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If a candidate is not hired, take a second to archive their profile and document why. Understanding why candidates aren't progressing will help refine your recruiting practices. Plus, you never know when a candidate may resurface in the future!
In order to maintain quality data, first make sure that your team's archive reasons are in order. If you'd like to rename, add, remove, or rearrange any of your reasons, fill out this form, and our support team will lend a hand!
Please note: The "Hired" reason cannot be deleted.
Now, let's talk about all of the ways that you can use our archive functionality!
Archive an individual candidate profile
Anyone who can view a candidate profile can archive it. Archiving a candidate profile will archive all applications listed in the "Jobs" section of the profile. If you're ready to do that, click the "Archive" button and select a reason.
In this dropdown menu, we've provided you with two options:
- Want to archive the profile and not email the candidate? Click "archive now" and you're set.
- Prefer to archive the profile and email the candidate at the same time? Check the box next to the "Also send email to the candidate?" text, and click "next".
After clicking "next", we'll show you an email editor, where you can select an email template, delay the email to be sent at a later date, and review the archive reason that you're associating with the candidate.
Tip: The next time that you choose to archive a candidate from their profile, we'll remember if you previously checked the "email" box. We'll even auto-populate the email that you sent to the last candidate you archived!
Archive multiple candidate profiles
To archive or archive and email batches of candidates, head over to the Candidates list, check the boxes next to their names, and choose "Archive" from the bulk action bar. From here, you can select an email template, and preview and edit the email that will be sent to all selected candidates.
This functionality is also useful for when you want to close a posting and notify all related candidates. We recommend using the left sidebar to filter the Candidates list by the specific posting and archiving the related candidates. Then you can safely close the posting.
Remember that archiving a profile in this way will archive all active applications on their profile!
Archiving specific applications on a candidate profile
Some candidates may be considered for multiple roles for a period of time. When you decide which role fits the candidate better, you can archive the applications that you are not considering the candidate for anymore.
In the "Jobs" section, to the right of the application you want to archive, click on the box icon and select an archive reason. This will only archive that specific application and leave the candidate's remaining applications active!
Accessing and unarchiving archived candidate profiles
View your archived candidates anytime by clicking on the Archive tab in your pipeline:
On the candidate profile that you'd like to unarchive, click on the gray bar that lists the candidate's archive reason at the top of their profile. From there, you can unarchive the candidate to an existing job application, a new application, or without an application. After you make your selection, they will return to the stage they were in prior to being archived.
You can also unarchive many candidates at once from the Candidates list. Check the box next to the candidate names, click on the "v" button, and select "unarchive candidates" from the dropdown menu. This will unarchive the candidate profile and all applications on the profile.
Archive a candidate, but just for a while
Setting reminders to revisit a candidate in a few weeks or months is such a common workflow that Lever has an entire feature devoted to it. Learn more about snoozing candidates.