What do I do if there are two records in Greenhouse for the same candidate?

Users with Site Admin permissions can merge duplicate candidate profiles.  Additionally, if your team has configurable job admin permissions, any Job Admin permission levels that include the permission "Can merge candidates and prospects" will also be able to merge candidates.  There are a few ways to do this:

Via the Candidate Profile Page

If another candidate exists in the system with the same name or email address, you will see an alert on the candidate profile page letting you know that the candidate is likely a duplicate.  Within that alert (on the upper right side of the profile), you can click to merge the duplicate profiles.  You will need to designate the Primary profile.  All activities, comments, and files from the Duplicate profile will be moved to the Primary profile.

Please note:  it is not possible to undo a merge.

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It is possible that the system overlooks a duplicate.  If that is the case, you can merge the candidate by clicking Merge this candidate under Tools on the candidate profile page.

Please note:  it is not possible to undo a merge.

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Via App Review

If another candidate exists in the system with the same name or email address, you will see an alert when viewing the candidate's application in App Review letting you know that the candidate is likely a duplicate.  Within that alert, you can click to view candidate profile page of the existing candidate.  Use either of the two above methods to merge the duplicate candidate profiles.

Please note:  it is not possible to undo a merge.

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Via Candidates Tab (Bulk Merge)

From the Candidates page, users with Site Admin permissions can now click the Bulk Actions button to merge multiple duplicates at once.  Here are the steps to take:

  • Click the Candidates tab
  • Click the Bulk Actions button
  • Either select specific candidate profiles from the list, or use the filters to narrow your search and then click Select All
  • After your selection is made, click Edit Selected
  • Click Merge
  • Choose which candidate profile should serve as the Primary, and then click the Merge Candidate button to merge the Duplicate profiles into the designated Primary profile

Please note:  it is not possible to undo a merge.

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Comments

  • Avatar
    Jeremy Lingmann

    Thanks, but how do I do a merge? I don't see the option anywhere...

  • Avatar
    Jean Walters

    Hi guys, there was definitely a giant hole in the instructions for merging. Sorry about that! I've updated the FAQ article to include more detail. Thanks very much for your feedback!

  • Avatar
    Kachi Okoronkwo

    Is there anyway to PREVENT duplicate applicants? So before one is created and the alert is triggered, have the alert triggered before the new profile is saved? I'm really tired of sludging through applicants who will apply a half dozen times to the new job and merging them into one. Ideally, blocking duplicate email addresses for a job by alerting "you have already applied to this job. Someone will get back to you shortly."

  • Avatar
    Kristen Hayward

    Hey there! A few key points missing in this article are:
    1) If you merge a candidate with any activity scheduled (i.E. interviews scheduled, take home test) - the profile with activity should be the primary profile, or the activity will be lost.
    2) When merging, the sources are changed to reflect the source of the profile you select as the primary profile. For referral purposes (and really data accuracy), it’s something to be mindful of to ensure we accurately credit referrals OR let the referrer know when they aren’t receiving credit.
    3) Merging doesn’t mean you are deleting applications. It just means in the bottom right hand corner, you will see other positions the candidate is or was under consideration for.

  • Avatar
    Murphy

    Hi Kristen,

    Thanks for the updates! These are all great points, but I wanted to clarify a couple of things.

    1. If a candidate is on the same job twice, you're right, you should choose the profile with scheduled interviews and tests as the primary one to avoid losing any information. If you're merging a candidate on two different jobs, however, no activity on the Stage tab will be lost from either job.

    2. The same thing applies to your second point. Merged candidates on different jobs will retain their unique Recruiter/Coordinator/Source, but if you merge two profiles for the same job, the merged profile will have information from the primary application. However, any changed information will appear on the Activity Feed so you don't lose all record of that depreciated data.

    3. Yes, merging candidates on two different jobs will keep both profiles open, but they will be linked in the lower-right corner of the candidate's profile!

    Thanks again for taking the time to point this out!

    Cheers,
    Murphy

  • Avatar
    Katie Janzen
    Hi there, Is there really no way to limit multiple submissions from one email address to the same job? Is this something we can petition for in a future update? Currently, I have people screening resumes who are not site admins. If they come across five or six resumes from the same candidate (a fairly typical number when we get duplicates), they can't merge them themselves. They have to reject/approve each one separately or email me. This wastes time and effort in a process that can already be quite tedious. Furthermore, we use multiple recruiters. If we have a candidate come in through more than one recruiter or a recruiter and our website, we either need to stop the duplication before it begins, or keep a record of the multiple sources (so that we have a record of what order the submissions came in). It would be helpful to keep a record of when/by who each submission was received, even after merging. Is there a way to set it up so that I'm emailed once a week with all of the duplicate submissions? Because even that would work toward mitigating the issue. If anyone has any tips for this, I'd greatly appreciate it.
  • Avatar
    Thai Win

    Hi Katie,

    You're right, there isn't a way to limit multiple submissions from one email address to the same job, However, I have some good news for you! Our engineering team is working hard on a bulk merge feature which would in turn automatically merge all new applications from the candidate for the same job with the existing application. The feature is being built with hopes of mitigating the issue you are experiencing now. :)

    Hope this helps!

    Best, Thai

  • Avatar
    Jeffrey Stukuls

    I'd like to support the idea of auto-rejecting someone who is reapplying who was already rejected. Or at least marking the candidate as "Previously Rejected for another job", so that it's easy to see...

  • Avatar
    Jidapha Yiamsawas

    A candidate applied to the job that now is closed. Can we merge candidate to closed jobs ?

  • Avatar
    Olivia Hirsch

    Hi Jidapha,

    Thanks for writing in!

    If a candidate is on a closed job, the profile is still able to be merged with another candidate.

    Thanks!
    Olivia

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