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 name or email
filter candidates by hiring status, experience, occupation, and more
open candidate profiles
invite new candidates
track each candidate's profile status and hiring stage
take actions on a candidate
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.
Understand the Candidates list view
The Candidates list shows your pipeline in one view. You may see these columns:
Column | What it shows |
Candidate | The candidate's name and email address, with their initials or photo |
Profile status | How complete the candidate's profile is, shown as a progress bar |
Occupation | The candidate's nominated occupation. Shows a dash when none is set |
Experience | The candidate's total experience. Shows a dash when none is set |
Joined | The date the candidate joined |
Profile insights | At-a-glance activity counts for the candidate, profile views, shortlist, contracts and matched jobs. |
Hiring stage | A five-step indicator showing how far the candidate has progressed, with the current stage highlighted |
Action | Opens the ... menu of actions you can take (see "Take action on a candidate") |
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 ... in the Action column.
Select View profile.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 reminders and notifications
The portal helps keep candidate profiles moving without you needing to chase candidates manually. It sends reminder emails to candidates, and a weekly summary to you when candidates need your attention.
ℹ️ How reminders and notifications work
Candidates in New status with a profile below 70% complete receive reminder emails on days 7, 14 and 21, based on their last portal login.
You receive a weekly summary of your New candidates who have gone 28 days or more without logging in or completing their profile, so you can decide what to do next.
These thresholds are set by Workinitiatives and may change.
Candidate reminder emails
A reminder email is sent to a candidate when both of these are true:
The candidate is in New status, and
Their profile is below 70% complete.
If the candidate logs in, the reminder schedule restarts from their new last-login date.
Your weekly candidate summary
Once a New candidate has gone 28 days or more without logging in or completing their profile, they will appear in a weekly summary email to you. For each candidate, you can:
progress them if you are still assessing fit
message them to check in or request information
archive them if they are no longer a fit or unresponsive
Candidates keep appearing in this summary each week until you take one of these actions.
💡 Best Practice Tip: Treat the weekly summary as your action list. Clearing it each week keeps your New bucket to candidates who are genuinely still in play.
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!