What the Recruiting area is for
The Recruiting area helps you manage candidates throughout your hiring process—from an initial prospect through application, evaluation, and offer. When you hire a candidate, they move to Workforce, where they can become eligible for shift assignments.
Before adding candidates, we recommend configuring your roles, lifecycle statuses, and profile tags in Settings.
Workforce vs. Recruiting
Careswitch organizes people based on where they are in their relationship with your agency:
Recruiting is for candidates who are still moving through your hiring process. Recruiting stages include Prospect, Application, Evaluation, and Offer.
Workforce is for people who have joined your team. Workforce stages include Onboarding, Active, Paused, Departure, and Inactive.
Candidates may have access to your workspace based on their assigned role, but they cannot be assigned to shifts while they remain in a recruiting stage.
Employees in Onboarding, Active, or Departure can be assigned to shifts. Employees in Paused or Inactive cannot be scheduled.
The Departure stage remains schedulable so an employee who is leaving your agency can complete their remaining shifts.
View and filter candidates
Select Recruiting from the left sidebar to view everyone currently assigned to a recruiting stage.
The Recruiting table can display information such as a candidate's name, role, job title, stage, status, tags, contact information, recruitment method and source, matching criteria, and connections. Some demographic columns are hidden by default.
You can customize the table in several ways:
Select a column heading to sort by that column.
Use Displayed Columns to choose which columns appear.
Select a stage tab to view candidates in a specific stage.
Select Filter to filter by Status, Tags, Role, Matching Criteria, or Connected To.
Select Clear Filters to remove all active filters. You can also clear a selection from within an individual filter menu.
For more information on Filtering and Searching, view this article.
Add a new candidate
You can add a candidate at any point in your hiring process, even if they are already past the first stage.
For detailed instructions on how to add a new candidate, view this article.
Invite or re-invite a candidate
A login invite (email plus SMS) is sent only when you check Send an Email and SMS Invite at the moment you create the candidate. Hiring a candidate later does not automatically send an invite. If a candidate was created without an invite, or lost the original link, follow the directions in this article to send them an invitation.
Manage a candidate
Manage a candidate's profile
From the Recruiting table, select a candidate's name to open their profile.
The tabs you can access depend on your permissions and workspace settings and may include:
Profile — Personal information, qualifications, and matching criteria. The Recruiting table identifies matching criteria as Complete or Incomplete.
Activity — Status changes and messages shared by your team.
Employment — Employment history and details.
Schedule — Assigned shifts.
Payroll — Payroll information; available when the pay-schedule policy is enabled.
Connections — Linked recipients, employees, and contacts.
Documents — Files uploaded to the candidate's profile.
You can add or remove tags from the profile header. If you have chat permission, you may also see a Message button for starting a direct conversation. This button appears only when the candidate is active and you are not viewing your own profile.
Move a candidate to a different status
To move a candidate to a different status, including marking them as Rejected or Hired, see this article for more information.
Frequently asked questions
Why can’t I save a candidate’s hiring information?
If the Save button is unavailable, required information is missing. Look for the section with a warning icon, select Edit, and complete the missing fields. The Save button will become available once all required information has been entered.
What should I do if a candidate did not receive their invitation?
Open the candidate’s profile and select Send Invite or Send Invite Again.
To send invitations to multiple candidates, select Invite Candidates from the Recruiting list, choose the candidates you want to invite, and then select Send Invitations.
Why can’t an employee in Paused be scheduled?
Employees in the Paused or Inactive stage are not eligible for shift assignments. When the employee is ready to return to the schedule, move them to the appropriate Onboarding or Active status.
Any shifts removed while the employee was paused will need to be scheduled again manually.
Why can an employee in Departure still be scheduled?
Employees in the Departure stage can continue to be scheduled so they can complete any remaining shifts while leaving your agency. When the employee should no longer receive shift assignments, move them to Inactive.
What is the difference between a stage and a status?
A stage is a predefined step in the recruiting or workforce lifecycle and cannot be renamed. A status is a custom label within a stage that you can configure under Settings > Lifecycles > Professionals.
Which stages are eligible for shift assignments?
Employees in Onboarding, Active, or Departure can be scheduled. Employees in Paused or Inactive cannot be scheduled, and candidates in recruiting stages are not eligible for shifts.
Does hiring a candidate automatically send a login invitation?
No. You can send an invitation when creating the candidate, from the candidate's profile, or in bulk from the Recruiting or Workforce list.
How does a candidate or employee sign in?
They sign in using their email address or mobile number and a six-digit verification code. A username and password are not required.
Why was the employee's start date set to today?
Careswitch sets the Start Date to the current date the first time a person moves into a workforce stage, unless a start date was already entered. You can change it under Personal Info.