Application receivedCV and answers added to the profile
Candidate CRM software
Your customers have a CRM. Your candidates should too.
Candidate context gets lost in personal inboxes, forgotten calls, and old application records. Hire keeps the relationship visible from first application to future opportunity.
Sophie de VriesSenior Compliance Lead
Strong matchCandidate timeline
Personal reply sentConversation synced from Outlook
Interview scheduledCandidate selected Thursday at 14:00
- One communication timeline
- Consent-aware talent pools
Evaluate candidate CRM software
Decide whether your team needs a candidate CRM.
Evaluate a CRM when handovers require copying notes, candidates receive duplicate updates or relevant previous applicants are difficult to find.
Define the problem
Separate the relationship from the application.
An ATS tracks a person's application to a particular vacancy: stage, interview and decision. A candidate CRM keeps relevant conversations and future-contact preferences available between opportunities. Hire combines both, while each application retains its own workflow.
Check whether another tool is needed.
Take one recent recruiter handover. Can the next owner find the last reply, current application and promised next action in your existing tools? If so, improve the team's ownership rules first. A larger contact database alone does not solve missed follow-up.
Test a recruiter handover
Use a fictional reply that changes the plan.
In your demo, one recruiter schedules a vacancy update for tomorrow. The candidate replies today that they are unavailable, and a colleague takes over. Ask the colleague to find the reply and attachment, review the scheduled message and cancel or reschedule it before delivery. Record which steps require a person. Do not assume that an inbound reply automatically stops a scheduled send.
Check the mailbox and the permissions.
Hire supports personal and shared Gmail and Outlook mailboxes. Ask who connects each mailbox, which recruiters can read and send, and how access is removed when someone leaves. Demonstrate the chosen setup with test identities before rollout; a provider logo alone does not prove your permissions work.
Revisit a future opportunity
Check permission before preparing contact.
Use a fictional previous applicant who accepted a talent-pool invitation, then changed their preferences or withdrew. Review the current state before choosing recipients. Hire supports candidate-controlled invitations, preferences and withdrawal; your team remains responsible for the reason and timing of contact.
Keep a new application separate.
Open a second vacancy in the demo. Review the earlier conversation, then show the new application's stage and owner separately. Check possible duplicates before merging records. Earlier interview feedback provides context; it is not a decision about the new vacancy.
Record what the demo proves
Compare the illustrations with a working demo.
The timeline, mailbox, message and rediscovery panels on this page are illustrations. They do not send messages or connect an account. Ask to see your handover and future-contact cases in a working demo, and record each requirement as demonstrated, dependent on configuration or unresolved.
Agree on a pilot before moving records.
Choose one vacancy, one mailbox and a named recruiter owner. Decide which records may be transferred under your policy, what history must be retained and how the team will check the first handover. Confirm package scope, setup effort and ongoing administration before comparing costs.
Candidate communication timeline
Remember what was said, sent, and agreed.
Emails, call notes, recruiter notes, applications, tasks, and system changes stay searchable on the candidate record. Record a call or WhatsApp exchange as a note when it happened outside a connected mailbox.
Lina Al-KhatibCandidate record · 3 applications
Open any activity to see the full context.
Candidate reached outHire kept the recordYour team followed up
Candidate reached out
Hire kept the record
Your team followed up
Connected email
Send and receive through Google Workspace or Outlook.
Connect Gmail or Microsoft Outlook, including personal and shared mailboxes. Hire can send automated application receipts and recruiter messages, then synchronise replies and attachments back to the candidate timeline.
Connected emailGoogle Workspace
ConnectedGmail sending, inbound replies, attachments, and shared mailboxes.
Connected emailMicrosoft Outlook
ConnectedOutlook sending, inbound replies, attachments, and shared mailboxes.
Application receivedPaid ads marketer
AutomationSend receipt
From shared mailboxjobs@company.com
Sent and saved to Lina's timelineTemplates, scheduled sending, and bulk communication
Follow up on time without making every message generic.
Start with a reusable template, personalise the candidate fields, choose one person or an eligible group, then send now or schedule the message. Scheduled sends can be cancelled or moved before delivery.
Personalised bulk messageThree candidates selected
DraftLina Al-KhatibPaid ads marketer
Kiran MehtaGrowth analyst
Amara OkaforPaid media leadTalent pools and rediscovery
Look at the people you already know before starting from zero.
Rediscover relevant people across your talent pools and previous hiring. Hire keeps recommendations explainable and respects each candidate's invitation, preferences, consent, and withdrawal state.
Talent rediscoveryPeople already known to your team
Growth and marketing poolKiran MehtaGrowth analystInterviewed in 2025
92%Relevant
Consent activeAmara OkaforPaid media leadPrevious finalist
88%Relevant
Lina Al-KhatibPaid ads marketerApplied twice
84%Relevant
Preferences matchPrevious applications and relationship history
When someone applies again, the history comes with them.
Keep separate applications under one candidate profile and review possible duplicate records before merging them. Previous roles, conversations, consent changes, and recruiter notes remain visible under your organisation's configured retention policy.
One candidate profileLina Al-KhatibThree applications. One continuous relationship history.
Candidate CRM questions
The practical details, answered.
Clear answers about connected channels, previous applications, talent pools, scheduling, and candidate control.
Which communication channels connect directly to Hire?
Hire supports connected Gmail and Microsoft Outlook communication through personal and shared mailboxes. Sending, inbound replies, and attachments can stay attached to the candidate profile. Calls and WhatsApp exchanges can be recorded as recruiter notes, but this page does not present them as automatically synced channels.
Can Hire send application receipts automatically?
Yes. A submitted application can trigger a confirmation email. Recruiters can also send from approved templates, schedule messages, and personalise bulk communication.
What happens when a candidate applies for another role?
The new application stays distinct while the person's previous applications and relationship history remain visible on one candidate profile. Possible duplicate records are reviewed before they are merged.
How do talent-pool invitations and withdrawal work?
Talent-pool consent is separate from the application terms. Candidates can accept an invitation, set preferences, and withdraw. Hire uses that state when showing consent-aware rediscovery recommendations.
Can a scheduled candidate message be changed?
Yes. Scheduled candidate messages can be cancelled or rescheduled before they are sent.
See the relationship, not scattered fragments
Bring one candidate handover to your Hire demo.
Bring an anonymised example with two recruiters, a mailbox, a promised update and a future-contact choice. Ask to see the reply, scheduled message, separate applications and current preferences together. Agree which setup and package your team would need.
- One communication timeline
- Gmail and Outlook
- Consent-aware talent pools
- Previous applications
- Candidate-controlled withdrawal