TIP TUESDAY! Less Admin, More Hires: Automate Your Talent Pools

WHAT IS THE TIP?

Auto-Populate Talent Pool at a Designated Status 

💡By setting up an automatic ‘copy to Talent Pool’ process action, you can effortlessly retain top talent, and reduce time to hire later on. 

Not every excellent candidate can be the successful one. But that doesn’t mean their journey with you should end. These candidates have already shown interest, completed an application, and made it to interview - meaning they’re often quicker to hire and easier to onboard.

Talent Pools are auto-populated based on a status change, which means that when candidates reach a certain point in your process, you can automatically copy their application into a specific talent pool. For example, applicants moved to ‘Assessment Pass’ can be automatically added to a Talent Pool, building up a pool of qualified candidates, allowing you to keep them warm and re-engage for future roles. Since they’ve already progressed through part of your process, you can fast-track them, reducing time to hire.

🔧 Use case: You host key events where potential candidates register and attend. Once attendees are marked as ‘Event attended’, they’re automatically added to a Talent Pool, giving you a warm pipeline to engage when campaigns go live.

Auto-Populate Talent Pool with a Feedback Form 

💡Automatically copy runner up/silver medallists candidates to a Talent Pool using a feedback form, helping you retain great talent and reduce time to hire down the line.

With just one feedback form and a status change, the system can build a go-to shortlist for future vacancies. 

🔧 Use case: Your Marketing interview shortlist was incredibly strong, but only one person could be hired. As you reject the others and complete your feedback form, the system automatically adds them into a “Marketing Talent Pool.” Three months later, a new role opens - and guess what? You already have brilliant candidates to invite into the process before even advertising the role.  

Here’s how it works:

When rejecting a strong candidate after interview, your recruiter marks them as a “runner up/silver medallist” in their feedback form. If the candidate has previously agreed to be contacted about future opportunities (usually confirmed within the application form), the system can immediately copy them into a Talent Pool - without any manual effort. This process runs quietly in the background, meaning your Talent Pool becomes richer over time. 

Once the configuration has been built, to use this with your Talent Pools:

• Create your Talent Pool(s) (if you haven’t already)

• In the Talent Pool’s Details tab, tick the box for ‘Auto Populate from Application Process’

• Select the config saved search that includes the right conditions (e.g. runner up/silver medallist, opted into future contact)

You can set this up in two ways:

• One central Talent Pool for all silver medallists.

• Or multiple, targeted Talent Pools (e.g. by department or location) using additional saved search criteria - like role type.

Then, when new roles go live, you already have a list of qualified, pre-vetted candidates ready to fast-track straight to interview, or even hire! 

😊 What’s your approach to runner ups/silver medallists? Do you already track them? Would automating this help your team? Let us know what you think in the comments!

BENEFITS

• Reduces time to hire - no need to start from zero.

• Improves quality - re-engage known, vetted candidates.

• Builds a long-term pipeline without extra admin.

• Gives you more value from every recruitment process.

• Ensures consistency and compliance (consent-based).

• Reduce advertising and agency costs. 

CONSIDERATIONS 

• Don’t forget - Candidate consent is essential. Make sure to include an Talent Pool opt-in option in their application, or capture it later using a form at the rejection stage.
• You will need to decide at which stage(s) in your process you would like your candidates to be moved to the Talent Pool automatically.
• Understand how you wish to structure your Talent Pools i.e. one general pool or function/role specific  pools.  
• There are several configuration tasks (up to level 3) that will need to be undertaken.

• The silver medallist option needs to be added to all relevant feedback forms.
• Your config saved searches must be created and correctly set up to control who enters each Talent Pool.
• The ‘Copy to Talent Bank’ process action needs to be added into the process. 

COSTS

This feature is part of the standard product offering with level 3 configuration training.

Alternatively, Supported Users can raise a Change Request case to discuss requirements and obtain an estimate.

NEXT STEPS

Raise a Change Request case or speak to your Customer Success Manager for further information.