PeopleMatter: Managers: Remove an Applicant/Candidate | Separate a Team Member (video)

Overview

The Manager or Administrator can remove Applicants/Candidates and also Separate a Team Member which can be helpful if you want to delete an individual. However, note that PeopleMatter is not set up to permanently delete anyone from the system and they can only be Removed. 
If a candidate is hired by mistake they should Separate the employee as soon as they realize their mistake. The separation process will request the reason for separation, and the Manager or Administrator can note their mistake there.

Select the relevant option below to jump to that part of the article.

Remove an Applicant/Candidate

PeopleMatter will never delete an applicant or candidate from the system.  However, in order to keep the applicant pool up to date with active individuals, Managers and Administrators should take action to remove applicants and candidates who are no longer under consideration.

Managers and Administrators can take the following actions as it relates to applicant removal:

• Remove an individual from the Applicant or Candidate Record
• Remove an individual from the Applicants or Candidates Dashboard
• Remove applicants or candidates in bulk from the Applicants or Candidates Dashboard

Remove an Individual from the Applicant or Candidate Record

• Select WorkSpaces
• Under your organization's name, select Administrator
• The Administrator WorkSpace or HOME tab will appear. Select Applicants or Candidates
• Applicants or Candidates will display. Select the Applicant's Name or the Candidate's Name to view the record in detail
• Select Applicant or Candidate. This could also say Interview Requested, Interviewed, or Job Offered

You will have options to:

• Select Remove Applicant or Remove Candidate to remove the individual from consideration; this status does not send a notification to the individual
• Select Remove Applicant - Send Rejection Message or Remove Candidate - Send Rejection Message to remove the individual from consideration; this status will prompt you with a message template to send to the individual if an email address is on file
•  

Fig.1 - Remove Applicant/Candidate record

• You will see an indication that the individual has been removed.

Fig.2 - Removal confirmation

Remove an individual from the Applicants or Candidates Dashboard

• Select WorkSpaces
• Under your organization's name, select Administrator
• The Administrator WorkSpace or HOME tab will appear. Select Applicants or Candidates
• Applicants or Candidates will display. Select the orange arrow next to the individual's name.

You will have options to:

• Select Remove Applicant or Remove Candidate to remove the individual from consideration; this status does not send a notification to the individual
• Select Remove Applicant - Send Rejection Message or Remove Candidate - Send Rejection Message to remove the individual from consideration; this status will prompt you with a message template to send to the individual if an email address is on file
•  

Fig.3 - Remove Applicant/Candidate from Dashboard

Remove applicants or candidates in bulk from the Applicants or Candidates Dashboard

• Select WorkSpaces
• Under your organization's name, select Administrator
• The Administrator WorkSpace or HOME tab will appear. Select Applicants or Candidates
• Applicants or Candidates will display
• On the left of each individual's name is a checkbox. Select the checkboxes next to the individuals you want to remove
• At the top, select Remove Applicant or Remove Candidate

You will have options to:

• Select Send Rejection Message to remove the individual from consideration; this status will prompt you with a message template to send to the individual if an email address is on file
• Select Do Not Send Rejection Message to remove the individual from consideration; this status does not send a notification to the individual
•  

Fig.4 - Option to send rejection message

PeopleMatter will never delete an applicant or candidate from the system. These records can be retrieved later if needed.

Administrators can configure Applicant Removal settings for the system to automatically remove individuals when statuses are changed to Candidate, Hired, or Removed. Administrators can also configure Applicant Removal settings to automatically remove individuals based on Assessment Results. 

Video Guide

Separate a Team Member

• Select WorkSpaces
• Under your organization's name, select Administrator > Team Members
• Team Members will display. Select the Team Member's Name to view their record in detail
• On the Work Info tab, select Make Changes next to the unit
• Select Separate Team Member 

Fig.5 - Separate Team Member button

On the Separate Team Member window:

• Select Separation Type from the drop-down menu
• Select Separation Reason from the drop-down menu
• Enter Notes, if applicable
• Use the calendar icon to enter a Separation Effective Date
• Next to Is this person eligible to be re-hired, use the drop-down menu to select Yes or No
• Enter Explanation, if applicable
• Select Separate Team Member

Fig.6 - Separate Team Member window

You will receive notification that the Team Member has been separated. If your organization is using Schedule, you will be prompted to update the schedule if needed.

On the Work Info tab, the separation appears as follows:

Fig.7 - Work Info tab view

Video Guide

Related Articles

• PeopleMatter: Managers: How do I Make Someone an Applicant or Candidate Again After I Remove Their Application?
• Applicant Removal: How do I set up auto-removal settings for Applicants/Candidates? (video)