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Adding a candidate

You can add a candidate to RecSphere in two ways: type the details in by hand, or import a CV and let RecSphere parse the file into a record.

Where to start​

Open the Candidates page from the main navigation. The Add candidate button is at the top right of the candidate list. It gives you two options:

  • Import from CV. Upload a CV and let RecSphere parse it into a record. See Importing CVs.
  • Create blank candidate. Type the details in by hand.

Required fields​

Only two fields are required to create a record:

  • First name (for example, Sarah).
  • Last name (for example, Williams).
  • Email Addresses (Minimum of one unique email address).

Everything else is optional, though the more you record the better candidates match to vacancies. An email address is required, when added it must be unique (see the note at the end of this article).

The blank-add flow runs across three pages, shown as tabs at the top: Personal, then Job Details, then Education & Employment. Use Next to move between them; on the last page the button changes to Save. If you try to leave before saving, RecSphere asks you to confirm so you do not lose unsaved changes.

Adding a candidate by importing a CV​

If you have the CV to hand, importing it is the fastest route:

  1. Click Add candidate, then Import from CV.
  2. Drag the CV in or choose the file. Accepted formats are .pdf, .doc and .docx.
  3. The CV displays in a right-hand panel so you can read it while it processes. After a few seconds RecSphere parses it and pulls in fields like date of birth, registration number, contact details, job details, last employer, education and full employment history.
  4. Check the pre-filled fields. Edit anything the parser misread.
  5. Click Save to create the record.

If the CV belongs to someone already in the system, RecSphere flags a potential duplicate. It matches across email, first name, last name, address and other personal details, and shows a verification prompt. You can still choose to add the candidate anyway.

For the full detail of what the parser extracts, see Importing CVs.

Adding a candidate manually​

Use this route if you do not yet have a CV (for example, you took the details over the phone):

  1. Click Add candidate, then Create blank candidate.
  2. Work through the Personal details page, then Job details.
  3. Click Save. Education & employment is optional and can be filled later from a CV.

You can import a CV against the record later from the candidate record.

Personal details​

The first page captures who the candidate is. None of it beyond the required fields is mandatory, but the more you record the better candidates match to vacancies:

  • Name and date of birth.
  • Other nationalities and ethnicities, and right-to-work status.
  • AHPRA registration number, plus any other specialist registration numbers.
  • Personal summary.
  • Email, contact numbers and address (with an address search), and an emergency contact.

A personal email is useful here: it lets you see the email back-and-forth with the candidate, and lets you test the candidate portal.

Contact preferences​

Set how the candidate is willing to be reached. Each channel - phone, email, WhatsApp and SMS - can be set on, off, or according to the candidate's stated preference. If you contact a candidate through a disabled channel, RecSphere shows a warning that you can continue past.

Marketing preferences cover job alerts, general marketing and data-sharing consent. There is also a digital timesheets preference, which records whether the candidate will use the portal for timesheets.

Internal information​

Internal information sits alongside the personal details and is for your team rather than the candidate:

  • Recruitment consultant. Usually you, but you can add a candidate on behalf of a colleague.
  • Compliance consultant. The compliance person who looks after this candidate.
  • Response level. How responsive the candidate is.
  • Temperature. Hot, warm or cold. You can filter on it.
  • Source. Where the candidate came from.
  • Referred by. An internal user who passed them over, or an external partner.
  • Callback date. Ties into the pipeline and your tasks.

Address​

The address field uses a global address search. For Australian addresses it also resolves the Modified Monash Model classification, which describes how rural or remote the location is.

Job details​

Job details is the most important page for matching.

The employment information - notice period, current or last employer, and reason for leaving - is mostly for information.

Payment and employment type​

Add one or more of company contractor, employee, umbrella and permanent. For each, you set a desired rate as a base rate or a pay rate (an hourly or day rate), or a salary for permanent.

Base rate and pay rate differ only by whether superannuation is applied.

Work pattern​

Record the work the candidate wants: full-time, part-time, ad hoc, weekends, or annual-leave cover.

Experience, qualifications and skills​

Build up the candidate's experience by adding a grade plus specialty plus sub-speciality plus years of experience. Add several, reorder them, and mark one as primary. The primary carries slightly more weight in matching, but all grades, specialities and experience are matched.

Add qualifications and skills too. These also feed matching.

Candidate preferences​

Preferences you set on the candidate influence how the match algorithm weights vacancies for them:

  • Vacancy matching preference. Optional. Choose rate, location or shift to add weight to that factor.
  • Reason for looking. For information.
  • Sectors. Public, private or any.
  • Preferred clients. Mark a client the candidate is willing to work at, and mark them "pre-approved" if they have worked there before. Pre-approved candidates are quicker to place.

Preferred locations​

Give each location a friendly name (for example, "Home") with a travel radius in kilometres and/or a postcode, or set it to "anywhere". A candidate can have several locations, and each gives the matching algorithm a different radius to search from.

Education & employment​

The Education & employment page is optional and is usually filled from the CV. At a minimum, complete the Personal details and Job details pages and let the CV populate the rest.

Saving and the portal invite​

When you click Save, a prompt asks whether to invite the candidate to the portal now or add them only.

We recommend add only until the candidate is ready: typically when they are about to upload compliance documents or submit timesheets. Inviting too early emails them a login link and risks invited candidates forgetting their password before they need to sign in.

What happens next​

After saving, you land on the new candidate record. From here you can:

  • Add the candidate to a vacancy shortlist.
  • Send them a compliance questionnaire.
  • Log a note about your conversation.
  • Upload supporting documents such as a right-to-work check.
Duplicates

Email addresses must be unique. If you enter an email that already exists, RecSphere blocks the save: you cannot add a candidate with an email that is already in use. Find and update the existing record instead.