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Candidate pipeline and resume bank

Every application moves through your stages on one board, and known candidates are recognised. Every resume stays in a searchable resume bank that suggests people for new openings. Stage rules do the routine steps, and a do-not-hire list stops offers you decided against.
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The problem it solves

  • The same person applies three times and three recruiters call them.
  • Last year's good candidates are lost in an inbox while you pay a job board to find people like them.
  • Routine steps, such as sending a test or a message, wait until a recruiter remembers.
  • Someone dismissed for fraud is hired again by another unit because nobody checked.

How it works

  1. Applications come in from the careers page, internal jobs, boards, WhatsApp, referrals, agencies, drives or the recruiter's own entry. Each lands in the pipeline of its posting, by stage.
  2. A candidate who applied before is recognised by email, else mobile number, and earlier applications show on the candidate. Former employees and people on the do-not-hire list are recognised too.
  3. Drag an application to the next stage. The Screening tab shows the answers and failed knock-outs; the profile shows experience, notice period and current and expected CTC.
  4. Stage rules act by themselves. For example: when an application reaches a stage, if the test score is at least 60, then schedule the next round. What Would Happen shows the dry run first.
  5. Good candidates who are not hired go to the talent pool with a note. Every resume is also kept in the resume bank, which matches each new posting against the bank and tells the recruiter about strong matches.

Everything it does

The pipeline

  • Tabs on an application: Screening, Interviews, Offers and, with AI on, AI Match
  • Candidate profile: highest qualification, Total Experience (years), current employer, Notice Period (days), Current and Expected Annual CTC, skills
  • Each stage says what it Counts As: Applied, Screened, Shortlisted, Interview / test, Offer or Hired; reports and service levels use it
  • Add to Talent Pool with a note; the Talent Pool button on a posting looks for a match

Resume bank

  • Resumes come from every application, the resume mailbox, a bulk upload (PDF, Word or pictures, up to 10 MB each) or a spreadsheet import
  • One entry per person with every resume version (the newest marked Current), skills, employers, education, applications and the furthest stage reached
  • Find: every word must be in the name, skills, employers, education or resume text; Has All the Skills; save searches
  • Folders, tags, Recruiter Rating (Weak to Excellent), availability status
  • Merge two entries of the same person; nothing is lost
  • Suggestions per posting with Match %, Why, Has, Lacks and whether the expected salary fits the budget. A Strong Match from a score of 70 tells the recruiter
  • Invite to Apply sends a link that applies without retyping; the link works 30 days
  • Consent: To be confirmed, Given or Withdrawn; a removal link in every message; a log of who opened or exported a profile
  • Reports: Resume Bank Size, Hires and the Resume Bank, Postings and the Resume Bank, Searches That Found Nobody

Stage rules

  • When: an application comes in or reaches a stage; an interview is scheduled or done; nothing happened for some days; a deadline was missed
  • Also when: a test, the candidate form or the verification is done; the hiring manager answers; an offer is accepted, declined or expired
  • If: overall, test, interview or AI score, experience, source, posting, knock-out, test flag, internal candidate or a field
  • Compared with is at least, is at most, is or is not
  • Then: move to a stage, message the candidate, assign a recruiter, add a tag, create a to-do or tell someone
  • Or: schedule the next round at a time the whole panel is free, or send a test, the candidate form or the verification. Or share with the hiring manager, or refuse (knock-outs only)
  • Rule Runs logs each run as Done, Done in Part, Failed or Undone; Undo takes back what can be taken back
  • Starter rules come switched off for review

Do-not-hire list and rehires

  • Matched on email, mobile, PAN or another ID number; until a date or permanent, with a reason from your list
  • Checked when the application comes in, when it is shortlisted and before the offer; each hit is logged with what matched
  • An offer cannot be made while the block stands; Override the Block needs the role you name and a reason
  • A former employee shows their past code, dates, why they left, dues and the rehire status recorded at exit. Unless Eligible for rehire, the offer is blocked the same way
  • A rehire continues the same person record: identity numbers, UAN, bank details and earlier service stay together

Who uses it

RecruiterWorks the pipeline, the talent pool and the resume bank, and invites people to apply.
Recruitment ManagerWrites the stage rules, reads the profile opens log and the do-not-hire hits.
HR administratorKeeps the do-not-hire list and overrides a block with a reason.

