🟤Add/Manage
Add/Manage Candidates
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
The Candidate Management section allows recruiters and HR teams to add new candidates, import them in bulk, update their information, manage profiles, track recruitment progress, and maintain communication and document history — all from one place.
Step 1: Log in to the ESS Portal, navigate to the ‘Hire V2’ module, and select the ‘Candidates’ option from the menu. Click on ‘Add / Manage’ to add or manage candidate details.
Search Bar
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Use the Search Candidate name bar to find a specific candidate.
Type the candidate's name and the list filters automatically as you type.
Filters
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Click the filter icon (≡) on the left of the search bar to expand the filters panel. Filter candidates by City, Qualification and more.
View Types
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Use the view toggle icons at the top right to switch between:
List View — Displays candidates in a row-based table with columns for Candidate Name, Email, Phone, Work Experience, City, Job, Entity, and Actions.
Card View — Displays candidates as individual cards showing key details at a glance.
Sort
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Use the Added dropdown at the top right to sort candidates. Select Newest to show the most recently added candidates first, or Oldest to show the earliest added first.
Add New Candidate
Path: ESS Portal > Hire V2 > Candidates > Add / Manage > + Add New Candidate
Step 1: Click the + Add New Candidate button at the top right.
Step 2: In the dialog box, select Create Manually or Import Bulk and click Proceed.
Create Manually
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Creates a single candidate profile across three steps. A Candidate Code is auto-generated
Step 1: Click the + Add New Candidate button at the top right.
Step 2: In the dialog box, select Create Manually and click Proceed.
Basic & Contact Details
Step 1: Optionally, upload a profile photo by clicking the camera icon on the candidate avatar.
Step 2: Click Upload Resume to upload the candidate's resume.
Resume Parsing is a paid feature, which automatically fills in available fields from the resume.
Step 3: Under Basic Details, enter the First Name and Last Name.
Step 4: Under Contact & Identification, enter the Email and Mobile Number. Click Next to continue.
Important Note: First Name, Last Name, Email, and Mobile Number are mandatory. All other fields are optional.
Education and Experience
Step 1: Under Education, select the Qualification/Degree. Fill in any additional fields as per your requirement.
Step 2: Click Save Details to save the entry.
Step 2: If the candidate has no work experience, check "the I am a Fresher (No Work Experience) checkbox".
Step 3: Under Work Experience, enter the Company Name. Fill in any additional fields as per your requirement. Click Save Details to save the entry. Click Next to continue.
Important Note: Qualification/Degree and Company Name are mandatory if adding education and work experience respectively.
Preferences and Portfolio
Step 1: Fill in any additional preference fields as per your requirement — Current CTC, Expected CTC, Notice Period, Willing to Relocate, Preferred Work Location, and LinkedIn Profile URL.
Step 2: Under Job Application, select one or more jobs from the Add this candidate to one or more Jobs dropdown. Leave blank to add the candidate to the talent pool without applying to a specific job.
Step 3: Click Create Candidate to save, or Cancel to exit without saving.
Path Link: https://ess.pockethrms.com/Recruitment/RecruitmentV2/CandidateCreation
Import Bulk
Path: ESS Portal > Hire V2 > Candidates > Add / Manage
Import multiple candidate profiles at once using an Excel template.
Step 1: Click the + Add New Candidate button at the top right.
Step 2: In the dialog box, select Import Bulk and click Proceed.
Step 3: In the Candidate Creation Fields panel, check the fields you want to include in the template. Click Add All to select all fields at once.
Step 4: The Excel Configuration panel automatically maps each selected field to an Excel column. Review the mapping and adjust if needed.
Step 5: Click Download Configured Excel Template, fill in the candidate details, and save the file. Optionally, click Export Candidate Field Details for a reference file of all available fields.
Step 6: Click Choose Files next to Upload Resumes, Images to upload candidate resumes and photos.
Important Note: Uploaded resume and image files must match the file names and extension types referenced in the Excel sheet.
Step 8: Drag and drop the filled Excel file into the upload area, or click to browse and select it. Only .xlsx format is accepted.
Step 9: select the sheet to import from the dropdown.
Step 10: Enter the Starting Row and Ending Row to specify which rows to import. Click Upload File to complete the import.
