It's common to need to update a candidate's information, whether it's fixing a typo, correcting an email address, or adding a name where one wasn't provided. This guide will walk you through how to edit details for both external candidates and internal employees to keep your records accurate.
This article covers the following topics:
Editing an External Candidate's Profile
For external candidates who have applied for a role, you can easily edit their core profile information, such as their name, email, or phone number.
Navigate to Administration > Recruitment > Candidates.
Use the search filters to find the candidate you wish to edit.
In the search results, click the Actions button next to the candidate's name and select Edit.
Update the necessary fields with the correct information and click Save.
This will update the candidate's profile across the recruitment module.
Editing an Internal Employee's Profile
For internal candidates who are already employees in ELMO, their information is managed from their main user profile, not the recruitment candidate database.
Navigate to Administration > General > Users.
Search for the employee whose details you need to update.
From their user profile, you can edit their core information as needed.
Please note that updating an employee's main profile will not change the details they submitted on a past application form, as that information is a snapshot from the time of their application.
Correcting a Candidate's Name That Appears as '[Name Not Provided]'
Sometimes, an application may come through from a job board like Seek without a name if the applicant's profile was incomplete. You can easily fix this.
Follow the same steps for editing an external candidate: navigate to Administration > Recruitment > Candidates.
Search for the candidate using their email address.
Click Actions > Edit and enter their correct First Name and Last Name.
Click Save. The candidate's name will now appear correctly in the requisition.
Updating a Submitted Resume or Cover Letter
Once an application is submitted, the resume, cover letter, and answers to screening questions are locked to that specific application and cannot be directly edited or replaced. This preserves the integrity of the original application.
Recommended Workaround (External Candidates): If a candidate provides you with updated documents, the best practice is to add them to their application profile as a note for the hiring team to review.
Open the candidate's application from within the requisition.
Navigate to the Notes section.
Click to add a new note and upload the new resume or cover letter as an attachment.
For situations where the original application must be fully replaced (e.g., significant errors):
Go to the main candidate database (Administration > Recruitment > Candidates).
Find the candidate and Edit their profile to change their email to a dummy address (e.g.,
[email protected]). This frees up their actual email.You can now have the candidate re-apply with their correct email and updated documents, or you can add them as a 'New Candidate' to the requisition yourself.
Frequently Asked Questions (FAQs)
When I try to add a new candidate, my own email address is stuck in the email field. What do I do? This is typically caused by your browser's autofill feature. Clearing your browser's cache and cookies usually resolves this. You can also try entering the candidate's first and last name first, which should then allow you to edit the email field.
I can't find the 'Edit' button for a candidate, where is it? The 'Edit' option for external candidates is found on the main candidate page, not inside a requisition. Make sure you are navigating to Administration > Recruitment > Candidates, searching for the candidate, and then clicking the Actions button.
Why aren't the details I updated on an employee's main profile showing on their old application? The details on a submitted job application are a snapshot in time and do not automatically update when the employee's main profile is changed. For actions like creating a contract, you may need to manually update placeholders if they are pulling from the original application data.
Can a candidate edit their own profile information? Yes, candidates can log in to the external careers portal to update their own profile information, including their contact details, resume, and cover letter. However, these changes will not alter any applications they have already submitted.