In addition to seeing current Applications against Vacancies, Hiring Managers may also have access to the Talent Pool, meaning they can proactively source candidates from the database.

The Talent Pool search allows Hiring Managers to identify Candidates who may be a suitable match for their of your Vacancies and either add them to a long list or create an application for the role.

Within this article we will explore the functionality available and how to use it to identify those suitable Candidates.

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Note: access to the Talent Pool is controlled from within the Core System by the HR/Recruitment Team and is Recruitment Workflow specific. I.e. You can make the talent pool available for certain vacancies but restricted for others.

Accessing the Talent Pool

I can access the Talent pool from within the Applications screen - I select the appropriate workflow, then click Talent Pool.


I can now see a list of all the Candidates that I have permission to view.

Note: The talent pool is likely to be restricted, to hide certain groups of candidates i.e internal candidates or those now working for you may not be available. Similarly, Hiring Managers may only have access to candidates that have specifically been allocated to the talent pool.

Searching the Talent Pool

Having accessed the Talent Pool, I'll see a list of all available candidates.

If I'm trying to identify Candidates for a specific Vacancy, I select it from the drop down menu and click Search.


I can now search using the following fields:

  • Candidate ID
  • Forenames
  • Surname
  • Email Address
  • Function
  • Location
  • Department
  • Vacancy Type
  • Search CVs

When searching against a specific Vacancy, I also have the option to load search criteria from the Vacancy.  Clicking this will auto populate the search fields with the relevant information from within the Vacancy.

The Search CVs field allows me to carry out a free text boolean search of the text fields within the Candidate's CV.  

When I'm ready to carry out your search, I click Candidate Search. From the results, I can then click into the different candidate records and decide if they're what I'm looking for.

Having reviewed the Candidate, if I think they might be suitable for the role, I click the Process button and select Long List.

Hint - The ability to long list candidates, or create applications for them, may be restricted by the workflow. If Hiring Managers are unable to add candidates to the long list, settings within the Workflow will need to be changed by a System Administrator.

Viewing and Contacting Long Listed Candidates

To view the Long List, I go to the Applications page for the workflow in question and select Long List - it'll appear just beneath Talent Pool, so long as I have permission to view it.

When viewing the long list, I can click on the Candidate's name to view the Candidate Dialogue. From here, I can review the candidate details & contact them using the tools available. 

If I want to contact multiple candidates, I can also do this from the grid view. I Select the Candidates I want to contact using the tick boxes on the right hand side of the screen, then click the Contact button.  I can compose the email, using merge fields if required before clicking Send to trigger the email.

Creating an Application for Candidates found within the Talent Pool

If I want to create an Application on behalf of a Candidate, this can be done from within the Talent Pool and Long List screens.  As with all other functions relating to talent pooling, the ability to create an Application for a Candidate is controlled from within the Recruitment Workflow settings, managed by the HR/Recruitment team.

If I have the ability to create Applications for Candidates, when viewing a Candidate in addition to the Long List button, I'll see an additional option, which allows me to add the candidate to a workflow stage and select a status

Note: When creating an Application for a Candidate in this way, it means that candidate does not need to complete the application form. If you need the candidate to complete the application form, use the contact function to invite the candidate to apply rather than creating the application on their behalf - this will ensure that they complete the same process as all other applicants.

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