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# How to Master Candidate Profiles

# How to Master Candidate Profiles

Candidate profiles in 100Hires provide a complete view of each candidate's information, history, and interactions. This comprehensive guide covers essential features, expert tips, and advanced techniques to help you get the most from candidate profiles.

## Opening a Candidate Profile

You can open a candidate profile from multiple locations:

* Click the candidate's name in the job pipeline view ![How to Master Candidate Profiles: Opening a Candidate Profile](https://100hires.com/wp-content/uploads/2026/08/pipeline-kanban-candidate-boxed.png)
* Click the candidate's name in the table view ![How to Master Candidate Profiles: Opening a Candidate Profile](https://100hires.com/wp-content/uploads/2026/08/table-view-candidate-name-boxed.png)
* Click the candidate's name from the Candidates page ![How to Master Candidate Profiles: Opening a Candidate Profile](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_c13nrm.png)
* Click the candidate's name in search results ![How to Master Candidate Profiles: Opening a Candidate Profile](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_3mnrgh.png)

The profile opens as a modal popup with a two-panel layout. ![How to Master Candidate Profiles: Opening a Candidate Profile](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1upap3p.png)

## Profile Layout

The candidate profile uses a two-panel system with multiple tabs:

**Left Panel Tabs:**
* Profile
* Resume
* Forms
* Files ![How to Master Candidate Profiles: Profile Layout](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_ern2le.png)

**Right Panel Tabs:**
* Discussion
* Messages
* Tasks
* Interviews
* Evaluation ![How to Master Candidate Profiles: Profile Layout](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_sgn78a.png)

You can view any combination of tabs. Click the three-dot menu to switch which tabs appear on the left or right side. For example, view the Profile tab on the right side alongside the Resume on the left. ![How to Master Candidate Profiles: Profile Layout](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1jv094r.png)

## Profile Header Features 
![How to Master Candidate Profiles: Profile Header Features](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1b2jj7j.png)
The profile header contains several quick actions:

* **Copy name**: Click the candidate's name to copy it to clipboard
* **Copy profile link**: Click the link icon to copy the profile URL and share with colleagues
* **Google search**: Click the search icon to search for the candidate's name, email, and location
* **Call candidate**: Click the phone icon (requires Twilio integration)
* **Jobs assigned**: Shows which jobs the candidate is assigned to. Click to view the full list or assign/unassign jobs
* **Pipeline stage**: Dropdown to change the candidate's current stage
* **Qualify/Disqualify**: Buttons to change candidate status. The disqualify button includes a dropdown to select the reason
* **Send email**: Click to compose an email using templates or create a new message
* **Three-dot menu**: Access additional actions like sending nurture campaigns or moving to deleted

## Left Panel Tabs

### Profile Tab
![How to Master Candidate Profiles: Profile Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_9d1f4i.png)
The Profile tab displays all candidate information:

* View and edit profile fields directly by clicking any field value
* Use "Add fields" dropdown to add additional fields for this candidate only ![How to Master Candidate Profiles: Profile Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_jtq1rp.png)
* Click "Manage profile fields" to open Settings > Profile Fields and configure fields for all candidates ![How to Master Candidate Profiles: Profile Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_zub7gi.png)

![How to Master Candidate Profiles: Profile Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_24w4fb.png)

* View candidate's location and local time (based on IP address from application form)

**Important**: If a candidate filled out profile fields that are not currently enabled in Settings > Profile Fields, those fields will still appear on that specific candidate's profile.

