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Vacancy matching and shortlisting

The Matched & Shortlist tab shows candidates matched to a vacancy, shortlist records connected to the vacancy and related interviews.

Open Matched & Shortlist​

  1. Open Vacancies.
  2. Open the vacancy record.
  3. Select Matched & Shortlist.

Candidate Match List​

The Candidate Match List can show:

  • % Match
  • Candidate Ref No
  • Candidate
  • Matched Date
  • Available Start
  • Distance
  • Desired Pay
  • Base Rate
  • Pay Rate
  • Margin
  • Charge Rate
  • Potential GM
  • Compliance %

Use this list to review candidate suitability before shortlisting.

Match results can use more than one part of a candidate profile. If a candidate appears even though their primary grade or speciality does not look like an exact match, check their additional experience, secondary specialities or sub-specialities before excluding them.

The financial columns help compare likely gross margin before a candidate is shortlisted. Treat them as a review aid and confirm candidate-specific pay, payment type and rate details on the shortlist before booking.

Use advanced filters when matching or reviewing larger candidate pools. Saved views change the column layout; advanced filters control which records appear.

Shortlist table​

The Shortlist table can show:

  • Shortlist Ref No
  • Candidate Name
  • Employment Type
  • Perm Fee %
  • Perm Fee
  • Status
  • CV Sent Date
  • Accepted Date

Use the shortlist table to see which candidates have already moved from matching into active submission, negotiation or booking workflow.

Add a candidate from this tab​

From Matched & Shortlist, use Add in the shortlist area or the vacancy action Submit CV / Shortlist to add one candidate to the vacancy shortlist. Search for the candidate, review the shortlist details and save the record.

If the candidate is already shown in the Candidate Match List, use that candidate's row action to add them to the shortlist. RecSphere creates one shortlist record for that candidate and vacancy.

Add candidates individually. The current CRM does not support bulk shortlisting from this tab.

Hide poor matches​

Where available, use the reject or thumbs-down action to hide a match that is not suitable. This helps keep the visible match list focused on candidates worth reviewing.

Match lists are normally ordered by strongest match first, but a high score should still be reviewed against the candidate profile, schedule, compliance and financials.

Interviews table​

The tab can also show related interview information, including:

  • Shortlist Ref No
  • Date of Interview
  • Outcome
  • Reason

Rematching​

Some vacancies show a Rematch action.

Use this only when you want RecSphere to refresh or recalculate candidate matches according to the current vacancy and candidate data.

Rematch may update match results

Rematching is a process action, not just a view. Use it only when you are ready to refresh the match list.

  • Shortlists Overview
  • Candidate Matching and Shortlisting
  • Vacancy Applications
  • List Views, Filters and Tabs
  • Creating Vacancies and Schedules