Set Up a Candidate Pool

You set up candidate pools so that recruiters and hiring managers can group candidates and manage sourcing activities for a current or future job position that they will potentially fill.

To set up candidate pools, you need a candidate pool process which provides the framework to progress candidates through the sourcing lifecycle. This ensures that candidates are engaged with the organization even if they aren't actively involved in a hiring effort. You can create candidate pool processes to match your internal business processes. This includes adding, removing, renaming, and reordering the various phases and states that the pool members will go through. You can create multiple candidate pool processes but only one candidate pool process can be active at any given time.

Two candidate pool processes are provided with the product:

• Candidate Pool Process Template (CPP-TEMPLATE): This process can't be made active. You can however duplicate the process to create your own candidate pool process. This process contains predefined phases and states.

• Default Candidate Pool Process (CPP-DEFAULT): This process is a copy of the candidate pool process template. It contains the same predefined phases and states. This process is provided so that there's an active process in new environments. You can't make many modifications to this process because it's already active. You can use the process for your candidate pools. You can also make it inactive to use your own processes instead.

Here's what to do

1. Define Process Properties

2. Create Phases and States

3. Activate the Process

Initiate the Creation Process

You start the creation process by defining properties such as the process name, code, and description.

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Source Candidates

   • Task: Candidate Pool Management Process Configuration

2. On the Candidate Pool Management Process Configuration page, click Create.

3. On the Create Process page, enter the process name, code, and description.

4. Click Save and Continue.

Create Phases and States

Once you've entered process property information, the details page of the candidate pool process is displayed. This is where you add phases and states to the process. A process is made of multiple phases, and each phase is made of multiple states.

All phases include the terminal states Rejected by Employer and Withdraw by Candidate.

1. In the Phases section, click Create.

2. Enter a name and a description for the phase.

3. In the States section, click Create to add a state to the phase. When you type the name of the new state, a list of existing state names is suggested to help the reuse of existing names across processes.

4. You can change the order of states using the up and down arrows.

5. Click Save and Close.

Repeat the above steps to create more phases and states. When you have many phases, you can change the order of phases using the Move Right and Move Left arrows.

Add Move Conditions

You can add move conditions to the states of a process. Move conditions prevent job applications from being moved out of a current state. All conditions must be met for a job application to move out of the current state.

1. In the States for Phase section, click the Move Condition menu next to a state and select Define Condition.
2. On the Move Conditions page, select conditions.
   1. • Click Add Predefined to select predefined conditions.
      • Click Add Fast Formulas to select fast formulas used as conditions.
3. Click Save and Close.

Activate the Process

Once the candidate pool process is ready, you can activate it so it can be used by recruiters when they create candidate pools. There can only be one candidate pool process active at a time. All candidate pools will use the enabled process.

Note: -When you activate a new candidate pool process, be aware that the count of candidates which are marked as New in the pool member list will only reflect those candidates who are in the first phase and state of the newly activated candidate pool process. Candidates who are in the first phase and state of the inactivated candidate pool process won't be part of the count of New candidates.

1. On the Candidate Pool Management Process Configuration page, click the candidate pool process.

2. Click Edit Process Properties.

3. In the Status field, select Active.