There are three ways to add candidates to a job in Gem ATS: sourcing new candidates, adding candidates manually, or assigning existing candidates to a job. Below, we’ll walk you through each method.
1. Adding a new candidate to a job manually
If you want to create a candidate profile from scratch, follow these steps:
- From the Gem homepage, select the New dropdown in the top-right corner, and then choose Candidate from the dropdown.
- In the pop-up that appears, fill out the candidate’s details, including:
- Candidate information: Name, email, LinkedIn URl, and phone number.
- Job: Select the job they’re being considered for.
- Stage: Choose the stage in the hiring process where you’d like to place them.
- Source: Indicate where the candidate came from (e.g., referral, job board, Github, inbound application, etc.).
- Resume: Upload their resume, if it’s available (see the Adding attachments section below for more details).
- Hiring team: The recruiter, coordinator, and sourcer (if applicable).
- Select Add candidate to finalize the entry.
Once added, the candidate will appear in the Talent pipeline view of the designated job.
2. Adding an existing candidate to a job
If a candidate already exists in your Gem ATS, you can easily add them to another job:
- Use the top-left search bar to find and open the candidate’s profile.
- In the Gem sidebar (on the right side of the candidate’s profile), scroll down to Applications and select the plus (+) sign to create a new application.
- Gem will prompt you to fill out these fields:
- Job name: Select the job the candidate is being added to.
- Stage: Choose the appropriate stage in the hiring process.
- Source: Indicate where the candidate came from (if applicable).
- Hiring team: Assign team members involved (recruiter, coordinator, and sourcer, if available).
- Resume upload: Add a resume if one is available (see the Adding attachments section below for more details).
- Select Create application. Once added, the candidate will appear in the Talent pipeline view of the designated job.
3. Adding a candidate to a job through the Gem extension
You can also add candidates from the Gem Chrome extension, allowing you to quickly add talent to jobs without navigating away from your workflow:
- Open the Gem Extension while viewing a candidate’s profile.
- Scroll down to Applications in the extension, and select the plus (+) sign to create a new application (you can also add the candidate directly to an open role from here).
- Gem will prompt you to fill out these fields:
- Job name: Select the job the candidate is being added to.
- Stage: Choose the appropriate stage in the hiring process.
- Source: Indicate where the candidate came from (if applicable).
- Hiring team: Assign team members involved (recruiter, coordinator, and sourcer, if available).
- Resume upload: Add a resume if one is available (see the Adding attachments section below for more details).
- Select Create application. Once added, the candidate will appear in the Talent pipeline view of the designated job.
With these three methods — manual entry, updating existing profiles, and leveraging the Gem extension — you can seamlessly manage candidate assignments within Gem ATS.
Adding attachments
Uploading a resume is just one of several ways to attach files to candidate records in the Gem ATS.
The three main ways of attaching files are:
- As resumes: You can add resumes and cover letters in various places within the Gem ATS, including via an application form, and in the Application, Profile and Resumes section of the candidate record.
- Via application form questions: As well as the default Resume and Cover letter questions, you can create custom application form questions (in Templates) using the File type, allowing candidates to upload supporting documents as part of their applications.
- As manual uploads: Instead of storing additional files in the cloud, you can attach them directly to a candidate’s application (in the Application section of the candidate record, under Application attachments), allowing you to keep everything together in a single place.
Please note that if a candidate already has an application associated with the job or later applies to the same job themselves via your job listing, Gem will merge their applications. The candidate name, email address, and LinkedIn profile URL from the first application will remain, and updated answers to application questions or EEOC forms will be updated to the answers associated with the most recent application. Any information associated with a referral question that an internal referrer completed and all attachments from both applications will be retained.
A note on file types
Application form questions (including Resume and custom questions) can accept .pdf, .doc and .docx files.
Manual attachments can include a broader range of file types including pdf, .csv, .doc, .docx, .jpg, .jpeg, .png, .xls, .xlsx, and .zip.
➡️ Next, you’ll configure scorecard templates in Gem ATS!
- 1. Adding a new candidate to a job manually
- 2. Adding an existing candidate to a job
- 3. Adding a candidate to a job through the Gem extension
- Adding attachments