### Resume Tab ![How to Master Candidate Profiles: Resume Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1y2nv7i.png)

The Resume tab shows the candidate's uploaded resume:

* Preview resume with zoom controls
* Download resume using the download link
* Upload a new resume using the upload link
* Resume content is automatically transcribed and stored as a searchable field

### Forms Tab ![How to Master Candidate Profiles: Forms Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_10gwf2s.png)

The Forms tab displays the history of all forms filled by the candidate:

* Application form responses
* Questionnaire responses
* View responses chronologically

### Files Tab ![How to Master Candidate Profiles: Files Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_3s88nt.png)

The Files tab lets you attach additional documents to the candidate profile:

* Upload portfolios, certificates, or other documents
* Store any relevant files for this candidate

## Right Panel Tabs

### Discussion Tab ![How to Master Candidate Profiles: Discussion Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1ymjbj0.png)

The Discussion tab contains collaboration features and candidate history:

**Quick Evaluation Widget:**
* Rate candidates with stars (0-5 scale)
* Each rating posts to discussion notes with your name and timestamp
* Quick way to share your opinion with colleagues
* For structured feedback, use Evaluation Forms on the Evaluations tab instead

**AI Scoring:**
* Click "Get AI Score" button to trigger AI scoring based on the job's AI Scoring criteria
* View total score, quick summary, and per-criteria scores (0-100)
* Click "More details" for comprehensive scoring breakdown

**Discussion Notes:**
* Full history of all candidate actions (stage changes, disqualifications, automated actions)
* Shows creation timestamp
* Leave notes for your team
* Use @ mentions to notify colleagues (triggers email notification with link)
* Set visibility: everyone, admins only, or only yourself

### Messages Tab ![How to Master Candidate Profiles: Messages Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_9v8yq1.png)

The Messages tab shows all email communication:

* Displays emails from integrated mailboxes (Gmail/Outlook)
* Shows sent and received emails for this candidate (matched by email address)
* Two-way sync with your email provider
* Toggle to SMS view to see text messages
* View scheduled messages
* Edit scheduled rejection emails before they send

### Tasks Tab ![How to Master Candidate Profiles: Tasks Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_sbce2o.png)

The Tasks tab helps manage follow-up actions:

**Create new tasks with:**
* Task type (including custom types)
* Due date
* Priority (P1 to P5)
* Assignee (colleague or yourself)
* Description

**Task organization:**
* Three tabs: To Do, Done, Deleted
* Assignees receive email notifications
* View all your tasks on the My Tasks page
* Mark tasks as done, edit, or delete them

### Interviews Tab ![How to Master Candidate Profiles: Interviews Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_370pfu.png)

The Interviews tab handles interview scheduling:

**Schedule interviews with:**
* Interviewers selection
* Duration, start time, and day
* Panel interview support (multiple interviewers)
* Multiple interviews for the same candidate
* Interviewer availability (if calendars are integrated)
* Interview type (customizable)
* Interview location (customizable)
* Evaluation form assignment
* Zoom integration (auto-generates meeting room) ![How to Master Candidate Profiles: Interviews Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1tmjap5.png)

Click "Save and Preview Invites" to see calendar invite previews before sending.

### Evaluation Tab ![How to Master Candidate Profiles: Evaluation Tab](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1dsa413.png)

The Evaluation tab manages structured interviews:

* View assigned evaluation forms for this job
* Click "Assign Evaluation Forms" to add more forms
* Create forms in Settings > Evaluation Forms with custom questions
* Ensures consistent interviewing across team members
* Interviewers receive email notifications until they complete evaluations

## Managing Profile Fields

### Viewing and Editing Fields

Common profile fields include: First name, Last name, Email, Phone, Location, LinkedIn URL, Current company, and Current title.

