Why are some candidates unassigned to an opening?

Overview

Most candidates in Trakstar Hire are associated with a specific opening. However, some candidates may appear as unassigned, meaning they are not currently linked to any opening.

Unassigned candidates remain in your account and can be assigned to an opening at any time.

Identify Unassigned Candidates

Candidates who are not assigned to an opening display:

• A dash (-) instead of an opening name.

  

If you don't see this view:

1. Open the Candidates page.
2. Click the pencil icon next to the candidate list filters.

3. Enable Not in Any Opening.

   

Who Can View Unassigned Candidates?

Super Admins can view all unassigned candidates in the account.

Other user roles

Users below the Super Admin level can only view an unassigned candidate if one of the following is true:

• They uploaded the candidate.
• They were asked to review the candidate.
• They were included in an interview for the candidate.
• The candidate was previously assigned to an opening the user could access, and that opening was later deleted.

Why Do Candidates Become Unassigned?

Candidates most commonly become unassigned in one of two ways:

The candidate was added without selecting an opening

For example, a recruiter may manually add a candidate or import a resume without assigning the candidate to a specific opening.

The assigned opening was deleted

If an opening is deleted, candidates associated with that opening remain in Trakstar Hire but become unassigned. Trakstar recommends archiving completed openings instead of deleting them whenever possible.

Assign an Unassigned Candidate to an Opening

Trakstar recommends assigning unassigned candidates to an opening whenever appropriate.

To assign a candidate:

1. Go to Candidates.

   

2. Open the candidate's profile.

3. Click Assign to Opening in the right sidebar.

   

4. Select the appropriate opening and choose the desired hiring stage.

   

5. Click Assign Candidate.

The candidate will immediately appear in the selected opening.

Can You Remove an Opening to Make a Candidate Unassigned?

No.

You cannot manually remove an opening assignment from a candidate.

A candidate only becomes unassigned if:

• They were originally added without an opening, or
• Their assigned opening is deleted.

If a candidate should be associated with a different role, assign them to another opening instead.

Who Is Responsible for Unassigned Candidates?

Every Trakstar Hire account designates a user who is responsible for following up with unassigned candidates.

To change this assignment:

1. Go to Settings.

2. Under Company Settings, select Unattached Candidates.

   

3. Choose the user who should be responsible.

   

4. Click Save.

Only Super Admins can update this setting.

Best Practices

To help keep your candidate database organized:

• Assign candidates to an opening as soon as possible.
• Archive completed openings instead of deleting them.
• Periodically review the Not in Any Opening list to ensure candidates are routed appropriately.
• Confirm that the designated owner for unassigned candidates is actively monitoring new records.

Questions? Feel free to reach out at any time! hire@trakstar.com