Live on your JTGO platform by 21st March 2025!
The Talent Network is a new enhancement within our platform, designed to improve how organisations manage, categorise and engage with their talent pipelines.
Think of Talent Networks as a supercharged Talent Pool - more powerful, easier to use and focused on helping you hire faster.
With Talent Networks, you can build a go-to database of potential hires. Keep candidates interested with automated, tailored messages and organise people by their skills, interests, or roles.
This guide will show you how to make the most of this game-changing tool.
(Don't worry, if you've already been using Talent Pools, activating this won't change anything about your existing setup).
Contents:
- Configuration
- Creating a Talent Pool
- The Candidate Experience
- Adding candidates to a Talent Pool – Client side
- Viewing Talent candidates
- Managing candidates in Talent Networks
- Talent Network - FAQs
Configuration
Talent Pool Application Forms
The Talent network uses a different kind of application form, displayed as a single page for candidates, so are short and simple by design to encourage completion.
There are two application templates built in your system: Talent application form - CV, and Talent application form - No CV
- Candidate detail questions: Fields such as Candidate Name, Email and Phone Number to allow candidate record completion and check for duplicate candidates (more information can be found here)
- Standard Interest Questions: these questions use your pre-existing lookup fields for Locations and Departments to allow candidates to specify their preferences and allow you to match them to suitable roles.
- CV Upload: the default Talent form also includes a mandatory CV Upload, but if you don't want to collect this, simply change the form when creating the Talent Pool to Talent application form - No CV.
A question around a candidate’s eligibility to work as well as a question asking whether a candidate is internal or external have also been included.
Email Templates
We’ve included some standard email templates in your platform to use as part of this functionality.
- Welcome email – sent to candidates that have been added to a Talent Pool
- Acknowledgment email – sent when a candidate submits their own details to a talent pool.
- Opportunity alert – an email to request candidates apply to a role identified as suitable for their skills/experience.
Tip - You may want to review the template content and update to reflect your organisational language/tone.
Standard Talent Email content
Below are the standard Talent Email templates available.
Talent – Acknowledgement email
Email Template: Welcome to our Talent Network!
Dear {CANDIDATES.FIRSTNAME},
Thanks for submitting your details to our {TalentPool.PoolName} Talent Pool!
We regularly review our talent network for candidates with skills and experience that could make them a great fit for future opportunities and will be in touch as soon as there is a suitable role.
If you would like to update your preferences or subscribe to job alerts, please log into your profile here: {LINK.TO.CANDIDATE.PORTAL}.
Best regards,
{COMPANY.RECRUITMENT.TEAM}
Talent - Added to Talent Network
Email Subject: You have been added to our Talent Network!
Dear {CANDIDATES.FIRSTNAME},
We've reviewed your application, and we think you'd be a great candidate for future roles in our team, so have added your details to our {TalentPool.PoolName} talent pool.
As suitable new vacancies arise, we'll get in touch to discuss, however if you would like to be kept up to date on any live opportunities that match your interests, you can subscribe to job alerts by logging into your account and creating an alert in the ‘Job Alerts’ section of your profile. You can change your job alert search criteria or delete job alerts at any time.
Please note, if you have been added to our system by one of our recruiters, you will need to follow the forgotten password link when logging in for the first time to create a password.
If you would like your details to be removed from our database at any point, please follow the instructions below.
Kind Regards,
{COMPANY.RECRUITMENT.TEAM}
Talent – Opportunity Alert
Email Template: New Opportunity Notification
Dear {CANDIDATES.FIRSTNAME},
We wanted to let you know about an exciting new opportunity at {COMPANY.NAME} that matches your profile! Please click the link below to view the job description and apply.
{JOB.LINK}
If you have any questions, feel free to reach out to our team.
Best regards,
{COMPANY.RECRUITMENT.TEAM}
Amending Talent Email templates
- Go to Settings > Communication > Email Templates.
- Click on the template name, update the content as required and then click Save.
