How to keep things organised during the recruitment process with lists

Keeping things in your recruitment process in nice order will help you save time. Here is how to save candidates to lists in HardSkills

The recruitment process requires a great deal of thought and preparation and recruiters must respect the time of everyone involved. This is why most recruiters use applicant tracking systems. HardSkills offers our users a carefully managed system for candidate recruitment as well as integrations with most well-known recruitment systems. This means when we have finally found just the right candidates with our careful filtering, it’s time to save them into a list so we can start the process of getting in touch with them and systematically follow up too. Here is how to do it: 

How to create candidate lists

Lists can be created both from the search view and the overview page named "Lists". 

We can either save a complete search with all displayed candidates as a list, or save the single candidates we find most interesting. Here is how to create a new list from the list interface:

Step 1: Click ‘List’ next to your avatar

Step 2: If you have never created a list before, click ‘+ New list’ in the middle of the interface. If you already have lists, the option to create a new list is located in the left hand-column. 

Step 3: Name your list. Try to connect the name to your search query or make separate lists for each role you are recruiting for. 

Step 4: Done! 

List page overview in HardSkills
Dialog box appearing when creating a list

If you are in the search view, you can create a list directly from the search interface:

Step 1: If you haven’t marked any candidates, click ‘Save search to list’ in the top right corner to save the entire search’s results to a list, which would look like this: 

Button saying 'save search as list'

If you have marked some candidates, the option ‘Add to list’ is visible in the same spot, which would look like this:

Step 2: Choose what list to add candidates to from the dropdown menu that appears when you click on the name of the list. If you haven’t created a list already, you can do so by typing the name for your new list in the search bar, and the option to create a new list with that name will appear.

Dropdon to create a new list from user search interface

Step 3: Done!

How to save a candidate to a list

To save candidates to lists, simply select individual candidates or entire pages (up to 25 candidates at a time) from the search view and add them to your candidate lists with a click of a button. The ‘save to list’ option can be found on the top right corner of the search view.

Step 1: Tick the check-box to the left of the name of the candidate(s) you would like to save to a list. If you don’t tick any candidates, you can save your entire search to a list. 

Step 2: Click on the button ‘Save to list’ in the upper right corner of the interface.

Step 3: Done! 

How to export lists

Candidate lists can be exported quickly and conveniently in CSV and XLS format for import into other compatible systems. Within the saved lists feature, it is possible to click on individual candidates in order to learn more about their skills, much like how it works in the search view. Here is how to do it: 

Step 1: Click on ‘List’ in the top right corner of the header menu, which will take you to the lists.

Step 2: Select your desired list by clicking on it.

Step 3: Click ‘Export list as…’ in the top right corner and choose the preferred file format for export. Available formats are .csv and .xlsx, both of which can easily be imported into any sophisticated ATS (Applicant Tracking System) software.

Sharing candidate lists

You can share a list with someone outside of the organisation with just a few clicks. All you have to do is send them the link to your list. External parties not logged in to the HardSkills platform will get the same view as other users. The only difference is that they will not have access to the HardSkills search functions.

Example: How to create a list and add contacts

Now that we are familiar with the basics of list creation and management, we can use it for our previous search brief, search and filtering example. Imagine we were satisfied with the inputted search terms, Boolean operators chosen, filters applied and candidates displayed. We can now save the candidates to a list to keep track of who we consider to be the most appropriate. 

FAQ: Creating lists

How do I make a list of potential candidates that I have found through HardSkills patent search?

You can easily save candidates into lists. Simply click the checkbox next to the candidate’s profile and click the plus-sign to add it to a new or existing list. You can keep several different lists, perhaps for different on-going recruitments. 

Is there an upper limit on how many lists or candidates I can save on HardSkills?

No, in HardSkills there are no restrictions on the number of lists or candidates that can be saved. However, to facilitate easy visibility, we recommend that lists and candidates are limited to a number where they can be effectively managed by the recruiter. 

Can I export saved lists of candidates?

Yes, with a single click you can export lists in CSV or Excel format. The lists are optimised for good visibility. That’s not all, they also enable users to import information into the ATS (Applicant Tracking Systems) software that most recruiters use.

Does HardSkills offer API connection directly to my ATS (applicant tracking system)?

Currently, HardSkills offers formatted exports of CSV and Excel files, which can be easily imported into most established ATS software available in the market. We are always considering new development opportunities and looking at the possibility of API interfaces for future versions of HardSkills.