Positions and exporting candidates
Group candidates under the roles you hire for, sort them by fit, and export a PDF pack or an Excel sheet of what they shared. Every export is logged.
3 minute read
A position is a role you are hiring for, such as "Senior Data Analyst, London or remote". It keeps the candidates for that role together and says what each of them is asked for, so every invitation to it starts from the same terms.
Create a position
- Open Positions in the menu and press New position.
- Give it a Title and say Where.
- Add About the position if you like. It is for your team: candidates see the title only, on the invitation.
- If you use the ATS integration, pick Your ATS job. Candidates your ATS invites for that job then come under this position.
- Under What candidates are asked for, set what they may be asked to read and the checklist they must have ready.
- Press Create position.
Owners, admins and recruiters create and change positions. Everybody in the company can see them.
Inviting to a position
In Invite candidates, pick the Position. The invitation shows the position's terms as a summary under What Senior Data Analyst asks for. To change them for one invitation, press Change for this invitation; the position itself stays as it is. Editing a position later never changes invitations already sent: each candidate is measured against their own request.
On your Candidates list
Filter the list by position. Then:
- Fits the position first puts those who meet every requirement at the top.
- Only those who fit hides everybody else.
- Move puts a candidate under another position. It changes nothing the candidate sees or shares; only where they are on your list.
Candidates from before you used positions are under No position, and you can move them to one.
Closing a position
Close takes a position out of the invite picker. Its candidates keep their place, their access and what they shared, and you can still filter and export them. You can Reopen it at any time. A position is never deleted.
Exporting candidates
Tick candidates on Candidates and press Export, or press Export beside a position on Positions to take everyone you may read in it. Then choose a format:
| Format | What you get |
|---|---|
| PDF pack | A contents page with everyone and how they fit, then each candidate: the verification against what was asked, then their passport. Up to 25 candidates in one pack. |
| Excel | One row per candidate: each requirement's result, the verified counts, shared contact details and a link to the live passport. Up to 200 candidates in one sheet. |
Those who fit every requirement come first. An invitation not yet accepted has nothing to export.
What an export contains, and what it never does
An export holds only what each candidate shared with you:
- Contact details only where the candidate shared them.
- Never a date of birth, and never a nationality.
- Every page says who at your company exported it and when, and links to the live passport.
certo makes the file for you and keeps no copy of it.
The live passport is always the current record. An export is a copy of what it said on the day.
Every export is logged
Exporting reads each candidate's passport again, as you, and logs it before the file is made. The candidate sees under Who opened it that your company saved a copy of what they share with you, as a PDF or a spreadsheet.
Owners, admins and recruiters can export.