About Applicant Pools

The Pangea Applicant Pools functionality allows you to apply location and aging-based criteria to applicant records which can effectively assist you with managing groups of applicants for which you are eligible to review online applications, perform hiring actions, update personal and contact information, or otherwise interact with via the Applicant dashboard during the hiring process.

Applicant pools allow hiring associates to account for situations where the applicant applies for a job opening for which they are eligible, but the location that they apply to does not have an opening available and no action has been performed on the applicant record for a specific number of days. System administrators can configure locations for an applicant pool and the number of days after which applicants for which no actions have been performed become eligible for the applicant pool. Once system administrators configure applicant pools, hiring associates whose employee profile is associated with a matching location for the applicant pool can access the applicant records that meet the location and days of inactivity for the applicant pool via the Pooled Applicants View on the Applicant dashboard.

Pooled Applicants View

The Pooled Applicants View consists of a view option that hiring associates can select when performing a search and applying filters to locate applicants via the Applicant dashboard. You can only access the Pooled Applicants View from the Applicant View drop-down field on the Applicant dashboard if system administrators activate the Pooled Applicants view permission for the user role associated with your user account. When you select the Pooled Applicants View as you perform an Applicant dashboard search, the Pangea system is designed to:

• Evaluate the location associated with your employee profile.
• Match your location with any applicant records where applicants applied to job openings for the location.
• Confirm whether any actions have been performed for the applicant records.
• Confirm the date by which the most recent action has been performed for the applicant records as necessary and compare it to the value for the ReturnApplicantToPoolDays Metadata setting.
• Compare all of the previous criteria to the applicant pools that system administrators configure.
• Determine whether applicant records have been manually removed from or returned to applicant pooling eligibility as necessary via the Remove from Applicant Pool or Add to Applicant Pool actions.
• Refresh the Applicants section to only display applicant records that match the applicant pools.

Refer to the following applicant pool scenarios sections for details of potential situations where applicant pools are applicable.

Applicant Pool Overrides and Exceptions

You can potentially override the location and days of inactivity criteria for applicant pools based on the date that the last action for the applicant was performed as necessary. The ReturnApplicantToPoolDays Metadata setting allows system administrators to indicate the number of days, from the date that the most recent action was performed for an applicant, after which an applicant that is currently eligible for an applicant pool returns to the Pooled Applicants View. For example, following the previous Columbia and Chapin applicant pool case, a hiring associate could perform an action for an applicant that applies to the Columbia location. Under these circumstances, the applicant no longer displays in the Pooled Applicants View since an action has been performed. However, if you set the ReturnApplicantToPoolDays Metadata setting to 3, and the last action was performed for the applicant 3 days ago, the applicant effectively returns to the applicant pool, and the applicant record becomes eligible for hiring associates whose employee record is associated with the Chapin location to view via the Pooled Applicants View on the Applicant dashboard.

You can also potentially override the location and days of inactivity criteria for applicant pools by manually performing an action to add the applicant to an applicant pool or remove an applicant from the applicant pool. When a hiring associate manually performs the Add to Applicant Pool action for an applicant, they effectively resume the applicant's eligibility for all applicant pools associated with the location of the job opening they apply to, regardless of the date the applicant submitted their online application or the last date that an action was performed for the applicant. Conversely, if hiring associates perform the Remove from Applicant Pool action for an applicant, they effectively remove the applicant's eligibility for all applicant pools, and the applicant no longer displays in the Pooled Applicants View. With this functionality, a hiring associate can manually add applicants back to the Pooled Applicants View in case they want the applicant record to be available to other hiring associates or manually remove applicants from the Pooled Applicants View in case they want to exclusively interact with the applicant record.

Contact your system administrator for assistance with setting up applicant pools, enabling the Pooled Applicants View, activating the Add to Applicant Pool or Remove from Applicant Pool actions, or updating the ReturnApplicantToPoolDays Metadata setting.

