Workflow Guides: Research and Sourcing

Welcome to our second in a series of Workflow Guides for Top Echelon Recruiting Software!

The subject of this guide will be Research and Sourcing. We’ll focus on several concepts:

• Various ways for adding new candidates into the software
• Searching the database for existing candidate records
• Qualifying candidates and communicating to request updated information
• Submitting candidates to open positions for review

Various ways for adding new candidates into the software

• Once you’ve located and sourced new candidates, you add them to Top Echelon Recruiting Software in several ways. How you add them can depend on the format of their information:
  • Resume(s)
    • For individual resumes, or candidates without a resume, you can use the Add People function if you have the resume saved to your computer
    • For single or multiple resumes attached to an email message, you can forward them to your Parsing Address
    • For a large file folder of resumes, use the Bulk Resume Upload
  • Online Profile
    • Use the Chrome Extension to pull information from online profiles you have permission to parse
  • Spreadsheet
    • For Excel or csv files, you can use the Contact Importer to upload an entire spreadsheet of candidates at one time

Searching the database for existing candidate records

• To search for a list of candidates that you’ve entered into the system, use our Keyword Search
  • Keep in mind, our Keyword Search uses Boolean Logic, so you may want to brush up on it!
  • You can also used the Advanced link to the right of the Search button to run searches on specific fields in the software
• Once you’ve run a search, you can Manage your search results with filters and view preferences to get to the information you need more quickly

Qualifying candidates and communicating to request updated information

• On any list, including a Search Results list, you can use the Record Preview to screen through candidates’ records quickly
  • From the Preview, you can take a number of actions with an individual candidate:
    • Make a qualifying phone call with the contact information, and record the results of the call as an Activity
    • Send an email to the candidate to request more and updated information
    • Access or Edit all cards on the candidate’s record
• You can also take Mass Actions on several candidates at once by using the checkboxes to the left of their names
  • Mass email the candidates to request information, and use Merge Fields to show the current information you have on file for them and verify that it is correct
  • Schedule and log activities to multiple candidates at once
  • Consider adding star candidates to a Hotlist for easy access in the future

Submitting candidates to open positions for review

• Add candidates to a job’s Pipeline either from the candidate’s record or from a list in the software
  • Candidates go into the Pipeline’s Inbox by default, though they can be moved to the next stage if they’ve already been vetted

Feel free to check out some of our other Workflow Guides as well:

• Sales and Business Development 
• Research and Sourcing (you are here)
• Recruiting
• Administrative Tasks