Recruitment: candidates and vacancies

The Recruitment add-on adds candidates and vacancies to Structurell CRM. Candidates hold a person's skills, experience and expectations. Vacancies hold the roles you are filling. Both move through their own pipelines, and each vacancy shows a ranked list of matching candidates. You can also create a candidate straight from a CV. You'll find it under Grow → CRM → Recruitment.

Before you start

• Your subscription needs the Recruitment add-on. Without it, opening a recruitment page shows Recruitment can be enabled from module settings. and takes you to the Package page. See Package and add-ons.
• You need permission to view candidates or vacancies, and separate permission to create or edit them. CV Conversion needs permission to create candidates. See Users, teams, groups and permissions.
• Your administrator can change the fields on candidates and vacancies, so your forms may differ from this article. See CRM settings.

Find candidates and vacancies

Go to Grow → CRM → Recruitment, then choose Candidates or Vacancies.

The candidates list opens with summary tiles for Active, Stage mix, Offers out and Placed. The vacancies list shows Open, Applicants (30d) and Filled. Both lists can be searched, filtered, sorted and exported like other CRM lists.

Add a candidate

1. Go to Grow → CRM → Recruitment → Candidates and select New.
2. Enter the candidate's Name. This is required in the standard layout.
3. Add what you know: First Name, Last Name, Email, Phone, Locations (one per line), Skills (one entry per skill), Education & Qualifications, Availability, Salary Expectation, Rate Expectation, Work Rights and Source.
4. Under Employment History, add a row for each job with its Start, Finish, Position, Company and Details.
5. Optionally attach their CV in Document Asset.
6. Choose the Pipeline, Stage and Owner, then select Save.

The standard candidate stages are New, Parsed, Screened, Shortlisted, Submitted, Interview, Offered, Placed and Rejected. See Pipelines and stages.

Create a candidate from a CV

CV Conversion reads a CV and creates a new candidate from it.

1. Go to Grow → CRM → Recruitment → Candidates.
2. Open the menu next to New and select CV Conversion.
3. Under Candidate Document, choose the CV file: a PDF, a Word .docx file or a plain-text file. Alternatively, paste the CV's text into Document Text. If you do both, the pasted text is used.
4. Select Convert.

Structurell creates the candidate, keeps the CV with the record and opens it. It picks out details such as the name, email address, phone number, locations, skills, employment history, education, availability, salary or rate expectations and work rights, and sets Source to CV. Always check the new record and fill in anything that was missed.

If you see Unable to extract text from the candidate document, the file has no readable text, for example a scanned PDF or an older .doc file. Copy the CV's text into Document Text and select Convert again.

Update a candidate from their CV

If a saved candidate has a CV attached in Document Asset, you can pull its details into the record.

1. Open the candidate.
2. Select Read CV. The button is greyed out if no document is attached.
3. Review the changes Structurell found. Each change shows the previous and new value. Untick Apply for any you don't want.
4. Select Apply amends to form.
5. Check the form, then select Save. Nothing changes on the record until you save.

Add a vacancy

1. Go to Grow → CRM → Recruitment → Vacancies and select New.
2. Enter a Title. This is required in the standard layout.
3. Fill in the details: Role Type, Location, Remote Policy, Salary Range, Rate Range, Description, Required Skills, Nice-to-have Skills and Urgency.
4. Choose the Pipeline, Stage and Owner, then select Save.

The standard vacancy stages are Draft, Open, Sourcing, Shortlist, Interviewing, Offered, Filled and Closed.

See matching candidates

Open a saved vacancy and go to its Candidate Matches tab. Every enabled candidate is scored from 0 to 100 against the vacancy and listed with the best match first, with the reasons for the score. The score is made up of:

• Up to 70 points for the share of the vacancy's Required Skills the candidate has.
• Up to 20 points for the share of the Nice-to-have Skills they have.
• 10 points if one of the candidate's Locations is the same as the vacancy's Location.

Skills and locations are compared by their exact wording, ignoring capital letters. Use the same wording on candidates and vacancies (for example, always "Project management", not sometimes "PM"), and put each of a candidate's locations on its own line.

Discuss a record

Once saved, candidates and vacancies both have a Comments tab, where you can discuss the record with your team.

Troubleshooting

• Recruitment pages take me to the Package page. The Recruitment add-on isn't switched on for your subscription.
• Read CV is greyed out. Attach the CV in Document Asset first.
• A candidate doesn't show up in matches. Only enabled candidates are scored. A candidate whose skills share no wording with the vacancy can still appear, with a low score.