Micro-pools in the Candidate Database

What are micro-pools for?

The main purpose of so-called micro-pools is the ability to automatically share candidates whose profile matches based on tags with users whom I would otherwise have to share with manually (typically hiring managers).

Typical use cases this functionality addresses:

💡 Use case 1: I want to automatically share candidates who apply without a position

If a candidate applies through a so-called collection form (i.e., a form without a specific position), for example from career pages, where the candidate assigns a tag such as a preferred location themselves, I can then assign a micro-pool with this tag to the relevant hiring managers responsible for the given region or branch, and they will then see the candidate in their micro-pool and be informed about their creation in the database.

💡 Use case 2: I want to automatically share candidates with a specific skill within relevant teams

If a candidate applies and has a specific skill (e.g., a specific programming language), I may want to offer them to teams that need that programming language so they can take a look and possibly select them for their recruitment.

💡 Use case 3: I want to pass certain candidates to colleagues to perform a specific action

Using tags like "call" or "prepare contract", I can pass the given candidate for processing to another team for a specific action.

How do micro-pools work?

Display

Tracked tags, or micro-pools, will then appear in your talent database as virtual subdirectories. A micro-pool behaves like a filter, so it can of course be combined with all other filtering options in the database, such as parameters in the left column, full-text, etc.

Sharing Method

If a candidate is shared with a hiring manager using a tag, this is not the same type of sharing as when sharing a candidate's response.

If you share a candidate's response using the existing "Share with colleague" function, or share the entire position where the given candidate is registered, the recipient gains ownership of the candidate.

If you share using tags, you do not gain ownership of the candidate, but only gain the right to see them within the candidate database and do not gain any rights to positions where they are registered.

So how does this specifically manifest in the talent database?

• In the "Candidates" view
  • you do not see the overview of positions where they are registered (the "beak" to the left of the photo)
  • you see attachments from all positions
• In the "Candidates on positions" view
  • you do not see anything (because you do not gain any rights to positions)
• On the candidate card
  • you see attachments from all positions
  • you see the list of positions where the candidate is registered, but cannot click through to them
  • the card behaves as if the applicant had not responded to any position

Notifications

You will learn about a new candidate with a tag you are tracking through a new type of notification - similarly to other notifications, you can turn it on or off in the notification center (link) for email channels, mobile notifications, and possibly Slack if you have it integrated with ATS Recruitis.

Within the "bell" icon, the notification will always appear, just like other types of notifications.

The image below shows the new notification and example messages:

How to set up tag tracking?

Tag tracking for yourself and individual colleagues is set up by administrators within user settings: