

Use this section to manage the candidate’s progress through recruitment:

• Stage
• Status
• Rating
• Tags
• Summary
• Covering Letter

Tags and summary notes can make the record easier to search later.

Compliance

Use this section to record important permissions and legal information:

• Consent to Contact
• Consent to Store
• Right to Work in UK
• Visa Status
• Privacy Notes

This information should be completed carefully to support compliance and data handling requirements.

Data Policy

Use this section to select the retention rule that applies to the candidate record.

Choose the correct retention policy in line with your organisation’s data management rules.

Main actions

Save

Saves the candidate record and creates the new entry in the system.

Clear Form

Clears the current form so you can start again.

Add New Job

If the required job does not already exist, you can add it directly from the job area on this page. Once created, it can be linked to the candidate immediately.

Using the job search

The job field helps you link the candidate to an open job.

To use it:

• start typing the job title
• select the correct match from the suggestions
• save the candidate once the job is selected

If the job is not listed, use the option to add a new job from the same area.

When creating a new job, enter a clear title and enough detail for other users to recognise it later.

Validation and input rules

Some fields must be completed before the candidate can be saved successfully.

Typical requirements include:

• First Name
• Last Name
• Email Address

To avoid errors:

• enter a valid email address
• use a clear and consistent format for phone numbers
• keep salary and experience values consistent with your team’s usual format
• review any message shown on the page and correct the relevant field before trying again

Accessibility and keyboard use

This page supports standard keyboard navigation.

Typical actions include:

• moving through fields with Tab and Shift+Tab
• selecting suggestions from job search results using the keyboard
• activating buttons using keyboard input
• closing pop-up panels where supported

Success and error messages are shown clearly on the page.

Best practices

• Link the candidate to an existing job where possible to avoid duplicate job records
• Use clear tags and summaries to improve searching and filtering later
• Enter full web addresses for LinkedIn and website links
• Complete compliance and privacy fields carefully
• Make sure contact permissions are accurate before planning future communication

Examples

Examples of suitable formats include:

• Tags: C#, .NET, remote, senior
• Salary: £65,000 or 65000
• Source: LinkedIn or Employee referral

Use the same format consistently across your organisation where possible.

Troubleshooting

No jobs appear in the search

Try a broader search term. If the job still does not appear, add a new one if that option is available.

The new job was added, but the candidate is not linked

Check that the job was fully created and selected before saving the candidate. If needed, repeat the job selection process and save again.

The candidate record does not save

Read the error message shown on the page, correct the issue, and try again.

Date entry looks different than expected

Date input can vary depending on browser or regional settings. Use the date picker if available, or enter the date in the format shown on screen.

Browser and usage notes

This page works best in a modern browser with JavaScript enabled.

Some features, such as job search suggestions and pop-up entry areas, may depend on browser support and settings.

Date fields may also appear differently depending on the browser being used.

Privacy and legal guidance

Only record candidate information where there is a valid business and legal basis for doing so.

Make sure consent and privacy information is completed accurately, and apply the correct retention policy so candidate data is stored in line with company rules and relevant data protection requirements.

Support

If you need help, provide:

• the exact message shown on the page
• the steps you followed
• the values entered in the main fields
• whether you were linking an existing job or adding a new one
• a screenshot, if available

Short FAQ

Q: How do I link a candidate to an existing job?

A: Start typing the job title, select the correct open job from the suggestions, and then save the candidate record.

Q: Can I add a new job from this page?

A: Yes. If the required job is not already available, you can add it directly from this page and then link it to the candidate.

Q: Why was the candidate not saved?

A: A required field may be missing or a value may need correcting. Read the message shown on the page and update the relevant field before trying again.