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Candidate records

The candidate record is the single page that holds everything RecSphere knows about one person. This article walks through the Summary, each tab, and the most common things you will do from the record.

Opening a record​

Click any candidate in the candidate list, in search results, or in a shortlist to open their record. The record opens on the Summary.

A refresh icon at the top of the record re-pulls its data if you need the latest.

The candidate list (along with the client and vacancy lists) includes an Indicators column. Hover it for a quick scan of flags on that record: CV on file, references, whether they have been submitted, compliance percentage, the number of vacancies shortlisted for, the number matched, and Mailchimp audience membership.

The action rail​

A vertical strip of icon buttons runs down the side of the record (it appears on the right in the current UI). These are quick actions for the open record:

  • Show contact log to open the side panel for communications and activity.
  • Upload CV. Parse a new CV into the record. This uses one AI credit, matches the CV against the current profile, and shows any changed fields in a red box with a "use" button. It never auto-overwrites, and the CV is then stored in the candidate's Documents. See Importing CVs.
  • Download CV. Choose a full company-branded CV, an anonymised version with personal details removed, or the original. You can generate a branded CV even without an original on file, as long as the profile holds enough information.
  • View CV. Preview the CV in a template with your letterhead.
  • Set up a Teams call.
  • Add to Mailchimp where the Mailchimp integration is configured.
  • Compose an email.
  • Message on WhatsApp.
  • Add a task.
  • Add a note.
  • Delete the record.

The same style of action rail appears on other record types, such as clients and vacancies.

Contact Log, Activity Log and Notes​

Alongside the record, a side panel toggles between three views.

Contact Log is the captured communications with the candidate: calls, emails, WhatsApp and SMS.

  • Filter the log by type, individual and date.
  • Click any item to see its detail.
  • For Aircall calls, the AI summary, transcripts and recording are pulled into RecSphere, so there is no need to open Aircall. A play button streams the recording inline, with no separate login.

Activity Log is a log of the changes made to the record.

Notes are free-text notes, each shown with its author and timestamp. Add a note from here, and it appears in the list with your name, the timestamp and the text.

Type @ in a note to tag a colleague. They are notified both in-app and by email, and can click straight through to the record. You can edit or delete only your own notes.

Anything shown in gold across RecSphere is clickable, and this works throughout the platform, not only on the candidate record:

  • Click any email address to open the in-app email composer. If the candidate has opted out of contact, RecSphere warns you but lets you continue.
  • Click any phone number to start the dialer through your VoIP/telephony integration (Aircall). If you have more than one assigned number, you choose which to call from and a call type, then Call opens the Aircall app on the call. Logged Aircall calls bring their transcription, summary and recording back into RecSphere.

Inviting a candidate to the portal​

From the record you can invite the candidate to the candidate portal. An invite emails them a one-time link to set a password and sign in, where they manage their availability, timesheets and contracts and upload compliance documents. You can also send a one-time link just for uploading compliance documents, without a full login.

Invite when they are ready

Invite a candidate to the portal only once they are ready, so the portal is not empty for them. When adding a candidate, prefer "Add only" over "Add and invite" until then.

The tabs​

A candidate record has the following tabs, in order: Summary, Personal, Job Details, Education & Employment, Schedule, Matched & Shortlist, Compliance, Financials, Contracts and Documents.

Summary​

The Summary is the at-a-glance overview of the candidate.

The header shows the candidate's initials or avatar, their name and registered date, a gold Ref No badge, a candidate status badge (for example, Available, Booked or Do Not Contact) and a secondary pipeline status (for example, Active or Maintenance), plus Grade, Primary Speciality, Current Position, Current Client and Compliance (for example, "No template assigned"). See Candidate status for how the main status is derived.

The left column carries the professional Summary, then Title, First Name, Middle Name(s), Last Name, DOB (with age), Email (gold and clickable), Phone (gold and clickable), Portal Status, Town/city, Suburb, State, Postcode, Notice Period, Available Start Date, Callback Date, Contact Preferences (for example Phone, Email, WhatsApp, SMS and Mailshot) and Mailchimp Audiences.

