Maintaining your candidate database helps you stay organized and ensures that the personal data you store remains relevant.

Under the Candidates tab, you can use filters to quickly find specific groups of candidates based on your selected criteria.

Using the Duplicated filter, you can view a list of candidates identified as duplicates. This can help ensure you are not storing a candidate's data in different places.

A candidate is considered a duplicate if one or more of the following fields match with another candidate:

In the Application stage section, you can filter candidates based on the status of their submitted applications.

This can, for eg. be useful when reviewing candidates whose job application was previously rejected and determining whether their data is still relevant to keep for future recruitment. To find these candidates, set Rejected: Yes, and this will display all candidates who have been rejected in a process.

Find candidates who, for eg. were created before a specific date or who haven’t had any recorded activity after a certain date using the filters in the Dates section. These filters can help identify old or inactive candidates that you may no longer need to keep.

Under the Data & Privacy section, you’ll find several filters that help you identify candidates with specific privacy statuses. This is a way to see data you potentially shouldn’t be storing.

Read more about how to set up your data and privacy settings here.

Use the Rating filters to find candidates with lower candidate and job application ratings, indicating they may be less suitable matches for your company.

Once you’ve filtered a group of candidates, you can perform actions on multiple candidates at once using bulk select.

You can manually merge candidates by selecting them in the candidate list and choosing Merge from the bulk action menu.

If duplicates have been identified, you can see details of which candidates are connected by opening the candidate card and clicking Review and merge.

The matching data (email, phone number, or LinkedIn profile URL) will be highlighted in yellow.

When merging the candidates, you decide which profile is the primary candidate. This is the profile that will be saved, and where the additional data from the other candidate profile will be added. In case of conflicting data between the profiles, the information from the primary profile will be prioritized and kept.

The Data retention option allows you to manually send permission requests to candidates to collect or renew their consent for data storage.

Read more about this here.

If you’ve identified candidates you no longer need to keep in your candidate database, you can delete them by selecting Delete candidates from the bulk action menu.

As a security precaution, you’ll be asked to confirm the number of candidates you’re deleting. Enter the number of candidates and confirm by clicking Delete candidates.