Note – as these emails are assigned to automated processes, amendments can be made to the templates, but templates cannot be deleted without negatively impacting functionality.
Merge fields and automatic emails
Talent-specific merge fields
Two new merge fields have been created to support Talent Pool communications:
- Talent Pool Name
- Talent Pool Reference Number
Use them in your Talent Network email templates by searching for them in the merge field selector field and clicking Insert/Update Data Field button to add to the email template.
Automatic emails
This table shows the automated emails triggered by the following actions:
Email Name | Trigger that sends the email |
Talent – Acknowledgement Email | When a candidate joins a Talent Pool from the Talent Networks area of the candidate site. |
Talent - Added to Talent Network | When a client system user assigns the candidate to a Talent Pool. |
- Standard field questions: these questions use your pre-existing lookup fields for Location or Department to allow candidates to specify their preferences and match their skills with your organisation's data.
Creating a Talent Pool
From the main menu, click on Talent then select Talent Pools. You'll see a list of all public Talent Pools and any private Talent Pools you have access to.
Create Talent Pool
Click Create Talent Pool from the left-hand menu and fill in the details:
- Talent Pool Name: Clearly label the Talent Pool for easy identification.
- For Candidates: Add the name that candidates will see for this Talent Pool.
- Access to all users: Toggle off if you want to restrict access to specific users.
- Notes: Include guidance or instructions about the purpose of this Talent Pool for other users if required.
Towards the bottom of the page, there are two sharing options available:
- Copy Apply Link: This directs candidates straight to the Talent Application Form (once the Talent Pool is published).
- Copy Landing Page Link: If a landing page has been created, this link directs candidates to more information about the Talent Network opportunity.
Landing Page
There are several settings available on the Landing Page tab:
- Choose Application Form: The talent application form for candidates to complete when joining this pool - the default Talent Application Form will show here as standard.
- Acknowledgement Email: The default Talent Acknowledgement Email is pre-populated here, but you can choose an alternative email template to send to candidates when they join the pool if needed.
- Published to Talent Network:
- Toggle to Yes to make the Talent Pool visible to candidates, allowing them to join.
- If set to No, candidates cannot join on their own, but other client system users, with access to the Talent Pool, can assign candidates to it.
- Closing Date (optional): Choose whether to set a closing date for candidates to join the Talent Pool.
- Talent Opportunity Card Background:Customise the appearance of the Talent Pool card in the candidate experience.
- Colour: Select a background and font colour for the card.
- Image – Choose an image from the Media Library to display as the background of the Talent Card. (note – Images must be 350 x 350 pixels).
- Landing Page: Add content to the landing page to provide candidates with information about the Talent Pool and what they can expect. If this section is left blank, candidates will go directly to the application form.
- You can then choose to Save, Save and Publish, or Exit the form.
Bypassing the Landing Page
- To bypass a landing page and direct candidates straight to the Talent Application Form, leave the landing page content blank before publishing.
- This method means candidates are directed straight to the Talent Application Form after clicking the Talent Pool card.
Congratulations, your Talent Pool is now created!
The Candidate Experience
Candidate experience - Applying
Candidates can find the Talent Network by scrolling to the bottom of the careers site and clicking the ‘Join our Talent Network!’ banner.
From here candidates can:
- See any private or public Talent Pools they are a part of and any closing dates
(NOTE - this does not include private Talent Pools that were created prior to the new Talent Network functionality being activated within your JTGO system).
- View the date they joined (or were added) to the Talent Pool.
- View and edit their applications.
- Remove their application and leave the Talent Pool.
Candidate experience - Applying Later
When a candidate clicks on a talent pool, they can choose to apply straight away or send themselves an email reminder to complete the Talent Pool Application Form if they are unable to submit it at that time.
Candidate experience – Completing a Talent Pool application
The candidate process is designed to be quick and easy. Follow the steps in the video below to see a short demo.
