The candidate list and candidate profile

Relevant for: Recruiters

Where can I see all my candidates in Recruiting?

Go to 'Recruiting' > 'Candidates'. You'll see every application you have access to, grouped by job. Switch between the 'Pipeline' and 'List' views, search or filter, and click a candidate to open their profile.

This gives you one place to review candidates across all your open jobs, without opening each job separately. Use it to triage new applications, get context before an interview or debrief, or check who contacted a candidate and why an application is in its current stage.

Note: A candidate is one person. If someone applies for several jobs, all their applications belong to the same candidate profile.

Table of Contents:

• How do I find candidates in the list?
• What's in a candidate profile?
• How do I use activity, notes, and emails?
• Who can see candidates?

How do I find candidates in the list?

Applications are grouped by job and by pipeline bucket: 'Leads', 'Application review', 'Active', 'Pending offer', 'Hired', and 'Archived'. Each bucket shows a count. Click a bucket to focus on it.

• 'Pipeline' shows a board per job, with one column per stage of the selected bucket.
• 'List' shows a table per job, with the stage and time in stage.
• Search: Click the search icon. It matches candidate names and emails, job titles, and tags.
• 'Filter': Filter by team, job profile, job profile location, source, tags, hiring manager, recruiter, candidate status, data retention status, timeframe, and candidate or application fields.

Filters are saved in the page URL, so you can bookmark or share a filtered view. The pipeline shows up to 100 published jobs at a time, so use filters to narrow it down.

To move, archive, or restore several candidates at once, see Moving, archiving, and restoring candidates.

What's in a candidate profile?

Click a candidate card or row to open the 'Candidate applications' drawer. 

On the left, choose what you want to see:

• 'Candidate profile': data across all of the candidate's applications. Tabs like: 'Resume', 'Activity', 'Notes', 'Emails', 'Info', 'Interviews', 'Feedback', and 'Documents'.
• An application (under 'Applications'): data for that job only. You see the same tabs plus 'Application form', with the application fields and submitted form answers, and 'Offer', where you create an offer once the application reaches the offer stage. At the top, you can use 'Email', 'Schedule', and 'Move to another stage', and the '...' menu has more, e.g., 'Consider for another job', 'Archive application', 'Request feedback', or 'Convert to employee'.

Archived applications are listed separately with their archive reason. You only see the actions you have permission for. To share a section with a colleague, click the link icon next to the section title to copy a direct link.

What's in the resume, info, and documents sections

• 'Resume' previews PDF files. DOC and DOCX files can only be downloaded.
• 'Info' holds profile fields, such as email, phone, current title, location, source, and tags. Click 'Edit' to change them or replace the resume.
• 'Documents' holds all other files, such as additional files, files from the application form, and offer letters. Click 'Upload document' to add a file.

How do I use activity, notes, and emails?

Activity

'Activity' lists every event with its date and who did it, or which automation ran it. Examples are applications received, stage moves, emails, interviews, feedback, offers, field updates, and notes.

Click an event to see details, e.g., the previous and new stage, a rejection reason, or the fields that matched an auto-reject rule. Use 'Filter' to narrow the list by activity type, person, or date.

Notes

1. In 'Notes', write your note. Type @ to mention a colleague, and attach files if needed.
2. Optional: turn on 'Private note' to keep the note to yourself.
3. Click 'Save note'.

Please note:

• Notes are saved on the candidate when 'Candidate profile' is selected, and on the application when an application is selected.
• Reply under a note to keep the discussion in one thread. Replies to a private note are always private.
• Public notes appear in 'Activity' and notify mentioned colleagues. Private notes do neither.
• Interviewers can add notes from the interview guide with 'More actions' > 'Take note'. These save to the application's notes.

Note: You can't change a note's visibility after saving. Only the author can edit or delete a note, and deleting it removes it for everyone.

Emails

'Emails' shows messages exchanged with the candidate from mailboxes connected to Leapsome, plus emails sent from Leapsome or by automations ('Sent via automation').

• Filter by 'All', 'Sent', or 'Received', and use 'Reply' or 'Reply all' on a message.
• Click 'Hide' to remove a message from the profile for your team. This doesn't delete it from the mailbox, and you can restore it.
• If tracking is on, you see whether an email was opened or links were clicked.
• Click 'Sync emails' to fetch new messages. The list also refreshes while the page is open.

Only emails received after a mailbox was connected are synced, and Leapsome only stores emails with candidates who have an active application. To send emails, see Emailing candidates.

Who can see candidates?

To see candidates, you need access to Recruiting plus permission to view or manage all candidates, or to see assigned candidates through your hiring team role on a job. By default, hiring managers, recruiters, coordinators, and sourcers see candidates for their jobs. Interviewers don't see the candidate list.

• Candidates on confidential jobs are only visible to people with access to that job.
• Editing fields, dragging cards, and selecting several candidates require permission to manage candidates.
• Recruiting fields can be hidden per hiring team role.
• Private notes are only visible to their author, whatever other permissions someone has.
• Syncing, sending, and replying to emails require email sync access. Only people allowed to use email tracking see tracking details.

For details, see Hiring team roles and permissions.

Note: Anonymized candidates show an 'Anonymized' badge. Most actions are turned off, and their files, emails, and notes are removed. For 'Export data', 'Data retention', and 'Anonymize candidate', see Handling candidate data requests.