To edit any field:
1. Click the field value on the Profile tab
2. Enter the new value
3. Changes save automatically

### Adding Fields

**For this candidate only:**
1. Click "Add fields" dropdown on the Profile tab ![How to Master Candidate Profiles: Adding Fields](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1giw3l.png)
2. Select the field you want to add
3. Enter the value

**For all candidates:**
1. Click "Manage Profile fields for all candidates" on the Profile tab ![How to Master Candidate Profiles: Adding Fields](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1f6ri6f.png)
2. This opens Settings > Profile Fields
3. Configure fields that will appear for all candidates

**Tip**: Avoid making fields required. This becomes inconvenient when editing profiles with empty required fields.

### Customizing Field Display

You can customize which fields appear in table and pipeline views:

**In table view:**
1. Click "Edit Columns" button ![How to Master Candidate Profiles: Customizing Field Display](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_bgl99z.png)
2. Delete unwanted fields, add from dropdown, or reorder by dragging
3. Choose from existing profile fields

**In pipeline view:**
1. Click "Edit Cards" button ![How to Master Candidate Profiles: Customizing Field Display](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_dplyum.png)
2. Customize which fields appear on candidate cards
3. Reorder fields by dragging the six-dot icon

To create new profile fields, go to Settings > Profile Fields.

## Managing Multiple Jobs

Candidates can be assigned to multiple jobs simultaneously.

### Assigning Multiple Jobs

**From candidate profile:**
1. Look for "Assign Jobs" link near the existing job name (top left corner)
2. Click to open dropdown menu ![How to Master Candidate Profiles: Assigning Multiple Jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1j0vtho.png)
3. Select multiple jobs to assign

**Using bulk actions:**
1. Select candidates using checkboxes in table or pipeline view
2. Click "Jobs" ![How to Master Candidate Profiles: Assigning Multiple Jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_10c8u2d.png)
3. Choose job(s) to assign

### Switching Between Jobs

If a candidate is assigned to multiple jobs:
1. Click the job dropdown in the profile header ![How to Master Candidate Profiles: Switching Between Jobs](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_rqex0i.png)
2. Select a different job
3. View their progress in that job's pipeline

## Tags and Sources

**Edit tags:**
* Click "Edit tags" link to open multi-select dropdown ![How to Master Candidate Profiles: Tags and Sources](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1r4frmh.png)
* Add or remove tags to organize candidates

**Edit sources:**
* Click "Edit sources" link to open multi-select dropdown ![How to Master Candidate Profiles: Tags and Sources](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_jj14uf.png)
* Sources show where candidates came from (job board name, referral, etc.)
* View source breakdown in Reporting > Sources for specific jobs and date ranges

**Keyboard shortcuts:**
* Shift + T: Open Tags dropdown
* Shift + Ctrl + S: Open Sources dropdown

## Disqualifying from Profile

To disqualify a candidate:
1. Open the candidate profile
2. Click the rejection button ![How to Master Candidate Profiles: Disqualifying from Profile](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_u9lcez.png)
3. Select a disqualification reason from the dropdown (or create a new reason) ![How to Master Candidate Profiles: Disqualifying from Profile](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_17gqhfk.png)

**Visual indicators:**
* Job name becomes crossed out
* Rejection button turns red
* Disqualification reason appears next to job name

To qualify the candidate back:
1. Click the red rejection button
2. Toggle off "Disqualified" in the dropdown

**Important notes:**
* Disqualifying stops all active nurture campaigns (confirmation modal appears)
* Default rejection email sends 3 hours after disqualification
* Rejection emails only send to candidates who applied (not manual adds, CSV imports, or resume uploads)

## Sharing Profile Links

To share a candidate profile with colleagues:
1. Click the profile link icon in the header
2. Copy the URL ![How to Master Candidate Profiles: Sharing Profile Links](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-master-candidate-profil_1cq25u0.png)
3. Share the link to direct colleagues to this specific candidate

## User Role Permissions

Different user roles have different access levels to candidate profiles:

| Capability | Administrator | Recruiter | Interviewer |
| ---- |
| See all candidates | Yes | Only for assigned jobs | Only for assigned jobs |
| See messages tab | Yes | Yes | No |
| Full profile access | Yes | Yes | Limited |

**Access issues:**
If you cannot see candidates:
* Check if you're on the correct company account
* Verify you have sufficient permissions
* Ask an admin to add you to the hiring team for specific jobs OR make you an administrator