The right column has three panels:

  • Candidate's Ideal Role. Location, Sector, Employment Type, Expected Rate, Specialist Registration and Primary Experience.
  • Best Matched Vacancy. The top match, or "No matched vacancies found".
  • Last Note. The most recent note, with a Show more notes link.

Personal​

Personal and contact details: names, DOB, address (with a Google address search) and an emergency contact.

Job Details​

The worker and employment type (for example PAYE/PAYG, locum or contractor), the desired or expected rate and units, and the priority order used by matching. It also holds preferences (such as part-time, full-time, weekend or leave cover), sector, preferred clients, and preferred locations. Each preferred location is a named location with a travel radius, used by vacancy matching.

Education & Employment​

Education and employment history, often parsed from the CV.

Schedule​

The Schedule tab is the candidate's availability calendar on their profile. It shows when they are free to work and any shifts they are already booked on, and it is what lets RecSphere match them to vacancies and place them on the Scheduling page.

Set availability in Edit mode: choose the public-holiday jurisdiction, click a day to add an Available event, mark it all-day (or set start and end times, including overnight shifts), and repeat it weekly (for example Monday to Friday) up to an end date. Candidates can also set their own availability in the candidate portal, which flows straight back into this tab.

Why it matters:

  • A CV on file plus availability makes the candidate qualified and Available, so they appear in Scheduling and the Pipeline.
  • Shift availability is one of the factors in vacancy matching, so a fuller schedule produces better matches and a higher match percentage.
  • Once placed, the shifts from their contract show here too, so the calendar reflects both what they are available for and what they are booked on.

For the full walkthrough, see Setting shift availability.

Matched & Shortlist​

The candidate's vacancy matches and shortlist records are shown together on this tab.

The Candidate Match List shows matching vacancies, normally with columns such as match percentage, vacancy reference, role, location, speciality, grade, distance, desired pay, base rate, pay rate, margin, charge rate, potential GM, compliance percentage, start date and actions. Use Refresh to re-run matching where available.

The Shortlist table shows shortlist records already connected to the candidate. Typical columns include match percentage, shortlist reference, vacancy reference, role, employment type, desired pay, base rate, pay rate, margin, charge rate, potential GM, permanent fee fields, compliance percentage, status and accepted date. Use Add only when you are ready to connect the candidate to a vacancy shortlist.

See Applications and pipeline.

Compliance​

The candidate's compliance against their internal baseline template, plus any client-specific checklist items added when they are shortlisted. Documents are held against the candidate. See Compliance overview.

Financials​

The candidate's pay and charge details and the rates used in matching and contracts.

Xero sync is mainly a Payroll concern

The Xero sync of candidate and client records is handled by Payroll: payroll maps the candidate and client to their Xero contacts when a contract is finalised. Recruiters do not normally manage it from this tab. See Payroll overview.

Contracts​

Active and historical contracts, with their timesheets, expenses and payments visible. See Contracts overview.

Documents​

All files held against the candidate: CV, references, right-to-work and certificates. Upload here. Uploading a new CV triggers the CV comparison. See Importing CVs.

Adding a task​

Use the action rail's Add task to set yourself a reminder against the candidate:

  1. Click Add task and choose a task type. Task types are configurable.
  2. Save the task. It appears in your pipeline tasks under upcoming.

When the task is done, mark it complete. Any notes you add are saved against the candidate, and you can create a follow-up task.

Editing core details​

To update the candidate's details:

  1. Open the relevant tab, such as Personal or Job Details.
  2. Click Edit.
  3. Update the fields.
  4. Click Save.

Changes are logged so you can see what changed and when. For organisation-wide audit information, see the audit log.

Notes are timestamped

Every note shows who wrote it and when. This is useful for handovers between colleagues and for evidencing the steps you took when working with a candidate.