What this feature does & when to use it?
Hotlists let you group candidates, companies, contacts, or jobs into a single list based on similar criteria. You can access them easily, view associated records, perform bulk actions, export or delete records, and manage the hotlist as needed.
Use this feature when you want to:
Create targeted groups of candidates, companies, contacts, or jobs.
Perform bulk actions on multiple records at once.
Quickly access and manage related records from a single list.
Share curated record groups with your team.
Export, update, or organize records more efficiently.
Step-by-step instructions
How to create a hotlist?
In Recruit CRM, you can create hotlists for all entities, including Candidates, Companies, Contacts, and Jobs.
1. Understand and Access Hotlists
In Recruit CRM, you can create hotlists for all major record types: candidates, companies, contacts, and jobs.
You can access all hotlists associated with each record type by clicking the Quick View icon on the respective list pages.
You can also open the Hotlist tab on a candidate profile to view all hotlists that the candidate belongs to.
2. Perform Bulk Actions on Candidates in a Hotlist
You can select candidate records from any hotlist and perform actions such as:
Assign candidates to jobs
Request candidates to update their profiles in Recruit CRM
Send bulk emails
Add notes to candidate records
Update candidate data fields
Enroll candidates in an email sequence
3. Add Candidates to a Hotlist from the List Page
Select the candidates you want to add, then click the Add to Hotlist button on the header bar.
It will give you an option to either add them to an existing hotlist or create a new hotlist. Choose the relevant option and click on the Add to List button.
You also have the option to display the hotlist as a column on the list page of candidates, contacts, jobs, and companies.
Once enabled, an icon will appear providing quick access to view all hotlists associated with each respective record.
Additionally, you can run an advanced search based on the hotlist column.
4. Remove Candidates from a Hotlist
Navigate to the desired hotlist.
Select the record that you want to remove.
Click on the Remove from Hotlist button from the header bar under the More tab.
5. Export Candidates from a Hotlist
Open the required hotlist.
Select the candidates within a hotlist that you want to export.
Click on the Export button from the header bar under the More tab.
This will export the selected candidates according to your export configuration.
6. Delete Candidates from Your Database via a Hotlist
If you wish to delete a candidate from your database, you can delete them from inside a hotlist as well.
Open the relevant hotlist and select the candidates you want to delete.
Click on the Delete button under the More tab on the header bar.
Please note that once you delete any candidate, they will be permanently deleted from your database.
7. Rename and Edit an Existing Hotlist
By default, only the account owner and hotlist owners can edit a hotlist. However, if you are in the business plan, you can create a custom role with permission to edit the hotlist owned by the other teammates.
Click on the View All button inside your Quick View.
You'll be redirected to a list of hotlists in your system.
Find your desired hotlist and click the pencil (edit) icon on its right.
Rename the hotlist
Click Update Hotlist to save your changes.
You can further streamline your hotlist management in Recruit CRM by utilizing the search bar to quickly locate specific hotlists or applying filters based on parameters such as Created by, Created on, and Updated on.
8. Delete an Existing Hotlist
By default, only account owners and hotlist owners can delete a hotlist. However, if you are on a business plan, you can create a custom role with permission to delete the hotlist owned by other teammates.
Click on the View All button inside your Quick View.
Click on the Trash icon on the right of the hotlist you wish to delete.
Click on Yes to confirm the deletion.
Please note that deleting a hotlist does not delete the record inside the hotlist; it only removes the hotlist grouping itself.
Troubleshooting
Problem: You cannot edit or delete a hotlist.
Problem: You cannot edit or delete a hotlist.
Likely cause: You do not have permission to edit or delete that hotlist.
What to check: Confirm whether you are the account owner, the hotlist owner, or on a custom role with edit/delete permission. Also, check your plan (Business or otherwise) and your role permissions.
Resolution path: Ask your admin or account owner to grant you a custom role with permission to edit or delete the hotlist owned by other teammates. If you are not on a plan that supports this, request the hotlist owner or account owner to make the changes or delete it.
Problem: Candidates still appear in your database after deleting a hotlist.
Problem: Candidates still appear in your database after deleting a hotlist.
Likely cause: Deleting a hotlist does not delete the records inside the hotlist.
What to check: Confirm whether you deleted only the hotlist or also deleted candidates via the hotlist.
Resolution path: If you want to delete candidates, open the hotlist, select the candidates, and click on the Delete button under the More tab. Remember this permanently deletes them from your database.
FAQs
1. Can I search or filter hotlists?
1. Can I search or filter hotlists?
Yes. You can further streamline your hotlist management by utilizing the search bar to quickly locate a specific hotlist or applying filters based on parameters such as Created by, Created on, and Updated on.
Conclusion:
Using hotlists in Recruit CRM allows you to group similar records, perform powerful bulk actions, and collaborate efficiently with your team. You can easily access, edit, rename, delete, and manage hotlists and their records as long as you have the right permissions.