You can shortlist candidates to jobs in Vincere from the candidate table view, the candidate quick view, or the candidate profile. This article explains each method and shows how to troubleshoot issues such as greyed-out checkboxes or missing jobs.
📌 Note: You can only shortlist candidates to open jobs. If a job is not available to select, check the job headcount, the Sourcing closed date, and your candidate and job management configuration.
Filters configured on the User Settings page, such as displaying only open jobs, apply universally across tables in Vincere, including the ATS candidate view. Adjust these settings if needed to ensure the desired jobs appear.
Shortlist Candidates to Jobs
Shortlist from the Candidate Table View
Use this method to shortlist one or multiple candidates at once.
Go to Candidates, then click the table view to see the list of candidates.
Select the candidates you want using the checkboxes, then check that the actions bar appears.
Click Shortlist in the actions bar, then wait for the list of open jobs to load.
Review the list of open jobs, then select the job(s) you want to shortlist the candidates to.
Check your job selections, then click Shortlist candidate(s) to Job(s) to complete the action.
You can now see these candidates shortlisted under the job(s) you selected.
If your version of the article includes an embedded video, you can watch the shortlisting walkthrough in the training video section below the steps.
Shortlist from Candidate Quick View
Use this when you are reviewing a candidate and you spot a suitable job.
Open the candidate quick view, then click Actions in the top-right corner.
Click Shortlist from the Actions menu, then review the list of open jobs.
Select the job(s) you want to shortlist the candidate to, then click Shortlist candidate(s) to Job(s).
Open the relevant job profile, then confirm the candidate appears in the Shortlisted stage.
Shortlist from the Candidate Profile
Use this when you are working directly on the full candidate profile.
Open the full candidate profile, then click Actions in the top-right corner.
Click Shortlist, then review the list of open jobs that appears.
Select the job(s) you want to shortlist the candidate to, then click Shortlist candidate(s) to Job(s).
Return to the job profile, then confirm the candidate is listed in the Shortlisted stage.
Related Articles
Troubleshoot Candidate Shortlisting Issues
Shortlisting Stuck on 'Processing' If the shortlisting process shows as 'processing' and does not complete, follow these steps to resolve the issue:
Clear Browser Cache and Cookies: This helps remove any temporary data that might be causing the issue.
Close and Reopen the Browser: Ensure the browser is fully restarted.
Log Back into Vincere: After reopening the browser, log back into the application.
Test the Shortlisting Again: Retry the shortlisting process to see if the issue is resolved. If the problem persists, verify the following:
The job is open and has available headcount.
The sourcing closed date has not passed.
The company is compliant.
Your user account has the required permissions to perform shortlisting.### Candidate Association Limit (1,000 total) Vincere imposes a system limit of 1,000 total position associations per candidate. This includes shortlisted, floated, and applied positions. If a candidate has reached this limit, attempts to shortlist them for additional jobs may fail silently. The user interface might show a confirmation, but the association will not be saved. Resolution:
Reduce the candidate's total associations below 1,000 by removing them from other positions.
Retry the shortlisting process after reducing the associations.
Use this section if you cannot add candidates to a job or see greyed-out checkboxes.
Check Job and System Configuration
Open the relevant job profile, then confirm the job status is open and not closed.
Check the job headcount, then increase it if all positions are already filled.
Review the Sourcing closed date, then extend or update it if the date has passed.
Go to your candidate and job management settings, then confirm the workflow allows moving candidates into the Shortlisted stage.
Try shortlisting a candidate again, then look for visual indicators such as tick marks to confirm the candidate has been added.
Check the filters on the User Settings page to ensure they are not restricting the jobs displayed in the shortlist dialog. For example, a filter set to show only open jobs will limit the visible options.7. Check that the company is compliant.
Confirm that your user account has the required permissions to perform shortlisting.
Use Alternative Shortlisting Methods
If the default checkbox functionality is unavailable or greyed out, try these alternative routes.
Filter the Shortlist Dialog to "My Jobs"
If you want to limit the shortlist view to your own assignments, you can manually filter the dialog:
Open the shortlist view.
Click the filter icon.
Set the filter to Jobs > My Jobs. This helps focus on relevant candidates and jobs.
Use the Candidate Profile as a Workaround
Open the affected candidate profile, then click Actions in the top-right corner.
Click Shortlist from the Actions menu, then select the open job(s) you want to add the candidate to.
Click Shortlist candidate(s) to Job(s), then check that the candidate appears in the Shortlisted stage on the job.
Move Candidates from Pending Application to Shortlisted
Open the job profile, then go to the Pending Application stage.
Locate the candidate in Pending Application, then start the action you use to change their stage.
Change the candidate’s stage to Shortlisted, then confirm they now appear in the Shortlisted stage for that job.
Collect Information for Support
Reproduce the issue while attempting to shortlist, then record your screen to capture what happens.
Save the recording, candidate ID, job ID, and details of the affected candidates and jobs, then share them with Vincere support so they can investigate further.
Best Practices
Review job headcount and Sourcing closed date regularly, then update them so valid jobs remain available for shortlisting.
Try an alternative shortlisting route (quick view or candidate profile) first, then raise a support ticket if the issue persists.
Capture clear evidence such as screen recordings, then include it in your message to support to speed up investigation.
Move candidates to the "Shortlisted" stage first when processing multiple applications to avoid losing your place in the list after each action.- Monitor the candidate's total position associations to ensure they do not exceed the 1,000-association limit, which can silently prevent shortlisting.
FAQs
Q1: Why can’t I see a job in the shortlist pop-up?
Answer: Jobs that are closed, have reached their headcount, have a past Sourcing closed date, or are filtered out by User Settings will not appear in the shortlist pop-up. Check and update these fields or settings before trying again.
Q2: Why are the checkboxes greyed out in the candidate table view?
Answer: Checkboxes can be greyed out when workflow or configuration settings under candidate and job management prevent changes, so review those settings or use the candidate profile or Pending Application stage as a workaround.
Q3: What should I provide to support if shortlisting still doesn’t work?
Answer: You should share a short screen recording, candidate ID, job ID, details of the affected candidates and jobs, and confirmation that you have checked job status, headcount, Sourcing closed date, and candidate and job management settings before contacting Vincere support.
Q4: Why can’t I set a default job view for the shortlist dialog?
Answer: Vincere does not currently allow setting a default job view. As a workaround, manually filter the shortlist view by clicking the filter icon and selecting Jobs > My Jobs.
Q5: Why does the system return to the top of the candidate list after each action?
Answer: This is a system behavior. To avoid disruptions, move candidates to the "Shortlisted" stage first and work from the reduced list to simplify navigation.
Q6: What should I do if shortlisting is stuck on 'Processing'?
Answer: Clear your browser cache and cookies, close and reopen the browser, log back into Vincere, and retry the shortlisting process. Ensure the job is open, has available headcount, the sourcing closed date has not passed, the company is compliant, and your user account has the required permissions.
Q7: Why does shortlisting appear to succeed but the candidate is not saved to the job?
Answer: This can happen if the candidate has reached the system limit of 1,000 total position associations. Reduce their associations below this limit by removing them from other positions, then retry the shortlisting process.