The long list can be accessed either from the Long List tab within a Vacancy, or by selecting Talent Pool from the orange bar, displayed while working a vacancy.

Here you will find any candidates who have already been identified via a Quick Match or Query Builder that you would like to consider for the role, but may not have yet been screened or invited to apply.

To learn more about using the Quick Match and adding Candidates to your Long List, please see this section within the Knowledge base.


Once within the Long List, you can begin to work through the candidates to decide if they are suitable for this role. In order to do this as efficiently as possible, there are a number of tools available:

  • Layout - You can change the information visible in the grid view by updating the layout. By adding additional fields to the grid, this can help you rank or compare candidates against each other to decide which are most suitable. Try adding Town, Salary and Skill match to the grid, as well as any other key information.

Hint - To learn more about managing your layouts, see this article.

  • Simple View / Detailed View - When looking at any list of records, you can chose to work in the simple or detailed views with each having benefits depending on how you like to work. The Simple View uses the grid and is great for quick comparisons between records, whilst the detailed view allows you to see much more information about each record, reducing the need to click into each record.

Hint - To learn more about the different views, see this article.


  • Multiple Sort By - if you have a list of records to review, you can prioritise those with higher skill sets or live closer to the role by managing the Sort By options. As you can order the records by two traits, this can be great for differentiating between similar records.

Progressing and Rejecting Applicants

As you review your long listed candidates there are three main options available to you: move the candidate forward and create an application on their behalf; invite the candidate to apply for the role themselves; or mark the candidate as not suitable.

  • Not Suitable Candidates - Marking a candidate as Not Suitable moves them from the long list into the Not Suitable tab. This does not mean that the candidate is rejected for the position (as they haven't actually applied) and no emails will be triggered automatically. By moving them to the Not Suitable tab, you are just indicating that you have considered them and decided not to progress further. There could be several reasons that a candidate is not considered for a role, such as salary expectations, qualifications or distance to travel. To add a record(s) to the Not Suitable tab highlight the record in the grid, click the Process button and select Not Suitable from the Process bar.


  • Invite to Apply - When you find a suitable candidate(s), rather than just creating the application yourself, you can invite them to apply for the role. The benefit of this is that by doing so, you are engaging with the candidate right from the start of the process and the candidate will be able to complete your bespoke application journey via the candidate portal. To do this, highlight the record(s), click Email / SMS > Candidate, before composing your invitation email - just make sure you include a link to the job in question!

Hint - Using a pre-configured template will help to ensure that the process is as quick and easy as possible. 

  • Creating Applications - You can also choose to put the candidate forward for the role yourself, bypassing the candidate portal. Use the Process button and then select the stage of the workflow you want to add the record(s) to. Remember, as this will bypass the normal application journey for this role, the candidate will not have filled in the screening forms a candidate would normally complete when applying themselves.

Tip: Remember, candidates will always be registering on your database and you can always return to your long list and add to it at any time, either using the Quick Match or Query Builder to identify any newly registered candidates who may be suitable for the role. Looking at the long list of a previous similar vacancy may also be a great place to start when talent pooling for a role!

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