Candidately

Jan Alexander Jedlinski

Share candidates with clients and collect their feedback.

Client Portal

Send candidates for an open job to your client in one branded list. Your client reviews them, asks for CVs and interviews, and messages you.

What is the Client Portal?

Create a list for a job, add a candidate, make both live and send the list to your client. This is the whole flow once, start to finish.

Get started: create, fill and share your first job submission list

Job submission list: candidates for one job at one client. Marketing list: the same candidates shown to many companies.

Job submission lists and marketing lists: what's the difference?

What Owners, Admins and Members can do with job submission lists, and who needs a Client portal seat.

Who can do what in the Client Portal

What the Client Portal is and how to share your first job submission list.

Get started

Create one job submission list per open job. Rename it, find it in the list panel, or duplicate it for a similar job.

Create, rename, find or duplicate a list

Activate a list to share it, pause it to take it offline, archive it when the job is done, or delete it for good.

Activate, pause, archive or delete a list

Every list has one owner, the contact your client sees. Assignees are colleagues who work on the list and get its emails.

Change the list owner or assign colleagues

As a Member, ask for access to a colleague's list from the Bullhorn job. The list owner approves it from an email.

Request access to a colleague's list

Check which candidates, details and CVs your client will see before you share. The preview sends nothing.

Preview a list as your client sees it

Change your company defaults for one job submission list in List configuration, without touching other lists.

Settings you can change on one list

Set what every new job submission list starts with: list access, client options and how candidates are added.

Default settings for new lists

Create, find, open up and archive job submission lists.

Create and manage lists

Add candidates by uploading a CV, selecting someone from your candidate database, or filling in a profile without a CV.

Add candidates to a job submission list

Add a candidate from Bullhorn without downloading their CV. On a list connected to a job, Bullhorn gets the submission too.

Add a candidate from Bullhorn

Each candidate on a job submission list has a status. Only Active candidates are visible to your client.

Draft, Active and Inactive candidates

Change what your client sees on a candidate, from job title to skills. Start from the AI recruiter note if you like.

Edit a candidate and the AI recruiter note

Swap in a newer CV, add one to a candidate who doesn't have one yet, or take the CV off.

Replace, add or remove a candidate's CV

Put your strongest candidates at the top of each stage, so your client sees them first.

Change the order of candidates on a list

Take a candidate off a list, delete them, or put them on a second list.

Remove a candidate or copy one to another list

Where to find a candidate on a job submission list, and what each part of the candidate card tells you.

Find candidates on a list and read the candidate card

Download a candidate from a job submission list as a branded PDF or Word file, for example to attach to an email or upload somewhere else.

Export a candidate as PDF or Word

Let a colleague approve candidates before your client sees them. A recruiter marks them Ready, the account manager approves or rejects.

Split-desk workflow: Ready and AE Rejected

Copy a candidate into your client's vendor management system (VMS) field by field and download the CV, all from one screen.

Submit a candidate to a client's VMS

Upload or remove a candidate avatar on a Client Portal or Talent Marketplace list.

Add or remove a candidate avatar on a list

Add candidates, edit profiles and CVs, and keep your list in order.

Add and manage candidates

Send a job submission list to one or more contacts at your client. Each contact gets an email with a personal link, so they don't need a password.

Share a list with a client

Lists are grouped by the companies of the contacts you shared them with. Fix the contact or the share to move the list.

Why is my list under the wrong client, or under "Lists without clients"?

No. Candidately doesn't email candidates about lists. Only you, your colleagues and your client contacts get list emails.

Are candidates notified when I share them with a client?

Copy your list's link and send it yourself, for example from your own email or in a message to your client.

Share a list by link

List access decides two things: who can open your list, and how your client gets to the full CV.

List access and CV visibility

On lists where CVs need to be requested, your client asks for the full CV and you decide when to reveal it.

Reveal a CV when a client requests it

Choose what clients see about your candidates: their name, CV, phone, email and location. Set it for the whole list, then change it for single candidates if you need to.

Hide or anonymize candidate data

When you share a list, you write the email your client gets. Use placeholders so each contact sees their own name.

Write and personalize the share email

Manage the client contacts you've shared a list with: send the invite again, write to all of them, or take someone off the list.

Resend a list, message everyone or remove a client

Save the emails you send when you share a list, so you don't write them each time.

Create and use email templates

End clients is where your client companies and their contacts live. You share lists with these contacts, and you can see which lists each company has received.

Add client companies and contacts

Give your clients one page with every list you've shared with them. Put the link on your website, for example as a "Client login" button.

Add a client login to your website

Send lists to clients and control what they can open and see.

Share with clients

Submission stages show where each candidate is in your client's hiring process, from To review to Declined. You and your client both see them, and both can change them.

Submission stages explained

Add a Hired stage and move the candidate there, or set them Inactive to hide them from your client.

How do I mark a candidate as placed or hired?