Candidate experience - Deleting a Talent Application
If a candidate has already submitted their application, they can remove this by opening their application and clicking the Delete my Details (Leave Talent Network) button at the bottom of the page.
NOTE - Once a candidate is assigned to a Talent Pool, a system user cannot remove them, only the candidate can remove themselves. A Talent Pool can only be deleted when there are no longer any candidates assigned to it.
Duplicate candidates
When a candidate submits a Talent Application, the system checks to see if their information isn't already in the system.
- Existing Candidate: If the candidate's details (such as email address) match an existing record in your system, they will be prompted to log in to their account. This ensures that their new Talent Application is linked to their existing profile, avoiding duplicate entries in the system.
- New Candidate: If the system doesn’t find a matching record, a new candidate profile will be created and the Talent Application will be added.
Adding candidates to a Talent Pool – Client side
Assigning from List of Candidates
From a list of candidates against a job:
- Mark the box against the relevant candidate(s), then click on the Add orAssign button from the left-hand menu and select Assign to a Talent Pool
- When the pop-up window appears, choose the talent pool, or create a new talent pool (more information can be found below) and click Assign
Note - You can assign a candidate to any Talent Pool even if it is not a Pool that you have been assigned visibility of.
Assigning candidates - create new Talent Pools
If there are no existing Talent Pools that suit your needs, you can create a new one as you are assigning a candidate.
Note - Newly created Talent Pools will remain unpublished by default and will automatically adopt any default Talent Application or Email settings.
Assigning from search results
- Click Search > Search Candidates, enter the relevant search criteria and click Search
- Mark the box against the candidate(s) you want to assign, then choose Actions at the top of the page, and pick Assign to a Talent Pool from the Actions menu.
- When the pop-up window appears, complete all the fill in the details and click Assign to either an existing Talent pool, or Create a new Talent Pool to add them to.
Assigning Candidates with multiple applications
If the candidate has multiple existing job or talent records, you can choose which application to copy the details from using the Select a source application box.
Note – this will only appear when a candidate has more than one application to choose from.
Viewing Talent candidates
Viewing candidates in Talent Pools
To view candidates assigned to a Talent Pool:
- Go to Talent > Talent Pools and click on the Talent Pool title
- Click on a candidate’s name to view their full profile, application history and the jobs they have applied for.
This overview makes it easy to identify candidates who are suitable for future opportunities or who may need further engagement.
Viewing candidates in the Talent Network
To access the Talent Network:
- Go to Talent > Talent Network to see all candidates within the Talent Pools you have access to.
- Candidates will appear in the Talent Network list multiple times if they are assigned to more than one Talent Pool.
- By default, the list is ordered by most recent activity, (eg. Most recently assigned record), however you can reorder using the headers at the top of each column.
- You can rank candidates using the star ranking and filter/sort the ranked candidates.
- You can view the candidate's CV from this page and or the relevant Talent Pool from this list.
Last Activity
The Last Activity field helps you keep track of the most recent interactions or updates related to a candidate within the Talent Network or a specific Talent Pool. This includes both candidate actions and recruiter activity, ensuring you always have a clear view of engagement levels.
- Candidate Activity: Any updates made by the candidate, such as editing their profile, submitting a new application or making changes to their Talent Pool application, will be reflected in the Last Activity date.
- Recruiter Activity: Any actions taken by a recruiter, such as adding a note, sending an email or text message or making updates to a candidate’s status, will also update the Last Activity date.
This feature allows you to quickly identify candidates who have been recently active or those who might require follow-up, helping you prioritise engagement with the most responsive or relevant candidates.
Finding Talent
To help you find candidates easily within the Talent Network, use the filters and search options available:
- Filters: At the top of the Talent Network page, you can filter candidates based on their responses to the Talent Application they completed. For example, if you're looking for nurses in London, you can combine the Location or Department filters to refine your search.
- Star Rating filter: The three dots in the Star Ranking column allow you to filter candidates based on their star ratings.