Where you use it

  • Web: Recruitment (the pipeline by posting and stage), Recruitment > Resume Bank, Recruitment > Configuration > Stages and Service Levels > Stage Rules, Recruitment > Controls > Positions and Lists > Do-Not-Hire List
  • The SmartMy HRMS app: Menu > Applications and Resume bank. Move a stage, override a knock-out, refuse; search, tag, rate and invite (built and in testing, not in the app stores yet)
  • Not in the app: stage rules and the do-not-hire list are set up on the web

What you control

Settings

  • Strong Match From (score): 70; Not Suggested After a Refusal For: 6 months; Invitation Link Works For: 30 days
  • Remove Resumes After (months): 0, never; then remove the personal details and keep the counts, or delete
  • Resume Mailbox Name on the Entity's Recruitment tab
  • Allow Automatic Refusal for Knock-outs: off; Refusal Message After: 48 hours
  • Who May Override a Hiring Block: the HR administrator when empty

Approvals

  • Do-not-hire list: adding and removing a person; Approved at Once to start with, add levels (the HR head, for example) on the chain

Notifications

  • Application Received: to the candidate, by email and on WhatsApp where connected
  • Invitation to Apply: to a person of the bank, by email, WhatsApp or SMS; Invitation Answered: to the recruiter
  • Resume Bank Matches a Posting and New Strong Matches in the Resume Bank: to the posting's recruiter, on screen and by email
  • Candidate Asked for Removal: to HR administrators
  • Message by a Rule, Refusal by a Rule, Told by a Rule: as the rule says
  • Candidate on the Do-Not-Hire List: to the recruiter, on screen and by email

Questions

Will the same candidate appear twice?

A candidate who applies again is matched on email, else mobile, and earlier applications show on the same candidate. In the resume bank, two entries of one person can be merged.

Can rules reject candidates by themselves?

Only if you tick Allow Automatic Refusal for Knock-outs, and only for applications that failed a knock-out. The candidate is told after 48 hours, so a recruiter can undo it first.

How long do you keep resumes of people we did not hire?

Until someone removes them, unless you set Remove Resumes After (months). Then the personal details are removed, or the candidate is deleted, as you choose. Candidates can also ask for removal through the link in each message.

Can we bring in our old resume database?

Yes. Import people from a spreadsheet (one row per person, matched on email or mobile), then add the files with a bulk upload.

What happens when someone on the do-not-hire list applies?

The application shows a warning and the hit is logged. No offer can be made unless a person with the right role overrides the block and writes why.

Related features

RECRUITMENTJob postings, careers page and job boardsPost a job to your employees, your own careers page, job boards and WhatsApp, with screening and knock-out questions. Each application keeps its source, so you see what each source cost.RECRUITMENTInterviews, scorecards, tests and video interviewsInterview rounds with standing panels and scorecards, where each panelist's assessment is their own and locked once given. Online tests marked by the system, and one-way recorded video rounds. A workspace where the hiring manager answers yes, hold or no, and the final choice is recorded with back-ups.RECRUITMENTAI screening of applicationsAI reads each resume into a profile and scores it against the job, quoting the resume as evidence. It ranks the applicants of a posting and suggests interview questions. It only recommends: the recruiter decides, and going against it needs a reason.RECRUITMENTRecruitment service levels, recruiter load and reportsSet how many days each hiring step may take, see what is on track, at risk or late, and record why. Each recruiter has My Day and a load you can rebalance, with monthly targets. A recruitment dashboard and 14 reports show the funnel, time to fill, sources, cost per hire and more.LINKS AND PLATFORMGo-live import from ExcelBring your employees, their PAN, UAN and bank accounts, opening leave balances and this month's attendance in from one Excel workbook. Starting mid-year, add the months already paid, open loans and the assets people hold, so tax and payroll are right from the first run.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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