Overview
Gem allows you to transfer a candidate's application from one job to another, which is useful in cases where you discover along the way that a candidate may be a better fit for a different role, or where you have a new job opening for a role that the candidate interviewed for previously. Transferring candidates allows you to see helpful context about the candidate's past interview history from within the new job, such as which recruiter or coordinator worked with them, any scorecard results, answers to custom questions, and more.
This article covers how to transfer a candidate to a new job, and explains which fields are transferred.
Requirements
- Your team must use Gem ATS.
- You must have the Add and edit applications and Advance and reject applications capabilities. Refer to Gem access types and permissions for more details.
Transferred fields
When a candidate's application is transferred to a new job, the following fields are transferred:
- Scorecards
- EEOC survey responses
- Application source
- Recruiter
- Sourcer
- Coordinator
- Referrals
- Custom questions and answers
- Attachments
- Custom fields
The following fields are NOT transferred with their application:
- Assessment data, including take-home exercise or third-party assessment data
- Active or signed offers
- Scheduled interviews
Transfer a candidate to a new job
You can transfer a candidate’s application to a new application from the Application tab of the candidate’s record.
Note that you can’t transfer a candidate between applications if they have an active or signed offer on the original application, or if they already have an application for the second job
Follow these steps to transfer a candidate between applications:
- Select the Candidates option in the main sidebar under the ATS header.
- On the Candidates page, search for or scroll to the name of the candidate.
- Select the candidate, then navigate to the Application tab of their record.
- Scroll down to the bottom of the Applications section in the right-hand panel.
- Select the Transfer application button.
- In the Transfer application pop-up, select each field to add or update transfer details. Required fields are indicated by an asterisk * next to the field name.
Field | Description |
Transfer to | Select the job you want to transfer this candidate to from the dropdown. If the job isn't listed, you may not have access to view it, or it may not have been created yet. For more information, refer to Gem Access Type & Permissions. For instructions to create a job, refer to Gem ATS: Create a Job. |
Job stage* | Select the stage of the job that this candidate should be transferred into. The list of options varies based on the interview plan for the selected job. |
Transfer type* | Indicate where to move reporting on future activity for this candidate.
Parent job to child job: Future activity will be reported under the current job that this candidate is assigned to. This is useful when you've received applications for broad job post (e.g. Software Engineer) that you'd like to transfer to a more specific job post (e.g. Senior Software Engineer, Backend) based on candidates eligibility.
Move to unrelated job: Future activity will be reported under the new job that this candidate is assigned to. This is useful when you've realized during the interview process that a candidate is a better fit for a role in a different team or department, such as transferring a Technical Writer candidate to a Localization role. |
- Select the Transfer application button. The page updates to confirm the candidate was successfully transferred to the job and stage selected.
- To review the details of the transferred application, select the Open transferred application button. The application details page opens.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.