Path Link: https://ess.pockethrms.com/Recruitment/RecruitmentV2/BulkimportCandCreation
Bulk Update Candidate Details
Path: login ESS Portal > Hire V2 > Candidates > Add / Manage > + Bulk Update Candidate Details
Update education or work experience details in bulk for candidates already in your talent pool — without editing each profile individually.
Step 1: Click the + Bulk Update Candidate Details button at the top right.
Step 2: Select Education Details to update academic qualifications, or Work Experience to update employment histories, then click Proceed.
Education Details
Step 1: Click the + Bulk Update Candidate Details button at the top right.
Step 2: Select Education Details to update academic qualifications, then click Proceed.
Step 3: Download the Configured Excel Template. Fill in the candidate education details —
Candidate Code, Qualification/Degree, Specialization/Major, University/Board, College/Institute, Start Date, End Date, Year of Passing, Percentage/Grade/CGPA, and Upload Certificate.
Step 4: Click Choose Files next to Upload Certificates to upload supporting documents (PDF, WORD, JPG, PNG accepted).
Step 5: Drag and drop the filled file into the upload area or click to browse. Only .xlsx format is accepted.
Step 6: select the sheet to import from the dropdown.
Step 7: Enter the Starting Row and Ending Row, then click Upload File.
Important Note: Candidate Code and Qualification/Degree are mandatory. Uploaded files must match the file names and extension types in the Excel sheet.
Path link: https://ess.pockethrms.com/Recruitment/RecruitmentV2/EducationImport
Work Experience
Step 1: Click the + Bulk Update Candidate Details button at the top right.
Step 2: Select Work Experience to update academic qualifications, then click Proceed.
Step 3: Download the Configured Excel Template. Fill in the candidate work experience details
Candidate Code, Company Name, Designation/Role, Employment Type, Industry, Start Date, End Date, Current Job, Reason For Leaving, and Key Responsibilities.
Step 4: Click Choose Files next to Upload Certificates to upload supporting documents (PDF, WORD, JPG, PNG accepted).
Step 5: Drag and drop the filled file into the upload area or click to browse. Only .xlsx format is accepted.
Step 6: select the sheet to import from the dropdown.
Step 7: Enter the Starting Row and Ending Row, then click Upload File.
Important Note: Candidate Code and Company Name are mandatory. Uploaded files must match the file names and extension types in the Excel sheet.
Path Link: https://ess.pockethrms.com/Recruitment/RecruitmentV2/WorkExpenceImport
All Candidates
Path: ESS Portal > Hire V2 > Candidates > Add / Manage > All Candidates
Displays every candidate in the system. Each row shows the candidate's photo, name, candidate code, gender, age, email, phone, work experience, city, job applied for, entity, and action icons.
The Action column has the following options for each candidate:
Edit icon — Opens the same three-step candidate creation form with all existing details pre-filled. Update the required fields and save.
Profile icon — Opens the candidate's detailed profile view with full information, hiring stage, timeline, communications, evaluations, and documents.
Disqualify icon — Marks the candidate as disqualified and moves them to the disqualified list.
More options (⋮) — Click to reveal:
View Resume — Opens the candidate's uploaded resume.
Show/Reset CSS Portal Password — View or reset the candidate's self-service portal password.
Career Portal Status — Shows whether the candidate has opened or not yet opened their career portal.
My Candidates
Path: ESS Portal > Hire V2 > Candidates > Add / Manage > My Candidates
Displays only the candidates assigned to or created by the logged-in user.
The layout, columns, filters, and action icons are the same as the All Candidates tab.
Candidate Profile
Path: ESS Portal > Hire V2 > Candidates > Add / Manage > Profile icon
Click the Profile icon on any candidate row to open the Candidate Profile.
The profile header shows the candidate's name, code, contact details, notice period, source, scheduled interviews, and offers. The Applied for field shows the job applied to, and the Stage dropdown shows the current hiring stage.
The following action icons are available at the top right of the profile:
Job Overview — View a summary of the job the candidate has applied for.
Resume — View the candidate's uploaded resume.
Disqualify — Mark the candidate as disqualified.
Blacklist — Blacklist the candidate from future opportunities.
Mark as Favourite — Mark the candidate as a favourite for quick access.
