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Creating shortlists

A shortlist links candidates to a vacancy and tracks the stage each one is at. This article covers adding candidates to a shortlist, comparing them, submitting them to the client, and removing them when needed.

One shortlist record per candidate​

RecSphere creates a separate shortlist record for each candidate on each vacancy. Three shortlisted candidates means three shortlist records. This lets you work each candidate's financials independently, for example setting one candidate to PAYE (or PAYG in Australia) at an agreed rate and saving that, while another is positioned differently.

Adding a candidate to a shortlist​

You can add one candidate to a vacancy shortlist from the main Shortlist area, from a vacancy record or from a candidate record.

From the Shortlist page​

  1. Open Shortlist from the main navigation.
  2. Click Add.
  3. Select the candidate and vacancy.
  4. Review the shortlist details, including payment type and any candidate-specific fields shown.
  5. Save the shortlist record.

Use this route when you already know the candidate and vacancy you want to connect and do not need to start from the vacancy's match list.

From a vacancy​

  1. Open Vacancies.
  2. Open the vacancy record.
  3. Select Matched & Shortlist.
  4. In the shortlist area, use Add or the vacancy action Submit CV / Shortlist, depending on the button shown in your workspace.
  5. Search for and select the candidate.
  6. Review the shortlist details, including the vacancy, candidate and payment type.
  7. Save the shortlist record.

If the candidate is already visible in the vacancy's Candidate Match List, use the row action to add that individual candidate to the shortlist. This moves that candidate from match review into the shortlist workflow for the vacancy.

From a candidate​

  1. Open Candidates.
  2. Open the candidate record.
  3. Select Matched & Shortlist.
  4. In the Shortlist table, click Add.
  5. Select the vacancy and review any payment type or shortlist fields shown.
  6. Save the shortlist record.

RecSphere creates one shortlist record for the selected candidate and vacancy. The current CRM does not support adding several candidates to a vacancy shortlist in one bulk shortlist action.

Comparing candidates​

The shortlist on a vacancy lets you compare candidates side by side before you decide who to put forward. For each candidate you can weigh up the potential gross margin (GM), compliance level, engagement level and years of experience.

Submitting candidates to the client​

There are two ways to submit candidates to the client contact.

Send a single candidate​

From a single candidate, click Send CV. RecSphere shows which documents compliance requires, for example one submitted document. You then choose the redacted or the full CV, preview what will be sent, and send it to the client contact.

Send the whole shortlist​

Where configured, use the vacancy or shortlist submission actions to send selected candidate documents to the client contact. Check the on-screen options before sending, as the available attachment and packaging choices can depend on the documents selected and the workspace configuration.

Shortlist status flow​

A shortlist record starts at Shortlisted when the candidate is added to the vacancy shortlist. It can then move through submission, interview, acceptance, rejection, withdrawal or booking stages depending on the actions your team takes.

Common shortlist statuses include Shortlisted, Submitted, Interview Requested, Interview Scheduled, Interviewed - Pending Feedback, Accepted - Potential Booking, Accepted Contract, Rejected by Client, Withdrawn and archive-related statuses. Some workspace-specific statuses may not have an information icon in System Values. For the full reviewed list, see Shortlist status definitions.

What happens next​

After you add a candidate to a shortlist:

  • The candidate appears in the vacancy's shortlist table and on the candidate's Matched & Shortlist tab.
  • The shortlist record becomes the workspace for candidate-specific financials, interviews, compliance, schedule, expenses and booking decisions.
  • The candidate may appear on the Pipeline page under the relevant stage where pipeline tracking is enabled.

Hold the candidate at the shortlist stage until you are ready to submit or book them.

Removing a candidate from a shortlist​

If you added someone by mistake, or they need to come off the role entirely, you can remove them.

  1. Open the shortlist entry.
  2. Use the available action, such as Reject or Delete, depending on whether the record should remain as part of the process history.
  3. Confirm the action only after checking you are on the correct shortlist record.

Rejecting and deleting are different actions. Use Reject when the candidate was considered but is not progressing. Use Delete only where your permission level allows it and the shortlist entry should be removed.