Manage candidates and recruitment

The Candidates area tracks people who are applying, or being considered, for roles in your home — before they become employees.

Typical work here includes recording an applicant's name and contact details, collecting a CV, Garda vetting files and references, running a structured interview with scored questions, updating where each person sits in the process, and keeping a formal recruitment vetting record.

Candidates is your hiring pipeline folder. Employee records are the live staff file once someone is on the payroll and the rota.

Only administrators and managers with the Recruitment permission can open these screens.

• Candidates — the list of applicants, with a profile for each one.
• Add Candidate — create a new applicant and upload the first documents.
• Interview Questions — the question bank used in interviews.
• Interview Results — scores across candidates.
• Recruitment Vetting — the formal vetting number, date and file, for candidates and employees.

1. Open Add Candidate.
2. Enter the full name, email and optional phone number.
3. Choose a status, usually New for a first contact.
4. Set available from if you know when they can start.
5. Optionally upload a CV, a Garda clearance file and a first reference with name, contact and optional file.
6. Select Save candidate.

You can add more documents later using Edit and upload documents, which shows a checklist of what is still outstanding.

The list marks a file Complete when all three of these are true:

1. A CV is uploaded.
2. At least one Garda vetting file is attached to the candidate record.
3. At least two references are recorded.

Anything less shows as missing, so gaps are visible at a glance.

• New — just added or first contact; documents or interview not finished.
• Interview Scheduled — the interview is arranged or under way.
• Vetting Complete — you consider formal vetting done for this applicant.
• Rejected — not progressing, but kept on the list as a record.

A typical flow is: add the person as new and collect documents, move to interview scheduled, conduct and score the interview, complete paperwork and formal vetting, then set the final status.

Status does not change by itself when you upload files or save interview scores. Update it yourself so the list matches reality.

Maintain your question bank under Interview Questions. Write each question, set a maximum score, and tick Active so it appears in interviews. Only active questions are used, and you need at least one before you can conduct an interview.

To score an interview, open Conduct interview, enter a score for each question with an optional comment, and save. The person who saves the interview is recorded as the interviewer, and each question holds one stored result per candidate.

Results are available per candidate, with totals, an average and a percentage of the maximum possible, and across candidates on the Interview Results tab. Interpret percentages using your own hiring standards.

Uploading a Garda file on the candidate record is not the same as completing the formal vetting record. Recruitment Vetting holds the official vetting number, the vetting date, an optional document and notes, and applies to both candidates and active employees.

Use both where your compliance process needs the file and the formal details.

There is no one-click conversion from candidate to employee. When someone is hired:

1. Create or update their record under Employees, with contract hours, department and login.
2. Continue formal vetting under Recruitment Vetting against the employee where needed.
3. Update or keep the candidate status according to your own policy.

Candidates never create rota access, permissions or a time clock PIN automatically.