Overview
Using archived statuses throughout your recruitment and hiring process will help keep your candidate pools organized and up to date, while ensuring your data dashboards are accurate.
When a Super or District Admin moves a candidate to an archived status it means you are hiding that candidate from the default view for that specific job. The candidate information is still accessible if you select the archived status in the sidebar filter, but it’s no longer cluttering up your candidate list or pipeline.
By default, the system has two archived statuses; Offer Declined and Archived. You have the ability to set as up as many archived statuses as applicable. We’ve seen customers add a variety of different archived statuses to the system, but some of the most common archived statuses include: Do Not Hire, Pre-Screened Out, and High Potential (candidates to revisit in the future).
Moving candidates to the appropriate archived statuses will not only make your pipeline easier to manage, it also makes your dashboard data much more useful over time. For example, the conversion metrics chart shows the average processing time and pass rates for candidates, so it’s important to make sure you are moving and archiving candidates as accurately and as timely as possible.
Creating an Archived Status
To create an archived status, navigate to the settings page and click New Status. Be sure to turn on the Archived Status toggle in order to designate it an archived status.
Please note that you cannot change an existing status to an archived status, so you’ll have to create a new one if you want to designate an existing status as archived.
You can also determine School Admin permissions in settings. By default, School Admin will have the ability to view and archive candidates for their schools. To allow a School Admin the ability to archive on the behalf of the entire district, check the “Archive candidates for the district” checkbox.
Archiving a candidate
To archive a candidate, navigate to the candidate list and click on the candidates name and then the job that you’d like to archive the candidate for. You can change the candidate status to archived in the status drop down on the candidate’s quick view or the full profile.
As a super or district admin archiving someone, you can determine whether you are archiving the application only for certain schools or on behalf of the district.
If you are archiving for the district, the candidate is moved to archived for existing schools and any of the future schools tagged to that job will not see that candidate. If you are archiving for specific schools, the candidate will only be archived for the schools selected; all other schools will still see that candidate at the same status as before. This also means the candidate will remain in the pool for any new schools that may be added to that job in the future.
Note: If you archive each individual school but do not select the checkbox for archive district application, each individual school admin will see the candidate status as archived but you as the Super or District Admin will continue to see her at the previous status. If you are ever unsure of what status School Admin are seeing for a candidate you can hover over “This candidate is visible to x schools” on the quick view to see the status that each school sees.
Hired Candidates
When you move a candidate to hired, you will see a pop-up modal that asks which school the candidate is being hired for; you can then select the school from the list. If you want all the other applications for this candidate to be archived, you can keep the checkbox in the bottom right corner of the modal selected.
By default, the checkbox will be selected and all other applications will be archived when the edits are saved. This means that the candidate will be archived for other schools within that pool (if it’s a pooled posting) and that she will also be moved to the archived status for other active jobs she’s applied for.
Bulk Status Change
To archive candidates in bulk, navigate to Candidates by Posting and click into the applicable job.
Select the candidates you wish to archive by checking the checkbox on the left hand side of the candidate list; then click the Bulk Status Change button and select the Archived status.
Please note that when you bulk archive candidates, you are archiving their district application. In other words, you are removing them from the pool for all the schools tagged on that job.
Candidate Status Filter
By default, all archived statuses are deselected in the sidebar filter of the candidate list.
If all of a candidate’s applications are archived, you won't see her name in the candidate list by default, due to this filter. To see the candidate in the list, you can simply check the box next to any archived status in the filter.
If you click on the candidate’s name in the list you will see all the candidate’s applications, including the archived ones, unless the job has also been archived. If the job itself has been archived, you'll need to Select All under the Job Status filter as well.