Applicant Pool Scenario 1 - Applicants with No Actions Performed

The following process provides details for a potential pooling scenario with an applicant for which no actions have been performed:

1. System administrators configure 2 applicant pools: one for the Columbia location for 0 days of inactivity and one for both Columbia and Chapin with 5 days of inactivity.
2. The applicant completes and submits an online application for a job opening associated with the Columbia location.
3. No hiring associates perform actions for the applicant record for 5 days. During this period, only hiring associates whose employee profile is associated with the Columbia location can access the applicant record via the Pooled Applicants View.
4. The hiring associate, whose employee profile is associated with the Chapin location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants.
5. The Applicants section of the Applicant Dashboard refreshes to display the applicant's application record, and the hiring associate can access, interact with, and manage the record as necessary.

With this scenario, the applicant automatically became eligible for the applicant pool since no actions were performed for their application and they met the days of inactivity criteria that system administrators configured for the larger Columbia and Chapin pool.

Applicant Pool Scenario 2 - Applicants Inactive Since Last Action Performed

The following process provides details for a potential pooling scenario with an applicant that has been inactive since the last action was performed for their application:

1. System administrators configure 2 applicant pools: an applicant pool for the Columbia location for 0 days of inactivity and an applicant pool for both Columbia and Chapin with 10 days of inactivity.
2. System administrators configure the ReturnApplicantToPoolDays Metadata setting to use a value of 7 days.
3. The applicant completes and submits an online application for a job opening associated with the Columbia location.
4. A hiring associate performs an action for the applicant 3 days after the applicant submits their online application. No hiring associates perform any additional actions for the applicant for 7 days.
5. A different hiring associate, whose employee profile is associated with the Chapin location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants.
6. The Applicants section of the Applicant Dashboard refreshes to display the applicant's application record, and the hiring associate can access, interact with, and manage the record as necessary.

With this scenario, the applicant automatically lost their eligibility for an applicant pool when the hiring associate performed the action on their applicant record. However, the applicant also automatically regained their applicant pool eligibility by meeting the 7 days of inactivity criteria based on the ReturnApplicantToPoolDays Metadata setting. Once the applicant met the criteria for the ReturnApplicantToPoolDays Metadata setting, they effectively resumed applicant pool eligibility for the larger Columbia and Chapin applicant pool.

Applicant Pool Scenario 3 - Manually Returning Applicants to Applicant Pool

The following process provides details for a potential pooling scenario with an applicant that was manually added to an applicant pool but then manually returned to the applicant pool:

1. System administrators configure 2 applicant pools: an applicant pool for the Columbia location for 0 days of inactivity and an applicant pool for both Columbia and Chapin with 20 days of inactivity.
2. The applicant completes and submits an online application for a job opening associated with the Columbia location.
3. A hiring associate, whose employee profile is associated with the Columbia location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants.
4. The Columbia hiring associate performs the Remove from Applicant Pool action to remove the applicant's application record from being accessed by other hiring associates via the Pooled Applicants View 4 days after the applicant submits their online application.
5. The Columbia hiring associate opts to hire a different applicant for the job opening 6 days later. As a result, the hiring associate performs the Add to Applicant Pool action to effectively re-enable the applicant's eligibility for all applicant pools.
6. A different hiring associate, whose employee profile is associated with the Chapin location, locates the applicant's application record via the Pooled Applicants View on the Applicant Dashboard, and the hiring associate can access, interact with, and manage the record as necessary.

With this scenario, the applicant lost their eligibility for an applicant pool as a result of the Columbia hiring associate manually performing the Remove from Applicant Pool action 4 days after the applicant submitted their application. However, since the Columbia hiring associate opted to hire a different applicant for the job opening, and no longer needed to interact with the applicant record, the hiring associate also needed to manually perform the Add to Applicant Pool action to indicate that the applicant they chose not to hire could be accessed by other hiring associates via the Pooled Applicants View.

Under these circumstances, when the hiring associate manually re-enabled the pooling eligibility for the applicant by performing the Add to Applicant Pool action, they effectively allowed any hiring associate with access to the Pooled Applicants View option and whose location matches any applicant pool that includes the location for the application record to access and interact with the applicant's application record. The Add to Pooled Applicants action allows you to return applicants to applicant pool eligibility for all applicant pools associated with the location of the job opening they apply to, regardless of the date the applicant submitted their online application, the date that an action was last performed for the applicant, the days of inactivity criteria that system administrators selected when setting up applicant pools, or the current value system administrators defined for the ReturnApplicantToPoolDays Metadata setting.

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