Add candidates to a stage

To invite candidates to participate in an on-demand or live interview, you begin by adding them to a stage within an existing job. This is the primary workflow for managing candidates for a specific job: open the job (Job Summary), select the correct stage (stage candidate list), add the candidate, and then use search/filter tools (such as Narrow By) to find the candidate and review their profile and submissions.

Manually adding a candidate is useful when you need to invite someone who has not applied through your standard application process.

When you add candidates to an:

• On-demand stage, they are automatically invited to submit an on-demand stage.
• Live stage, then depending on the scheduling options you selected when you defined the stage, you can either manually schedule their interview, or ask that they self-schedule their own interview date and time.

Once you add candidates, any user with the appropriate permissions and group access can view or edit their profile, or invite them to Hirevue interviews or assessments.

Add candidates to a job (overview)

Use these high-level steps to navigate from the jobs list to the add-candidate panel.

1. From the main dashboard, select Jobs to view your job listings.
2. Locate the job you want and select the job title to open the job (Job Summary / job details).
3. (Optional) Select the stage in the progress bar/tabs where you want to add the candidate.
4. Select Add Candidate to Job (or Add Candidates, depending on what appears in your UI) to open the Add Candidate window/panel.
   • If there are no candidates in the stage yet, this may appear as a large button in the center of the page.
   • If there are already candidates in the stage, it often appears near the bottom-right or bottom of the page (location varies by configuration).
5. Choose how you want to add candidates (manual entry, upload a file, or select from a list), then complete the prompts.
6. After saving, use the stage search bar and/or Narrow By search/filter to locate the candidate in the stage list.

Access a job to manage candidates (basic steps)

Use these steps to open the job where you want to add or review candidates.

1. From the main dashboard, select Jobs.
2. From the list of jobs, select the job you want to manage.
3. The job opens in Job Summary, where you can add candidates and review existing candidates.
4. (Optional) Select a stage in the progress bar/tabs to open the stage page (candidate list) for that stage.

View all candidates for a job (from Job Summary)

If you want to see the complete list of candidates associated with a job (not just a single stage), you can open the full candidate list from Job Summary.

1. From the main dashboard, select Jobs.
2. Select the job you want to manage to open Job Summary.
3. On the Job Summary page, select View all to open the full candidate list for that job.

Manage candidates within a job (overview)

After you open a job and choose a stage, the stage page shows the candidate list for that stage. From there you can:

• Add new candidates (for example, using Add Candidate to Job / Add Candidates).
• View existing candidates in the stage.
• Filter the list (for example, using the left-side Narrow By panel or other filter controls—labels can vary by configuration).
• Select a candidate’s name to open their profile/details view.

Search for a candidate in a job stage (Narrow By)

If you need to quickly locate a specific candidate in a large stage list, use the search field in the left-side filter panel.

1. Open the job and select the stage that contains the candidate.
2. On the stage’s candidate list page, locate the Narrow By panel on the left side of the screen.
3. Enter the candidate’s name (or other identifying information, such as an email address—availability varies by configuration) in the search field.
4. If a search icon is shown, select it to apply the filter.
5. The candidate list updates to display only matching result(s).
6. Select the candidate’s name to open their profile/details and review any submitted responses (if available).

Quick steps: add a single new candidate to a job (manual entry)

Use this workflow when you want to manually add one new candidate to an existing job and place them into a specific stage.

1. Navigate to Jobs, then open the job where you want to add the candidate. The job opens in Job Summary / job details.
2. Open the stage where you want the candidate added (optional, but recommended):
   • In Job Summary, select the stage in the progress bar to open the stage’s candidate list view.
3. From the job/stage detail page, select Add Candidate to Job (or Add Candidates, depending on what appears in your UI).
   • If there are no candidates in the stage yet, this may appear as a large button in the center of the page.
   • If there are already candidates in the stage, it is commonly near the bottom-right or bottom of the page (location varies by configuration).
4. In the Add Candidate window/panel, confirm the correct interview Stage is selected in the drop-down.
   • In some configurations, the window prompts “What interview stage should the candidate be added to?”. Select the correct stage.
5. Select the Enter New Candidate tab (if tabs are shown).
6. Enter the candidate’s First Name, Last Name, and Email (phone fields may be optional).
7. Select Save & Close (or Save, depending on what appears in your UI).

After saving:

• A confirmation message appears (often at the top of the screen).
• The page may refresh.
• The candidate appears in the candidate list for the selected stage.
• (Optional) Use Narrow By to search for the candidate in the list.

To add candidates to a stage

1. Open the job and (optionally) the stage where you want to add candidates.

   1. Click Jobs on the main Hirevue menu bar. (If Jobs is in a drop-down in your top navigation, open the menu and select Jobs.)
   2. On the Jobs page, click the job that you want to open. The job opens in the Job Summary view.
   3. (Optional) On the progress bar, select the stage to which you want to add candidates.

2. Click Add Candidate to Job.

   • In some configurations, the button is labeled Add Candidates.
   • If there are no candidates in the stage yet, this may appear as a large button in the center of the page.
   • If there are already candidates in the stage, the button is commonly near the bottom-right or bottom of the page (location varies by configuration).
   • In some configurations, the button label may appear as Add Candidate to.

3. When the Add Candidate window/panel appears, confirm the correct Job and Stage are selected. If needed, select a different stage.

   • You may be prompted with “What interview stage should the candidate be added to?”.

