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title: “Managing Candidates” description: “How to work through the recruitment stages — interviews, references, safety checks, and offers.”

The candidate detail page gives you a structured place to work through each recruitment stage. Sections don’t lock based on the current stage — you can add an interview record, a reference check, or a police vetting record in any order, as information becomes available.

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Interviews

From the Interviews tab, click Add Interview to record an interview. Each interview record captures:
  • Date, time, and method
  • Who conducted the interview
  • Questions and responses — select from the question library or add ad-hoc questions on the fly. Questions added ad-hoc are saved to your library for future use.
  • A rating for each response
  • Overall recommendation — Progress, Hold, or Decline
You can record multiple interviews for the same candidate.

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Reference checks

From the References tab, click Add Reference Check. Referee details are pre-filled from the candidate’s employment history — select which referee you’re checking, or add one manually if they’re not in the application. Each reference check records:
  • Date and method of contact
  • Questions and responses (same question library as interviews)
  • Overall summary
  • Recommendation — Positive, Neutral, Concerns, or Do Not Hire

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Safety check

The Safety Check tab has two sections: Identity verification — a checklist of identity documents. Tick each document type as it’s sighted and optionally upload a copy. Standard types include passport, driver’s licence, birth certificate, visa, and others. Police vetting — add one or more vetting records. Each record captures the vetting agency, form signed date, submission date, result, and next due date (auto-calculated as three years from the result date). Police vetting records are carried across to the staff profile on conversion.

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Offer management

From the Offer tab, click Add Offer to record the job offer details:
  • Date and method of offer
  • Role, centre, start date, and employment type
  • Outcome — Pending, Accepted, Declined, or Withdrawn
When outcome is set to Accepted, the candidate’s stage automatically advances to Offer Accepted and the Convert to Staff Member button becomes available.

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Declining a candidate

To decline a candidate at any stage, click Decline from the Overview tab. Select a reason (internal only — never shared with the candidate) and add an optional internal note. You can optionally send a generic, kind rejection email to the candidate — the reason is never included in the email. Declined candidates are hidden from the default candidates list. Use the Show declined toggle to include them.

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Activity timeline

Every action on a candidate record is logged automatically to the Activity tab — status changes, emails sent, interviews added, reference checks recorded, notes, and more. The timeline gives you a complete audit trail of the recruitment process without any extra work.