Managing candidate profiles effectively is crucial for maintaining an organized and efficient recruitment process. Vincere provides a robust system for archiving and deleting candidate profiles, ensuring you can manage your data securely and efficiently.
â ď¸ Important: Only Super Users (Administrators) can permanently delete candidate records. Other users can only archive candidates to remove them from their active view.
Delete a Candidate
To delete a candidate profile in Vincere, the candidate must first be archived. Only a Super User can permanently delete archived candidates.
Archive the candidate profile following the steps in Step-by-Step Guide to Archiving and Deleting Candidates.
Once archived, a Super User can access the Archive List and complete the permanent deletion process.
Enable or Disable User Permission for Archiving Candidates
đ Note: Only Super Users can manage archiving permissions for other users.
Go to Settings, then select User Configuration.
Locate the user whose permissions you want to adjust and click their profile.
Open the Permission tab.
Scroll to the ATS section and find the Candidate field.
Tick or untick Archived Candidate to enable or disable archiving rights.
Click Save to confirm your changes.
Step-by-Step Guide to Archiving and Deleting Candidates
Step 1: Archive Candidates
Select the candidate(s) you wish to archive.
Click Actions, then select Archive.
Provide a reason for archiving when prompted. Alternative method: From the candidateâs profile, open the Actions menu and select Archive.
The candidate(s) will move to the Archived Candidates folder and will no longer appear in your active list.
To view archived candidates, adjust your Filters in the candidate Alternatively, navigate to Settings > Admin Settings, and depending on your Vincere version, select either View Archived Candidates or General Settings > Archived Candidates. This page allows filtering by archived date or by the user who archived the candidates. table.
To restore an archived candidate:
Go to the Archived List, select the candidate, then click Actions > Undo Archive.
Alternatively, find the candidate via search filters, open their profile, and click Unarchive.
Step 2: Permanently Delete Candidates
Go to Settings, then select Admin Settings.
Under the General Settings tab, click View Archived Candidates.
Select the candidate(s) to delete permanently.
Click Delete to permanently remove all selected candidate data from the system.
Step 3: Exporting Archived Candidates
If you need to include archived candidates in an export, follow these steps:
Go to the companyâs Sent page.
Enable the option to include archived candidates.
Add the archived candidates to a Talent Pool.
Navigate to Advanced Search.
Use the hamburger menu to select Export to CSV. This process ensures archived candidates are included in your exported data.
Best Practices
Archive candidates instead of deleting them when data retention is required for compliance or audit purposes.
Review archived candidates regularly to ensure your database remains accurate and up to date.
Only delete candidate profiles after confirming all data exports or backups are complete.- Before deleting candidates, consider exporting their data using the CSV export process via Talent Pools to ensure no critical information is lost.
FAQs
Q1: Can I delete a candidate without archiving them first?
Answer: No. Candidates must be archived before a Super User can permanently delete them.
Q2: Who can restore archived candidates?
Answer: Any user with archive permissions can unarchive candidates to make them visible again in active lists.
Q3: What happens when a candidate is deleted?
Answer: All associated data, including notes, history, and attachments, is permanently removed from Vincere.
Happy Recruitment #TheVinnyWayđ¤Š