This article explains how to use candidate actions to manage applications, communication, matching, and record updates more efficiently from a candidate record or a candidate list.
📌 Note: You can select up to 300 candidate records at once, but email actions are limited to 100 recipients per send.
Some actions are only visible when the related integration or purchased module is enabled on your account.
Manage Candidate Actions
Open the candidate record or candidate list you want to work with.
Select one candidate or multiple candidates, then click the ... menu in the top-right corner.
Review the actions available based on the number of candidates selected and the features enabled on your account.
🤓 Tip: Use a single candidate selection when you need actions that are not available in bulk, such as Place, Add Comment, or Format Resume with HireAra.
Use Candidate Selection Options
Select the candidates you want to work with, then click the ... menu.
Click Deselect All to clear all selected candidates.
Click Range Selection to select a continuous range of candidates from the list.
📌 Note: Bulk email actions are limited to 100 recipients per send.
Use Application Actions
Select a candidate or group of candidates, then click the ... menu.
Choose the application action you want to use from the available options below.
Action | Description | Notes |
View Applications | View all job applications linked to a candidate. | Available from the candidate record. |
Add Application | Link a candidate to a job in the application stage. | Use this when the candidate is not yet linked to the job. |
Shortlist | Move a candidate to the shortlisted stage for an active open job with available headcount. | The job must be active and have available headcount. |
Send | Move a candidate to the sent stage for an active open job with available headcount. | The job must be active and have available headcount. |
Move to Next Stage (Shortlisted) | Move the selected applications to the shortlisted stage. | Use this for the applications you selected. |
Place | Move a candidate directly to the placed stage for an active open job with available headcount. | Not available for bulk actions. |
Use Candidate Actions
Open the candidate record or select candidates from a list, then click the ... menu.
Choose the action you want to complete from the options below.
Action | Description | Notes |
Add Comment | Add a comment to the candidate record. | Not available in bulk. |
Add Meeting | Add a meeting to the candidate record. | The candidate must have the correct linked records if you want to attach the meeting to other entities. |
Add Task | Add a task to the candidate record. | The candidate must have the correct linked records if you want to attach the task to other entities. |
Send an email to the candidate. | You must connect your email account in User Settings before you can use this action. | |
Share to Vinny Chat | Share the candidate to Vinny Chat inside the system. | Available when Vinny Chat is enabled. |
Request Availability | Send an email with a link so the candidate can update their job availability in a calendar. | Email sending limits still apply. |
Request Consent | Request permission to keep the candidate's data in the system. | Use this when consent needs to be refreshed or confirmed. |
Request Onboarding Check | Send an email reminding the candidate to submit their required documents. | Use this to prompt onboarding document completion. |
Invite to Engagement Hub | Invite the candidate to the Engagement Hub candidate portal. | Only available if you purchased Vincere Engage. |
Float to Contacts | Send the candidate to contacts. | Use this to share the profile with selected contacts. |
Float to Distribution List | Send the candidate to a distribution list of contacts. | Distribution lists with more than 100 contacts do not appear. You can only send 100 emails at a time. |
📌 Note: To link a comment, meeting, or task to a job, contact, or company, the candidate must have an active application linked to the relevant job and company or contact.
The Link to Job, Link to Contact, and Link to Company options do not appear if the required application and linked records are missing.
Use Resume and Document Actions
Open a candidate record, candidate ATS table view, or candidate advanced search, depending on the action you want to complete.
Select the candidate if required, then click Actions.
Choose the resume or document action you want to use.
Resume and document options
Action | Description | Notes |
Format Resume | Build a resume using standard templates. | Use this when you want a standard formatted CV. |
Format Resume with HireAra | Generate a polished CV using HireAra formatting tools. | Only visible if the HireAra integration is enabled from the Marketplace. Not available for bulk actions. |
Send Document | Send a document file. | Use this to share supporting files with the candidate or relevant recipients. |
Invite to Portals | Invite the candidate to the portal. | Only available if you purchased the Vincere Portal. |
Access Format Resume With HireAra
Open the candidate from Candidate Profile, Candidate ATS Table View, or Candidate Advanced Search.