Assign to Another Job — Assign the candidate to a different job opening.
Send Reminder — Send a reminder email to the candidate.
Share Candidate — Share the candidate's profile with other team members.
The following action buttons are available below the icon row. These buttons appear based on the candidate's current hiring stage:
Open CSS Portal — Open the candidate's self-service portal.
Send Assessment — Send an assessment to the candidate.
Schedule Interview — Schedule an interview for the candidate.
Make an Offer — Extend a job offer to the candidate.
Request Documents — Request documents from the candidate.
The profile has five tabs — Candidate Details, Timeline, Communications, Evaluations, and Documents.
Candidate Details Tab
The Candidate Details tab has three sub-tabs:
Basic Details — Displays personal details (Date of Birth, Gender), professional information (Expected Salary, Current Salary, Location, Notice Period),address and contact information.
Education & Experience — Displays education history (qualification, specialisation, college, year of passing, grade) and work experience (company, role, location, duration, CTC, responsibilities).
Preference & Portfolio- Displays job preferences (Preferred Location, Current Location, Expected Salary, Notice Period, Willing to Relocate), portfolio and social links (LinkedIn Profile), and screening question responses.
How to change a candidate's stage?
Path: Candidate Profile > Stage dropdown
Step 1: On the Candidate Profile, click the Stage dropdown at the top right to open the Change Application Stage dialog.
Step 2: The current stage is shown at the top.
Select a new stage from the list — Sourced/Applied, Shortlist/Screening, Aptitude/Assessment, Interview (HR Round, Technical Round, Final Round). Click Update Stage to apply the change, or Cancel to exit.
Timeline Tab
Displays a chronological log of all actions taken on the candidate's profile — stage changes, assessment assignments, portal access events, and more. Use the Action from dropdown to filter by action type, All Dates to filter by date range, and Sort by to order entries.
Communications Tab
Displays all messages and assessments exchanged with the candidate. Assigned assessments appear as cards showing the assessment name, due date, and reference materials.
Use the message input at the bottom to send a new message, or click the attachment icon to attach a file.
Evaluations Tab
The Evaluations tab shows a comprehensive evaluation overview for the candidate across the application-to-interview process.
Click on Interview Evaluation to expand the rounds scheduled for the candidate (e.g., HR Round, Technical Round, Final Round), along with their date and mode.
Step 1: Click on a round (e.g., HR Round) to open its evaluation panel.
Step 2: View the Overall Status, round details (Date & Time, Duration, Mode), and the list of Interviewers & Scoreswith their submission status. Click Close to exit.
Documents Tab
The Documents tab displays all documents received from or shared with the candidate. It shows the count of Received and Pending documents at the top, along with an All Documents dropdown to filter by document type and a Search bar to find a specific document.
Each document appears as a card showing its name, file type and size, upload date, approval status (e.g., Approved), and a download icon. Use the checkbox on a card or Select All to select multiple documents.
Step 1: Click the Upload button to upload a candidate's document on their behalf. This is useful when a recruiter already has a copy of the candidate's document and wants to add it directly to their profile.
Step 2: Select the Document Type, attach the file, and click Upload Document.
Important Note: Approved documents update the candidate's profile automatically.
Request Documents
Path: Candidate Profile > Request Documents
Use the Request Documents button on the candidate profile to formally request documents from the candidate.
Step 1: Click the Request Documents button at the top of the Candidate Profile.
Step 2: In the Request Documents dialog, select the documents you want to request under Available Document Types (e.g., Aadhar Card, PAN Card, Passport, 10th Mark Sheet, 12th Mark Sheet, Higher Education), or check Select All to request all available document types.
Step 3: Select a Due Date by which the candidate should submit the documents.
Step 4: Optionally, add Additional Instructions for the candidate (e.g., "Please ensure documents are self-attested"). Review the Request Summary, which shows the number of documents selected.
Step 5: Click Send Request to submit the request, or Cancel to exit without sending.
Important Note: Once sent, the document request appears in both the Timeline tab and the Communications tab, allowing you to track when the request was made and follow up if needed.
Path Link: https://ess.pockethrms.com/Recruitment/RecruitmentV2/CandidateProfileV2?id=78&skp=true&tab=documents
For any queries, contact support@pockethrms.com
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