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Shortlists overview

A shortlist links a candidate to a vacancy and gives your team a workspace for progressing that candidate through submission, interview, compliance, financial review and booking decisions.

Each shortlisted candidate has their own shortlist record. This lets you manage one candidate's status, compliance, rates, schedule and expenses independently from other candidates on the same vacancy.

Shortlists are also useful for payroll and finance visibility. They show candidates who may become placements soon, so missing onboarding, compliance, payroll or rate information can be identified before the contract is finalised.

Where pipeline automation is configured, adding a candidate to a shortlist can move them into the shortlisted stage. Submitting the candidate to the client can then move them into submitted.

Shortlist status is separate from the candidate's main status. It describes that candidate's progress for one vacancy only, such as Shortlisted, Submitted, Interview Scheduled, Accepted Contract, Rejected by Client or Withdrawn. See Shortlist status definitions.

Where to find shortlists​

Open Shortlist from the main navigation to see shortlist records across the CRM.

From this page, use Add to create a new shortlist record by connecting one candidate to one vacancy.

You can also reach shortlist records from:

  • a vacancy's Matched & Shortlist tab
  • a candidate's Matched & Shortlist tab
  • a client or contract related-record tab

Shortlist list view​

The Shortlists list shows records with columns such as:

  • Match %
  • First Name
  • Last Name
  • Job Title
  • Client Name
  • Sites
  • Employment Type
  • Payment Type
  • DE
  • Ref No
  • Desired Pay
  • Base Rate
  • Pay Rate
  • Margin
  • Charge Rate
  • Submission Date
  • Accepted Date
  • Estimated Start Date
  • Status
  • Shortlisted On
  • Compliance %
  • Client Compliance
  • Consultant

Click a row to open the shortlist record.

Shortlist tabs​

A shortlist record has these tabs:

  • Details
  • Financials
  • Schedule
  • Expenses

Details tab​

The Details tab brings together the key information needed to progress the candidate.

Sections can include:

  • Shortlist Summary
  • Shortlist Details
  • Site Information
  • Contact Information
  • Feedback
  • Interviews, with an Add action for scheduling a new interview
  • Compliance, with Submit Documentation where documents need to be sent or requested
  • Rate
  • Assigned Rules
  • Break Policy
  • Invoice Settings

The shortlist is where candidate-specific negotiation starts to become concrete. If the vacancy rate was used only for modelling, confirm the candidate's agreed payment type, base rate, pay rate, charge rate and expected margin on the shortlist before moving towards booking.

Common shortlist actions​

Depending on permissions and status, a shortlist may show actions such as:

  • Schedule Interview
  • Submit Documentation
  • View Vacancy Schedule
  • View Candidate Schedule
  • View Compliance
  • Book
  • Accept
  • Reject
  • Delete
Workflow actions can change status

Actions such as Book, Accept and Reject can change the candidate's workflow state. Use them only when you are ready to progress or close the shortlist decision.

Accept, reject and book​

Use Accept when the client has accepted the candidate and the shortlist is ready to move towards booking.

Use Reject when the candidate should not continue for that vacancy. Record the appropriate reason, such as client rejection or candidate withdrawal, according to your agency process.

Use Book when the accepted shortlist should create a contract. Booking creates the contract record and carries forward key information from the vacancy, candidate and shortlist, including schedule, rates, client and candidate details where available.

Before booking, check compliance, financials, schedule, expenses and contact information.

Schedule and expenses tabs​

Use Schedule to compare the candidate's availability and the vacancy schedule before booking or arranging interviews.

Use Expenses to review expected or agreed costs connected to the shortlist, such as travel, accommodation or other claimable items. Confirm who pays and who is charged before the shortlist becomes a contract.

Financial review​

Use the shortlist financial information to compare candidates on the same vacancy. Different shortlisted candidates can have different agreed pay rates, payment types or margins, even when they came from the same vacancy rate card.

Before progressing a shortlist, check:

  • the selected rate card or custom rate
  • payment type
  • base rate and pay rate
  • charge rate
  • margin and markup
  • direct engagement status
  • assigned rules and break policy
  • invoice settings

If anything looks inconsistent with the vacancy or client terms, resolve it before booking the candidate.

  • Shortlist Interviews
  • Shortlist Compliance and Document Submission
  • Shortlist Expenses
  • Vacancy Matching and Shortlisting
  • Candidate Matching and Shortlisting
  • Status definitions
  • Pipeline Early Access
  • Contract Documents and Compliance