This guide will help you effectively use our Referral Tracking System to manage and engage with candidates.

The Candidate Portal provides a comprehensive view of all referred candidates, allowing you to track their progress and maintain communication throughout the recruitment process.

Overview of the candidate portal

The Candidate Portal is designed to streamline the referral process by providing a centralized location for managing candidate information and interactions. The primary goal is to view the profiles of candidates that are vouched for, track their progress, and simplify outreach to candidates, whether they are accepted or rejected.

Key features of the candidate portal

1. Candidate profiles
   • CV and LinkedIn profile: Access candidates’ CVs and LinkedIn profiles directly from their profiles.
   • Contact details: View phone numbers and email addresses for easy communication.
   • Description from voucher: Read personalized descriptions and endorsements from the vouchers.
   • Motivation description: See additional motivation or cover letters provided by the candidates.
2. Management tools
   • Note-taking: Add notes and context within the app to keep track of interactions and thoughts.
   • Status updates: Update where candidates are in the recruitment process using the Kanban board.
   • Templates for communication: Use customizable templates to contact or reject candidates easily.
   • Statistics: View statistics related to your recruitment campaigns and referral effectiveness.
3. Communication features
   • Automated notifications: Notifications are sent to candidates and vouchers at key steps in the process.
   • Rejections through the system: Send rejections via the system using customizable templates.

How to navigate the candidate portal

1. Accessing the candidate portal
   • Navigate to the specific job listing on the Vouch platform.
   • Click on the listing to view all candidates vouched for that position in a structured way.
2. Viewing and managing candidate profiles
   • Select a candidate to view their full profile, including CV, LinkedIn profile, contact details, and descriptions.
   • Use the note-taking feature to add context and track your thoughts about each candidate.
   • Update the candidate's status on the Kanban board to reflect their progress through the recruitment process.
3. Communicating with candidates
   • When you decide to contact a candidate, update their status to trigger an automated notification informing them to expect outreach.
   • If a candidate is rejected before initial contact, send a rejection email through the system.
   • If the candidate is rejected after contact, you notify them personally, and the system updates the voucher.
   • Upon hiring a candidate, notifications are sent to all relevant parties and payment to the voucher is scheduled as per the agreement.

Best practices for using the candidate portal

• Regularly update candidate status: Keep the Kanban board up-to-date to reflect the latest status of each candidate.
• Use notes effectively: Document your interactions and thoughts on each candidate to keep track of your recruitment process.
• Leverage communication templates: Save time and maintain professionalism by using and customizing the provided communication templates.
• Monitor statistics: Regularly review the statistics to understand the effectiveness of your referral campaigns and adjust your strategies accordingly.

Privacy and security features

• Data Processing Agreement (DPA): Candidate data is protected under a DPA entered into between the customer and Vouch. All candidates and vouchers accept the T&Cs including data storage when accepting the vouch or vouching.
• Access permissions: Only authorised users with the necessary permissions can access the Candidate Portal.