1. Humi by Employment Hero
  2. HR Platform
  3. Recruitment
  4. SmartMatch

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Manage my saved SmartMatch candidates

Declan Manning
Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum 
Available for the following user access level: Admin   

A recruitment module helps companies organize candidates for hiring and recruitment purposes. The SmartMatch feature in our Recruitment module will provide you with a list of possible candidates that match one of your currently offered roles. For example, if you need a new product engineer, you can use our SmartMatch feature to view a list of available candidates.

On the Saved Candidates screen, you can view, connect with, message, shortlist, and delete your saved candidates. You can also add them to your talent pool.

Important

SmartMatch is currently available with ‌your paid HR subscription on a pre-release trial. We do not currently charge you to see candidate recommendations or hire any of the recommended candidates. We are working hard to improve the effectiveness of SmartMatch with the aim of making it the best way to find talent. Further details regarding the full release of SmartMatch will be announced soon.

For People Managers and Hiring Managers, please refer to this article to learn more about your user access: SmartMatch questions answered via Employment Hero.

Getting started

Add a saved candidate to your talent pool: Individually
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to add to your talent pool.
  4. Click the Actions button.
  5. Click the Add to talent pool button.
  6. Click the Add button.
     
Add saved candidates to your talent pool: In bulk
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. To select candidates to add to your talent pool, you can:
    • Click the box next to each candidate you want to add; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Add to talent pool button.
  6. Click the Add button.
     
Shortlist a saved candidate for an existing job: Individually
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to add to the shortlist.
  4. Click the Actions button.
  5. Click the Shortlist to existing job button.
  6. Click the Select job field.
  7. Select the job that needs a candidate to be shortlisted.
  8. Click the Save button.
     
Shortlist saved candidates to an existing job: In bulk
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. To select candidates to shortlist, you can:
    • Click the box next to each candidate you want to shortlist; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Shortlist to existing job button.
  6. Click the Select job field.
  7. Select the job that needs candidates to be shortlisted.
  8. Click the Save button.
     
Connect with a saved SmartMatch candidate: Individually
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to connect with.
  4. Click the Actions button.
  5. Click the Connect with candidate button.
  6. Click the Let’s go! button.
     

  7. Edit the following in the email template:

    • The candidate's name.
    • Your name.
    • Your organization's name.
    • The job title.
    • An overview of the role and its significance.
    • Your email signature.

    Helpful Hint

    In addition to the highlighted information, you can edit the other contents of the email template.

  8. Click the Send email button.
     
Connect with saved SmartMatch candidates: In bulk
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. To select candidates to connect with, you can:
    • Click the box next to each candidate you want to connect with; or
    • Click the Select all button.
  4. Click the Bulk actions button.

  5. Click the Connect with candidates button.

    Helpful Hint

    You will be taken to the Recruitment screen, where you can send a personalized email to each SmartMatch candidate you want to connect with.

  6. Click the Let’s go! button.
  7. Click the name of the SmartMatch candidate you want to connect with.

  8. Edit the following in the email template:

    • The candidate's name.
    • Your name.
    • Your organization's name.
    • The job title.
    • An overview of the role and its significance.
    • Your email signature.

    Helpful Hint

    In addition to the highlighted information, you can edit the other contents of the email template.

  9. Click the Send email button.

    Helpful Hint

    Repeat Steps 7 to 9 for each employee you want to connect with.

Manage data

View your saved candidate matches
  1. Click the SmartMatch button.

  2. Click the Saved Candidates tab.

    Helpful Hint

    You will now see your saved candidates on your screen.

Filter saved candidates
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the Filter by button.
  4. In the Job titles field, select the required job title.
  5. In the Added by field, select the member who saved the candidate.
  6. Click the Apply button.
     
Sort saved candidates
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the Sort by button.
  4. Click one of the following:
    • Name (ascending).
    • Name (descending).
    • Experience (ascending).
    • Experience (descending).
Message your saved candidate match
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to message.
  4. Click the button.
  5. Type a message to the candidate.

  6. Click the Send message button.

    Helpful Hint

    You will receive an email notification when the candidate replies. You will also be able to view your past messages with them. However, the conversation history will be archived if the jobs get closed or the candidate is moved out of the hiring process.

Call your saved candidate match
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to call.
  4. Click the eye icon on the candidate's profile screen.
  5. This will display the candidate's phone number.
Share candidate profile
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. In the Candidates panel, select the name of the individual whose profile you wish to share by entering that name in the Search by name or email search bar.

    Note: Currently, admins and owners have visibility of all individuals saved in this 'Saved Candidates' tab across their organization. Select the name of the candidate whose profile you want to share.

    Tip: You can also click the name of the individual from a list in the Candidates panel.
     
  4. Click the Actions dropdown button.
  5. On the dropdown that will now appear, click Share candidate profile.

    A window called Share candidate profile will now appear on the page.
     
  6. On the Share candidate profile window, click the Smart Match user dropdown field.
  7. Select from the dropdown, or otherwise manually type in, the individual name(s) you wish to share the profile candidate with.

  8. Click Share.

     

    Important

    Now you have clicked the 'Share' button, your part of this process is now complete. The following three steps are the final stages, and they only apply to the individual(s) you shared the candidate profile to.

    The individual(s) now need to:

    1. Check their inbox for an automated email prompting them to review the candidate's profile.
    2. Click the 'click here' button in that email so they will be taken straight to the 'Saved Candidates' section of their SmartMatch account.
    3. View the newly shared candidate's profile, where they will then see a banner that confirms the profile was successfully shared to them from you.

Delete data

Delete a candidate from your saved list: Individually
  1. Click the SmartMatch button.
  2. Click the Saved Candidates tab.
  3. Click the profile of the candidate you want to delete.
  4. Click the Actions button.
  5. Click the Delete candidate button.
  6. Click the Delete button.
     
Delete candidates from your saved list: In bulk
  1. Click the SmartMatch button.
     
  2. Click the Saved Candidates tab.
  3. To select candidates to delete, you can:
    • Select the box next to each candidate you want to delete; or
    • Click the Select all button.
  4. Click the Bulk actions button.
  5. Click the Delete candidates button.
  6. Click the Delete button.
     

Further information

Where else on the platform can I use SmartMatch?

We have SmartMatch enabled ‌by default in the Recruitment module for admins and owners, and hiring managers with access. In addition, SmartMatch can be used in the employee file and active job listings in the Recruitment module. You can refer to the following articles to see how to use SmartMatch on other areas on the platform:

Will SmartMatch recommend my employees to other employers?

No. Your employees only see jobs available within your organization through the Swag app. We exclude recommending all active employees on Employment Hero to any organization.

We rely on ‌account emails to track users who should not be recommended for external roles. We also encourage you to make sure employees have their personal email addresses on the employee file, so those can be excluded from SmartMatch results as well.

To learn how to include this information in the employee file, please refer to the Editing Data section in this article: How do I manage employee personal details and change account emails via Employment Hero

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