- Search field: Located at the top right of the Talent Network page, the search field allows you to perform a keyword search across both candidate names and CV content, enabling powerful and flexible searching.
- Search across the system: Candidates who join the Talent Network can also be found through broader searches in Search > Talent. These allow searches to be conducted against either an individual job or across the entire system.
Managing candidates in Talent Networks
Within the Talent Network, you can perform the following actions by marking the check box next to any candidate(s) and selecting an action from the left-hand menu:
- Send Email: Send individual or bulk emails to candidates.
- Send Text Message: Send individual or bulk texts to candidates.
- Forward Candidate: Forward candidate(s) details via email.
- Assign to a Talent Pool: Assign candidate(s) to another Talent Pool.
- Print: Print a table of selected candidate details.
- Export to Excel: Export a table of selected candidate details.
All actions performed on a candidate are logged in their activity history.
Candidate Notes
The Candidate Notes feature allows you to add and view notes for candidates across both Talent Pools and jobs, ensuring that notes stay with the candidate throughout their journey.
- If notes are added to a candidate within a Talent Pool, they will follow the candidate if they are moved to a specific job.
- A Candidate Notes button appears on the right-hand side of the candidate card at the top of the page. Clicking this button will open a modal window, which links to the same notes functionality in the candidate’s profile.
- From both the Talent Network and Talent Pool pages, a notes icon will display the same Notes modal window, allowing easy access to add or view them.
- Users with access to Notes in their Security Roles can view notes, even if they do not have access to the specific job the note was added against. This works like the history feature, where granting access to notes may allow visibility across jobs that the user is not assigned to.
- Both job-related and Talent Pool-related notes are visible in the same Candidate Notes display. The notes will show the reference number and title of the job or Talent Pool where the note was added for clarity.
Talent Pool Visibility in candidate records
When a candidate applies for a Talent Pool opportunity, a candidate record is automatically created.
- In addition to the jobs the candidate has applied for, their record will also display the specific Talent Pools they have joined or been assigned to.
Talent Network - FAQs
What is the difference between a Talent Pool and a Talent Network?
Talent Pools are more static and typically used to group candidates into predefined categories (e.g., silver medallists or speculative applicants). Talent Network, on the other hand, is an area that allows you manage all candidates that sit within your Talent Pools.
Can I manually add candidates to a Talent Network?
Yes, you can manually add candidates by selecting their profiles and using the Assign to Talent Network option from the left-hand menu.
How do I make a Talent Network private or public?
When creating or editing a Talent Network, you will see an option to toggle between Public and Private. Public networks are accessible to all users with the appropriate security roles, while private networks are restricted to specific users you assign via the Sharing section.
Can candidates remove themselves from a Talent Network?
Yes, candidates can remove themselves from the individual Talent Pool(s) they are assigned to.
How do I search for specific candidates within a Talent Network?
Use the Search feature in the Talent Network interface. You can filter candidates by skills, locations or other criteria to quickly find candidates who meet your requirements.
Why aren’t some users able to access certain Talent Pools?
This could be due to security role restrictions. Ensure that the users in question have been granted access to the Talent Pool by reviewing their Security Roles and checking if they have the necessary permissions in the Talent Pool set up.
How do I track a candidate’s progress in the Talent Network?
Candidate progress can be tracked using Candidate Statuses. Update the status of candidates as they move through your recruitment pipeline, and view all past actions and communications in their candidate history.
Can I export a list of candidates in a Talent Network?
Yes, you can export candidate lists by selecting the desired candidates and using the export to excel option (if enabled for your role). This can be useful for reporting or sharing with other teams.
Common client queries
Why can’t I assign a candidate to a Talent Network?
Ensure that you have the appropriate permissions within your Security Role to assign candidates to a Talent Network. You may need to contact your system administrator to check your access settings.
Emails are not being sent to candidates automatically – why is this?
Check if the email template is correctly set up in the talent pool.
