Gem ATS: Add candidates to a job

Overview

Adding new or existing candidates to a job allows you to quickstart your talent pipeline with a set of qualified leads.

There are several ways to add new and existing candidates to a job in Gem ATS, all covered below.

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 new candidate to Gem

You can add a new candidate to Gem from the following places:

1. The Candidates page.
2. The Talent pipeline page.
3. Via the Gem Chrome extension.
4. From the Gem homepage.

Instructions to add a new candidate via each of these methods are covered below.

You can also upload candidates in bulk via a CSV. For complete instructions, see Uploading CSVs to Gem.

Add a new candidate from Gem ATS

To start the process of adding a new candidate from the Gem ATS:

1. Select the Candidates option in the main sidebar under the ATS header.
2. 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 below.

Add a new candidate from an existing job

To start the process of adding a candidate from the Talent Pipeline page of a job:

1. Select the Jobs option in the main sidebar under the ATS header.
2. 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.
3. 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.
4. 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 below.

Add a new candidate via the Gem Chrome extension

To start the process of adding a new candidate from the Gem Chrome 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 below.

Add a new candidate from your Gem homepage

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.

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

You can add an existing candidate to a job from the candidate's profile page, or from the Gem Extension.

Add an existing candidate from the Gem Chrome 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.

Add an existing candidate from the candidate’s profile page

To start the process of adding a candidate to a job from the candidate's profile:

1. Select the Candidates option in the main sidebar under the ATS header.
2. On the Candidates page, search for or scroll to the name of candidate.
3. Select the candidate to open the candidate details page.
4. From any tab, scroll down to the Applications section in the profile menu on the right.
5. 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.

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.

• Overview
• Requirements
• Add a new candidate to Gem
• Add a new candidate from Gem ATS
• Add a new candidate from an existing job
• Add a new candidate via the Gem Chrome extension
• Add a new candidate from your Gem homepage
• Add candidate field options
• Add an existing candidate to a job
• Add an existing candidate from the Gem Chrome extension
• Add an existing candidate from the candidate’s profile page
• Add application field options
• Review or update candidates
• Additional Resources
• Gem Academy