4. Select the method that you want to use to add candidates.

Enter New Candidate

Select this option to enter candidates that have not yet been added to your application. When you add a candidate to this stage, that candidate is added to both the Hirevue system and this job and stage.

Tip: If the Add Candidate window includes multiple tabs (for example, Enter New Candidate), make sure you are on the correct tab before entering candidate information.

Candidate fields

Enter or edit the following information:

Note: Some applications contain custom fields configured by your system administrator not listed here. For questions about fields specific to your client application, contact your system administrator.

• First Name/Last Name (required): Candidate name used to identify the candidate in the application. This name is also used to address the candidate in system-generated emails.
• Email (required): Email address of the candidate. A candidate's email address is their unique identifier. If the email already exists in the application, you cannot create a second candidate profile with the same email.
• Phone: Depending on your application configuration, phone number fields may be available but optional.
• Contact Information: (For example, Phone, Mobile Phone, Address, City, State/Province/Region, ZIP, and Country). This is the contact information for the candidate. Once defined, this information is only visible from the Candidate dashboard and candidate profiles. You can also export this information to a spreadsheet using the Export function.
• LinkedIn Profile URL: URL of the candidate's LinkedIn profile. The URL must be entered as a valid link (for example: https://www.linkedin.com/in/profilename).

Save options (may vary by application):

• Save & Close (or Save, or a final Add button): Saves the candidate and closes the Add Candidate window.
• Add Another Candidate: Saves the current candidate and clears the form so you can enter another candidate. After saving, you may see a brief confirmation message indicating the candidate was successfully added to the selected stage (often Stage 1, depending on your workflow).
• If the email already exists: A confirmation pop-up may appear asking if you want to add the existing candidate to the current job and stage. Select Yes, Add Candidate to confirm. The page refreshes and a notification indicates the candidate was added (often to Stage 1, depending on your workflow).
• If the email already exists and the candidate is archived: A confirmation pop-up may appear asking to add the candidate back. Select Yes, Add Candidate to unarchive the candidate and add them to the current job and selected stage.
• If you entered information in an incorrect format (for example, an invalid email address), an error message appears and you must fix the errors before you can save.
• When you are finished adding candidates, close the window using Cancel or the X.

Upload File

Use this option to quickly upload multiple candidates to the job and to send out simultaneous on-demand interview requests.

• To use this option, click Upload file, and then follow the on-screen directions to download and edit the template, and then upload it back into the interview stage.
• If the file contains errors, a message appears with a summary report. The summary report guides you through a line-by-line analysis of the errors so you can correct your file and upload the spreadsheet again.

Select From List

Select this option to add one or more candidates that already exist in your application (and that you have permission to view) into a specific stage of the job.

To add an existing candidate using Select From List:

1. In the Add Candidate window/panel, select the Select From List tab (if the window shows tabs).
2. Use the search bar/filter to find the candidate by entering their name or email address.
3. In the results list, select the checkbox next to the candidate(s) to add.
4. Select Add Candidate (or Add, depending on what appears in the UI) to finalize.

A confirmation message appears, and the candidate is added to the selected stage and appears in the stage’s candidate list.

Self-register

Generate a link or text code that you can share with candidates, enabling them to self-register for an on-demand video, voice, or text interview.

• If you added a candidate to a live interview stage that is configured for manual scheduling, a message appears asking if you want to schedule now or later. If you select:
  • No, Later, then you return to the interview stage view.
  • Yes, Schedule Now, then the Schedule Interview page opens, where you can manually schedule the candidate interview.

Verify the invitation email that was sent (optional)

For stages that automatically send an invitation email when candidates are added (for example, on-demand interview stages), you can preview the exact email that was sent.

1. Click your profile name in the top-right corner of the screen.
2. Select Messages.
3. In the sent items list, locate the most recent invitation sent to the candidate.
4. Select View Message to preview the email.

After you add a candidate: find them and view their responses

After you add a candidate, you can locate them in the stage’s candidate list and (if available) open their interview to review their submitted responses.

1. In Job Summary, stay on (or return to) the stage page where you added the candidate.

2. Use the stage search bar and/or the left-side Narrow By panel (if available) to find the candidate by typing all or part of their name (or other identifying information, if supported).

3. Open the candidate’s responses using one of the following methods (what’s available depends on your configuration and permissions):

   Option A: Open from the candidate action menu

   1. Next to the candidate, open the action menu (three dots).
   2. Select See Responses (wording may vary).
   3. On the interview/review page, open the tab/section that shows the candidate’s answers.
      • Depending on your configuration, this may be labeled Responses or Questions.

   Option B: Open from the candidate profile

   1. Select the candidate’s name to open their profile/details page.
   2. In the left-side menu, select Responses.
   3. The main screen displays the interview question(s) and the candidate’s recorded response (for example, a video response).

Note: Options to view responses (such as See Responses or a Responses tab) are typically available after a candidate has submitted an on-demand interview or completed a live interview (depending on your stage type and status).

After you add a candidate: view related materials (resume, cover letter, and more)

If documents have been uploaded for a candidate, you can view them from the candidate’s profile/details.

1. Open the job and go to the stage where the candidate appears.
2. Click the candidate’s name (or open the candidate details view/panel, depending on what is available in the stage).
3. On the candidate summary/details page, locate the Related Materials section.
4. Select a link to open the available documents.

The Related Materials section can include links such as Resume, Reference, Cover Letter, Work Example, Other, and Job Document (availability depends on what has been provided/uploaded).