When new candidates are added, Recruit automatically checks for duplicates by comparing information from new applications to existing candidates in your Recruit database. Duplicate applications can be resolved automatically or manually, depending on your company's settings. The Cool-down period setting controls the automatic handling.

How Recruit detects duplicates

Recruit considers several factors to determine whether a candidate is a duplicate:

• Name – Same or similar name, in the same language or another language.

• Email address

• Phone number – Based on the last 9 digits.

• LinkedIn profile

• Resume content – Based on text segments from the resume. Different versions of the same resume with only minor modifications will be identified as duplicates

• ID number – Applies when this field is used by the company

Candidates with the same name will not be considered as duplicates in these cases:

• Both candidates have an email or phone number, and all values are different.

• Both candidates have ID numbers, but the numbers are different.

Configure automatic resolution of duplicate applications

1. From the left-side menu, navigate to Settings > Hiring setup > Automation.

2. Select one of the following options:

   1. For the same position within [X] days

   2. For any position within [X] days

   3. Do not automatically resolve duplicate applications

      

3. Choose whether to send an email to the candidate when their application is resolved. You can edit the template in Library > Auto-templates.

Candidate notification template

When a duplicate application is resolved automatically, you can notify the candidate by configuring an auto-template. Two templates are available:

1. Application: Cool-down for same position: Sent when the candidate reapplies to the same position within the cool-down window.
2. Application: Cool-down for any position: Sent when the candidate applies to a different position within the cool-down window.

For each template, choose between:

1. Send email automatically: If a cool-down template is set to send automatically, the standard "Thanks for applying" email will not be sent for that application.

2. Don't send email: If set to don't send email, the standard "Thanks for applying" template will be sent as usual.

   

Our recommendation

Recruit recommends selecting to automatically resolve duplicates when submitted for any position within 180 days. This helps prevent reviewing the same candidates too frequently while still allowing them to be reconsidered after six months.

When setting up this option, recruiting managers should consider how much time should pass before reviewing a candidate again. Since work experience and education typically evolve over time, there is little reason to reassess an application every few months.

In addition, we recommend using the "Application: Cool-down for same/different positions" email templates and setting the candidate notification template to "Send automatically". This allows you to keep candidates informed when their application is not being considered and supports compliance requirements in certain markets. 

Have more questions? Contact us at recruit.support@sparkhire.com