Change a candidate's stage yourself, for example after a call with the client. You decide each time whether your client gets an email about it.

Move a candidate to another stage (and whether the client is emailed)

Add your own stages, like 2nd Interview, Offer or Hired, for all new job submission lists or for one list only.

Change the stages: company default and per list

Each candidate on a job submission list has its own conversation in the Messenger. You, your colleagues and your client contacts all write in the same thread, in the app…

Message clients about a candidate

The Activity tab shows when your client contacts opened the list, which candidates they looked at and for how long.

See what your client did on a list (Activity)

Candidately emails you when a client opens your list, asks for a CV, writes a message, requests an interview or declines a candidate. Here's what you get, and how to…

Which emails you get as a recruiter

Which emails your client contacts get from a job submission list, and how to set list updates and automatic follow-ups.

Client emails: list updates and automatic follow-ups

Move candidates through stages, message clients and see what they did.

Stages, messages and activity

Your clients don't need a password or an account. They open the list from your email and are logged in straight away.

Opening a list and logging in (what your clients see)

What your client sees when they open a job submission list, and how they find their way around.

Browsing a list: stages, search, filters, candidate view, mobile (what your clients see)

Clients give you feedback right on the candidate: they ask for the CV, request an interview, decline, or move the candidate to another stage. You see it straight away and…

Requesting a CV or interview, declining, setting stages (what your clients see)

How your clients talk to you and to each other, keep their own shortlists, pass the list on, and choose which emails they get.

Messages, colleagues, shortlists, forwarding and email updates (what your clients see)

How your clients open a list, review candidates and reply.

What your clients see

A branding puts your logo, colors and brand name on your lists and client portal, so clients see your agency and not Candidately.

Brand your client portal and lists

A candidate appearance decides which sections and fields clients see on a candidate profile. Pick one per list.

Choose what clients see on candidate profiles (candidate appearance)

Show your job submission lists and client portal on your own address, like candidates.youragency.com, instead of my.candidate.ly.

Use your own web address for the client portal

Once we verify your domain, client emails come from each recruiter's own address instead of noreply@candidate.ly.

Send client emails from your own domain

Add your own fields, rename existing ones and choose which fields clients see on candidates in your job submission lists.

Add, rename or hide fields on candidate profiles

Select fields give recruiters a fixed list of options to choose from, so every candidate on a job submission list is described the same way.

Use single and multiple select fields

Add references, certificates or a portfolio to a candidate with a File Upload field, so your client can open them.

Attach extra documents to a candidate

Fill candidate fields with Bullhorn data, like salary or availability, when you add a candidate from Bullhorn.

Map Bullhorn fields to candidate fields

Upload a CV to a job submission list and Candidately fills in the profile for you to check before your client sees it.

How CV parsing works

Candidate details come from the CV, from Bullhorn if you import the candidate, and from anything you type in.

Where candidate details come from: CV or Bullhorn

Decide whether skills from a CV are added, only suggested or left out, and whether years of experience are filled in.

Choose which skills are added from a CV

The recruiter note is your short pitch for a candidate. Type it yourself or start from a write-up Candidately drafts.

Write a recruiter note on a job submission list

Your branding and web address, candidate fields and profiles, CV parsing and recruiter notes.

Branding, fields and profiles

Add a Candidately tab to your Bullhorn jobs, so recruiters can create and work on job submission lists without leaving Bullhorn.

Add the Candidately tabs in Bullhorn

Only if an Owner has set Job status mapping. Then closing or deleting the job pauses or archives its connected lists.

Does closing a job in Bullhorn archive the list?

Start a job submission list from a Bullhorn job. Candidates you add show up as submissions on the job in Bullhorn.

Create a list from a Bullhorn job and import candidates automatically

Choose the Bullhorn submission status a candidate gets when you change their stage, and what comes back from Bullhorn.

Map submission stages to Bullhorn statuses

Keep Bullhorn up to date: list shares, messages and client emails can become notes on the candidate.

Choose which notes go to Bullhorn

Bring your Bullhorn client companies and contacts into Candidately, so you can pick them when you share a list instead of typing them in.

Sync Bullhorn companies and contacts

Keep a list in step with Bullhorn, for example by adding everyone you put on a tearsheet for this client.

Update a list automatically from Bullhorn

Connect job submission lists to Bullhorn jobs, statuses and notes.

Bullhorn

Short answers to the questions recruiters ask most about job submission lists. Each answer links to the full article.

Client Portal FAQ

What to do when something on a job submission list doesn't work as expected. Easiest fixes first.

Client Portal troubleshooting

Quick answers and fixes for common problems.

FAQ and troubleshooting

Group your users into teams, give each team its own defaults for new lists, and share lists within a team.

Set up teams and team defaults

Provides information on additional features, pro tips, and best practices

Pro Tips & More

Create a custom design with text, images, and links

Candidately Website

Candidately App

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