This article provides an overview of everything visible on the Candidates screen, including candidate details, status indicators, and filtering options.
Open the Candidates section
To open the Candidates area:
Log in to your account.
From the left-hand menu, select Candidates.
This opens the Candidates List, where you can view all candidates associated with your account.
From this page, you can:
search for candidates by keyword
apply filters
sort candidate information
view candidate statuses
open candidate profiles
invite new candidates
manage candidate actions
Understand the Candidates List View
The Candidates List displays important candidate information in one view.
You may see columns such as:
Column | What it shows |
Name | Candidate name and email address |
Occupation | Candidate’s occupation, if available |
Partner Classification | Candidate’s classification, if available |
Experience | Candidate’s listed experience |
Status | The candidate’s current stage |
Created at | The date the candidate was created or added |
Action | Additional actions you can take |
This view helps you quickly understand where each candidate sits in the process.
Invite a candidate
To invite a new candidate:
Go to Candidates.
Select Invite Candidate.
Enter the required candidate details.
Send the invitation.
Once invited, the candidate may need to complete required steps before progressing through the candidate journey.
Use status buckets
At the top of the Candidates List, you will see status buckets.
These help you organise candidates by their current stage.
Status buckets may include:
Status bucket | What it means |
All | Shows all candidates |
Pending requests | Shows candidates with pending requests |
Pre Qualified | Shows candidates marked as pre-qualified |
Awaiting Consent | Shows candidates waiting to provide consent |
Reject Consent | Shows candidates who rejected consent |
Job Ready | Shows candidates who are ready for engagement |
Archived | Shows candidates who are no longer active |
Selecting a status bucket automatically filters the candidate list to show only candidates in that stage.
Understand candidate status labels
Each candidate has a status label in the Status column.
Common status labels may include:
Status | Meaning |
New | The candidate has been added but has not completed the required steps |
Awaiting | The candidate is waiting to complete a required step or provide consent |
Awaiting Consent | The candidate is reviewing or providing required consent |
Pre-Qualified | The candidate has been reviewed and marked as suitable |
Job-Ready | The candidate has completed the required steps and is ready for engagement |
Archived | The candidate is no longer active |
These status labels help you quickly identify what stage the candidate is currently in.
Open a candidate profile
To view a candidate’s full profile:
Go to Candidates.
Find the candidate in the Candidates List.
Select the candidate’s name, or select the three dots in the Action column.
Select View Details.
This opens the Candidate Details page.
Review candidate details
The Candidate Details page gives you a more detailed view of the candidate.
From this page, you may be able to review:
profile strength and completion
personal and contact information
identity details
work experience
education
licences, memberships, and registrations
specialist skills
languages
preferences and expectations
uploaded documents
You may also see a Classification section where you can select the most accurate occupation after reviewing the candidate’s profile.
Understand automatic archiving and reminders
Some candidate statuses change automatically based on portal activity. This keeps your active lists focused on candidates who are still engaged.
ℹ️ Automatic rules at a glance
New candidates are archived automatically after 28 days without a portal login.
Reminder emails are sent to New and Pre-qualified candidates whose profile is below 70% complete, on days 7, 14 and 21 since their last portal login.
Pre-qualified and Job-ready candidates are never auto-archived for inactivity.
These thresholds are set by Work Initiatives and may change.
How automatic archiving works
A candidate in the New status is moved to Archived automatically once 28 days pass with no portal login. Logging in resets the counter. This applies to every New candidate, regardless of how complete their profile is.
Pre-qualified and Job-ready candidates are not affected by this rule. They stay in their current status even if inactive.
How reminder emails work
To help candidates finish their profile, the portal sends reminder emails on days 7, 14 and 21 since the candidate's last portal login.
A reminder is sent when both of these are true:
the candidate is in New or Pre-qualified status, and
their profile is below 70% complete.
If the candidate logs in, the reminder schedule restarts from their new last-login date.
💡 Best Practice Tip: If a candidate is suitable, marking them Pre-qualified both progresses them and removes them from the inactivity archive. To keep a New candidate active, encourage them to log in before day 28.
Take action on a candidate
From the Candidate Details page, you may see action buttons in the top-right corner.
These may include:
Action | What it does |
Mark as pre-qualified | Updates the candidate’s status after review |
Mark as job ready | Marks the candidate as ready for employer engagement |
Message | Allows you to communicate with the candidate |
Request Information | Allows you to request missing or additional details |
The available actions may depend on the candidate’s current status and profile completion.
These actions allow you to update a candidate’s status or communicate with them directly.
Mark a candidate as job ready
A candidate can be marked as job ready once they have completed the required steps and are ready for employer engagement.
To do this:
Open the candidate’s profile.
Review their details.
Confirm the required information has been completed.
Select Mark as job ready.
The candidate will then appear under the Job Ready status bucket.
Message a candidate
You can message a candidate from their Candidate Details page.
To message a candidate:
Open the candidate profile.
Select Message.
Enter your message.
Send the message.
Use messaging to clarify details, request next steps, or communicate updates.
Request more information
If a candidate profile is missing important details, you may be able to use Request Information.
This can be used to ask the candidate to complete or update parts of their profile.
Further details on requesting information may be covered in a separate article.
Troubleshooting
I cannot find a candidate
Use the search bar or filters to narrow the Candidates List.
You can also select the All status bucket to make sure you are not only viewing candidates in one stage.
I cannot see a candidate in a specific status bucket
The candidate may not currently have that status.
Select All to view all candidates, then check the candidate’s current status in the Status column.
I cannot mark a candidate as job ready
Check whether the candidate has completed the required steps.
You may need to review their profile, select the correct classification, request missing information, or confirm consent before marking them as job ready.
A candidate’s profile is incomplete
Open the Candidate Details page and review the profile sections.
Use Request Information if you need the candidate to provide missing details.
I need to contact a candidate
Open the Candidate Details page and select Message.
I want to remove a candidate from active lists
Use the Archived status if the candidate is no longer active or should no longer appear in your active workflow.
If you need any support with your Talent Mobility Hub portal, please do no hesitate to contact your Customer Success Manager for support. We're here to help!