Talent Pool

Overview

The Talent Pool stores candidates outside the active hiring list while retaining their application information and hiring history.

Use it to keep candidates for future opportunities or record keeping while keeping Careers → Candidates focused on current hiring activity.

Go to Careers → Talent Pool.

Use the links below to jump to a section:

When to Use the Talent Pool

Future Opportunities

Move a candidate to the Talent Pool when they are not being hired for the current position but could suit a future vacancy.

For example, if two candidates meet the requirements but only one position is available, retain the other candidate for future consideration.

Another Position or Department

A candidate’s experience might suit a different role from the one they applied for. Keeping their record in the Talent Pool preserves the application, documents, notes, and hiring history for that later review.

Completed Hiring Activity

Move candidates out of the active list when their current hiring process is complete. This can include candidates who were:

  • Hired.
  • Rejected.
  • Interviewed but not selected.
  • Offered a position but declined.
  • Retained for record keeping.

Moving a candidate to the Talent Pool preserves their record.

Add a Candidate to the Talent Pool

  1. Go to Careers → Candidates.
  2. Find the candidate using the search and filter controls.
  3. Select the candidate’s name.
  4. Find Add to Talent Pool under Reviewer Tools.
  5. Enable the checkbox.
  6. Select Save Changes.

The candidate moves from Careers → Candidates to Careers → Talent Pool.

Information Retained

Moving a candidate to the Talent Pool preserves their existing record. Depending on what was collected or added, this includes:

  • Application Summary.
  • Candidate Details.
  • Answered Questions.
  • LinkedIn Profile.
  • Application confirmation.
  • Submitted documents.
  • Assigned reviewers.
  • Highlighted status.
  • Candidate Review Stage.
  • Internal notes.
  • Reference questionnaires.
  • Interview scheduling history.
  • Evaluations.
  • Offers.
  • Hired and rejection messages.
  • Candidate communication history.
  • Recent Activity.

The candidate remains available for review and reporting.

Find a Talent Pool Candidate

Go to Careers → Talent Pool and use the candidate-name search to find a specific person.

Use the available filters to narrow the list by information such as:

  • Job.
  • Company.
  • Candidate Review Stage.
  • Reviewer assignment.
  • Location.
  • Highlighted status.

The available filters depend on the information and settings configured in Kraken Careers.

Review a Talent Pool Candidate

Select a candidate’s name to open their Talent Pool record.

The record uses the same general structure as an active candidate record. Review the submitted information, documents, notes, references, communications, hiring stage, and Recent Activity.

Select Save Changes after updating candidate-level fields. Notes and communications use their own save and send controls.

See Reviewer Tools for instructions on reviewer assignments, notes, references, and communications.

Highlight a Candidate

Highlighted status is retained when a candidate moves into the Talent Pool.

Use Highlight Candidate to make someone easier to identify in the list. For example, highlight candidates with specialised experience or candidates you intend to reconsider for another department.

Select Save Changes after changing the highlighted status.

Candidate Review Stages

Talent Pool candidates retain their Candidate Review Stage. Moving a candidate to the Talent Pool does not automatically replace their current stage.

Use stages to filter and organise Talent Pool records. Depending on your configuration, these might include Interviewed, Offer Declined, Hired, Rejected, or stages created for your organisation.

If the candidate’s status also needs to change, select the appropriate Candidate Review Stage and then select Save Changes.

Return a Candidate to the Candidates List

Return a candidate to the active list when they are being considered again.

  1. Go to Careers → Talent Pool.
  2. Find and open the candidate.
  3. Find Add to Talent Pool under Reviewer Tools.
  4. Clear the checkbox.
  5. Select Save Changes.

The candidate moves back to Careers → Candidates.

Update Candidate Review Stage if the candidate is entering a new part of the hiring process.

Export Talent Pool Candidates

Selected Talent Pool candidates can be exported as a CSV file when your account has the required export permission.

  1. Go to Careers → Talent Pool.
  2. Select the candidates you want to export.
  3. Open the Bulk Actions menu.
  4. Choose Export as CSV.
  5. Apply the bulk action.

Use CSV exports for record keeping, HR audits, reporting, or reviewing candidate information outside WordPress. They can also provide permitted information for import into another system.

Handle exported candidate information according to your organisation’s privacy and data-retention requirements.

Talent Pool and Blacklisting

These controls perform different actions:

  • Add to Talent Pool: Retains the candidate outside the active hiring list.
  • Blacklist This Candidate: Prevents future applications using the candidate’s email address from being processed.

Adding someone to the Talent Pool does not blacklist them. Rejection or Talent Pool placement alone is not a reason to enable the blacklist.

Delete a Talent Pool Candidate

Keep the candidate in the Talent Pool while their record needs to be retained. Delete the record when it should be removed under your organisation’s privacy and record-retention requirements.

Review the record before deleting it. It can contain documents, notes, reference responses, communications, and hiring activity that your team still needs.

Troubleshooting

A Candidate Did Not Move to the Talent Pool

Open the candidate’s record, enable Add to Talent Pool under Reviewer Tools, and select Save Changes.

Return to Careers → Talent Pool and search for the candidate.

A Candidate Is Missing from the Talent Pool

Clear the active search and filters, then search by the candidate’s name.

Also check Careers → Candidates. The candidate could still be in the active list if the Talent Pool selection was not saved or was later cleared.

The Candidate’s Review Stage Did Not Change

Talent Pool placement preserves the existing review stage. To change it, update Candidate Review Stage and select Save Changes.

A Candidate Did Not Return to the Active List

Open the Talent Pool record, clear Add to Talent Pool, and select Save Changes. Then check Careers → Candidates with any restrictive filters cleared.

Export as CSV Is Unavailable

CSV export requires export permission. Ask an administrator to review your account permissions if the action is unavailable.

Highlighted Status Was Not Updated

Open the candidate, change Highlight Candidate, and select Save Changes before returning to the Talent Pool list.

Future Applications Are Being Blocked

Talent Pool placement does not block future applications. Review Blacklist This Candidate and the blacklist settings if applications using the candidate’s email address are being blocked.