For a video walkthrough of key workflows in this article, watch How to Add and Manage Candidates in Gem (4 minutes). This covers how to add new or existing candidates, upload resumes, and manage applications in Gem ATS.
Requirements
- Your team uses Gem ATS.
Add a candidate to Gem
You can add a candidate to Gem from Gem ATS, from the Talent pipeline page of an existing job, from the Gem Extension, or from the Gem homepage.
For steps to upload candidates in bulk via CSV, see Uploading CSVs to Gem.
To start the process of adding a candidate from the Gem ATS:
- Select the **Candidates** option in the main sidebar under the ATS header.
- On the Candidates page, select the + Add candidate button.
The Add candidate pop-up appears. Steps to continue this process are covered in the Add candidate field options section.
To start the process of adding a candidate from the Talent Pipeline page of a job:
- Select the **Jobs** option in the main sidebar under the ATS header.
- On the Jobs page, enter the name of the job into the search bar, or scroll down to find the job in the list of jobs.
- Select the job to open the job details. The Talent pipeline tab is selected by default. If needed, select the Talent pipeline tab to go to that page.
- Select the Add application dropdown near the job title, then select the Create new candidate option from the list.
The Add candidate pop-up appears. Steps to continue this process are covered in the Add candidate field options section.
To start the process of adding a candidate from the Gem Extension, from within the extension, select the Create New Prospect profile in Gem button.
The Add candidate pop-up appears. Steps to continue this process are covered in the Add candidate field options section.
To start the process of adding a candidate from the Gem homepage, from the homepage, select the New dropdown, then select the Candidate option.
The Add candidate pop-up appears. Steps to continue this process are covered in the Add candidate field options section.
Add candidate field options
Select each field to add or update details for this candidate. Required fields are indicated by an asterisk * next to the field name.
Field name | Description |
Resume | Select this field or drag a candidate's resume file to upload their resume. Adding a resume auto-populates the remaining fields in this section with content from this resume.
Note: This field only accepts resumes in `.doc`, `.docx`, and `.pdf` formats. |
*First name | The first name of the candidate. |
*Last name | The last name of the candidate. |
Nickname | An optional preferred name of the candidate. For example, if the candidate's full name is Robert, but they prefer to be referred to as Bob, you can add Bob to this field and Robert to the first name field. |
*Email | The email address of the candidate. |
LinkedIn URL | The URL of the LinkedIn profile of the candidate. Adding a LinkedIn URL helps Gem automatically refresh a candidate's profile with the latest information. |
Phone | The phone number of the candidate, including the area code. |
*Job | Search for and select an existing job in Gem ATS from the dropdown.
If the job you want to add this candidate to hasn't been created yet, see Gem ATS: Create a Job for complete steps to add this job in Gem. |
*Stage | Select the interview stage that this candidate should be set at for this job from the dropdown.
After this field is set, the candidate appears in that interview stage on the Talent pipeline page of this job.
The options listed in this section may vary based on the interview plan for this job. |
*Source | Search for and select the referral source for this candidate from the list of options. The list of options varies based on your Applications admin settings. |
Recruiter | Search for and select a recruiter to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Coordinator | Search for and select a coordinator to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Sourcer | Search for and select a sourcer to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Select the Add candidate button. The Candidates page updates with your new candidate listed at the top of the list.
Add an existing candidate to a job
Before you can add an existing candidate to a job, the candidate must already have a Gem candidate profile. For complete steps, see Add a candidate to Gem.
You can add an existing candidate to a job from the candidate's profile or from the Gem Extension.
To start the process of adding a candidate to a job from Gem extension, from within the extension, select the + option under Applications.
The New application section appears. Steps to continue this process are covered in the Add application field options section.
To start the process of adding a candidate to a job from the candidate's profile:
- Select the **Candidates** option in the main sidebar under the ATS header.
- On the Candidates page, search for or scroll to the name of candidate.
- Select the candidate to open the candidate details page.
- From any tab, scroll down to the Applications section in the profile menu on the right.
- Select the + option in the Applications section.
The New application section appears. Steps to continue this process are covered in the Add application field options section.
Add application field options
Select each field to add or update details for this candidate. Required fields are indicated by an asterisk * next to the field name.
Field name | Description |
*Job | Search for and select an existing job in Gem ATS from the dropdown.
If the job you want to add this candidate to hasn't been created yet, see Gem ATS: Create a Job for complete steps to add this job in Gem. |
*Stage | Select the interview stage that this candidate should be set at for this job from the dropdown.
After this field is set, the candidate appears in that interview stage on the Talent pipeline page of this job.
The options listed in this section may vary based on the interview plan for this job. |
*Source | Search for and select the referral source for this candidate from the list of options. The list of options varies based on your Applications admin settings. |
Recruiter | Search for and select a recruiter to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Coordinator | Search for and select a coordinator to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Sourcer | Search for and select a sourcer to be assigned to this candidate from the list of Gem team members. The list varies based on the job selected in the Jobs field above. |
Upload new resume | Select this field or drag a candidate's resume file to upload their resume. Adding a resume auto-populates the remaining fields in this section with content from this resume.
Note: This field only accepts resumes in `.doc`, `.docx`, and `.pdf` formats. |
Select the Create application button. The Applications section updates with your new application listed.
Review or update candidates
You can review the list of candidates and update details about any candidate from the Candidates page in Gem.
If a candidate already has an application associated with a job, or applies later to the same job via your job post, 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 already completed, and all attachments from both applications, will also remain.
Note: We don't support photos in Gem ATS.
Additional Resources
To learn more about managing candidates in Gem, check out the following resources.
Gem Academy
- Manage Candidates with Gem and Your ATS: This course covers key advantages of integrating Gem and your Applicant Tracking System (ATS).
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.
- Requirements
- Add a candidate to Gem
- Add candidate field options
- Add an existing candidate to a job
- Add application field options
- Review or update candidates
- Additional Resources
- Gem Academy