Recruitee detects duplicate candidate profiles based on candidate email addresses and phone numbers.
If multiple candidates are found to have the same phone number or email address, Recruitee will signal the potential duplicates above the candidate profile and will show an option to merge the profiles into one.
When merging profiles, the most recently added candidate files such as CVs or cover letters are kept and previous versions are stored in the "Files" tab. All notes, tags, emails, and evaluations get combined in the merged profile. If certain fields like dates, salary, or gender can't be merged, the most recent entry is also kept. All assigned jobs remain, but if the candidate applied to the same job more than once, you choose which stage to keep them in.
How to manually merge profiles
You can also manually merge candidate profiles. This can happen in multiple ways.
Selecting candidates in a list to merge them.
This can be done on the candidates page, or when viewing a pipeline. Simply select the candidates you would like to merge, then click on “More…”
From the candidate profile
When viewing a candidate profile, you can select the “Merge with…” option. After clicking on it, Recruitee will suggest other candidate profiles with similar names to merge with this candidate. You can also search and select any other candidate you like.
FAQ:
What happens if the profiles have different candidate names?
What happens if the profiles have different candidate names?
If there are different names in the profiles, you will be asked to choose which name should be kept in the new (merged) profile.
What happens if the merged profiles have different CVs or cover letters?
What happens if the merged profiles have different CVs or cover letters?
The most recently added CV will be kept in the Overview tab of the merged profile. The CVs from the other duplicates will be in the Files tab of the merged profile. The same principle applies to cover letters.
What happens if the profiles were shared with different team members?
What happens if the profiles were shared with different team members?
If you used the “Share with team members” option, merging also tries to unify the team members who were granted access to the candidate.
E.g. If a candidate is shared with 2 team members, and another is shared with 3 other team members, after merging the final candidate profile will be shared with 5 users. However, if the candidates were assigned to the same job, some team members may lose access after merging.
You can reshare the candidate to make sure that all necessary people still have access.
Public links that were generated to link to a profile which was merged might not work anymore after merging, so we recommend double checking any links you may have sent in the past
What happens if one of the merged profiles was referred?
What happens if one of the merged profiles was referred?
You can choose whether to keep the candidate's referral status or not.
What happens when two profiles with different GDPR consent are merged?
What happens when two profiles with different GDPR consent are merged?
In these cases the longest consent period is retained. E.g. If one profile has 1 month consent remaining and another profile has 6 months, the merged profile will have 6 months consent remaining.
What if merged candidates have different sources or different origins?
What if merged candidates have different sources or different origins?
All the source tags are combined. However, candidate origin and creation date are retained from the first created profile (the oldest profile out of the ones you are merging). E.g. if a candidate applied a year ago via LinkedIn and a week ago via Careers site, after merging the candidate’s profile will show “Applied a year ago via LinkedIn”.
Can merging be undone?
Can merging be undone?
No, after merging only one candidate profile is kept, the rest of candidate profiles will be removed irreversibly.
Do I need to merge all duplicate profiles ?
Do I need to merge all duplicate profiles ?
No, in a situation where more than two profiles seem to be duplicates, you can decide which ones to merge and which ones to keep separate.