Click Actions, then click Format Resume with HireAra.
Use the dialog that opens to customise and export the resume with HireAra.
⚠️ Important: Format Resume with HireAra only appears when the HireAra integration is enabled from the Marketplace.
Use Search and Matching Actions
Select the candidate you want to review, then click the ... menu.
Choose the matching action you want to run.
Action | Description | Notes |
Find Similar Candidates | Use the selected candidate profile to find other candidates with similar attributes. | Useful when sourcing similar profiles. |
Find Suitable Jobs | Match a candidate with relevant job openings through advanced search. | Useful when you want to identify open opportunities quickly. |
Use Update and Record Management Actions
Select the candidate or candidates you want to update, then click the ... menu.
Choose the record management action you want to apply.
Action | Description | Notes |
Add or exclude companies and locations for the candidate. | Use this to refine suitability preferences. | |
Add the selected candidate or candidates to a new or existing talent pool. | Useful for future outreach and pipeline management. | |
Remove the selected candidate or candidates from a talent pool. | Use this when a candidate no longer belongs in the pool. | |
Mark the selected candidate or candidates as hot and include them in the hotlist. | Use this to highlight priority candidates. | |
Link a candidate to an existing contact profile with the same name and email. | Use this when matching records already exist. | |
Link a candidate to a new contact. | Use this when no matching contact exists yet. | |
Update the candidate status. | You can create custom statuses separately. | |
Merge duplicate candidate profiles, usually when the same candidate exists under different email addresses. | This action cannot be reversed. | |
Change the owner of the candidate record or records. | Bulk ownership updates may depend on user permissions. | |
Change the email permission to 'Subscribed' or 'Unsubscribed'. | Use this to control email subscription status. | |
Archive | Add the candidate to the archive list for system administrators. | Archived records remain managed by administrators. |
Add Tags | Add industry, sub industry, functional expertise, sub functional expertise, skills, and candidate keyword tags. | Use tags to improve filtering and searchability. |
⚠️ Important: Merging candidate records cannot be reversed once the merge is completed.
If you do not see Update Ownership, check with your system administrator to confirm whether the required user permission has been applied to your login.
Use FastTrack360 Actions
Select the candidate you want to sync, then click the ... menu.
Choose the FastTrack360 action you need.
Action | Description | Notes |
Send to FastTrack360 | Send all candidate data to your FastTrack360 account automatically. | Use this when the candidate needs to be synced to FastTrack360. |
Audit Log | View the audit log for a record sent to FastTrack360. | The audit log shows the sync status details for the selected record. |
Check Action Availability by Candidate Volume
Select one candidate when you need access to individual-only actions.
Select multiple candidates when you want to run supported bulk actions.
Selection Type | Availability |
Single candidate | Single candidate actions are available, including actions such as Place, Add Comment, and Format Resume with HireAra. |
Multiple candidates | Most actions are available and grouped by type for easier access, but some actions remain restricted to individual candidates only. |
📌 Note: Actions such as Place, Format Resume with HireAra, and comments are restricted to single candidate use.
FAQs
Q1: How do I add a comment that appears on both the candidate and the client contact?
Answer: Open the candidate profile or quick view, click Add Comment, enter your comment, select the linking option, choose the relevant client contact, then save the comment. The comment appears in both the candidate activity and the contact activity when the records are correctly linked and the candidate has the required active application.
Q2: Why can’t I link a task to a job?
Answer: For candidates, the job only appears if the candidate has an active application for that job. For contacts, the job only appears when it is directly associated with the contact profile. If the field is empty, confirm whether you are working from a candidate or contact record, check the relevant job relationship, add the missing application or association if needed, then try creating or editing the task again.