What this feature does & when to use it?
The Profile Update Request feature in Recruit CRM lets you send candidates an email containing a secure link to a form where they can update their details and CV. Once they submit the form, their information is updated in your Recruit CRM database in real time. You can use this feature:
When you want to refresh outdated candidate information or request an updated CV.
When you need multiple candidates to update their profiles at once.
Before you begin
Please note:
You must have access to candidate records in Recruit CRM.
Ensure your Mailbox is connected so emails can be sent from Recruit CRM.
Please note that the profile update link expires after the candidate submits their updated profile.
Step-by-step instructions
1. Request an updated profile from a candidate’s detail page
From the candidate’s details page, you can request an updated profile directly.
Navigate to a candidate's profile.
On the candidate’s profile, click the Request Updated Profile button as shown in the image.
Once you click on it, the system triggers an email to be sent to the candidate with a URL link. This URL will lead the candidate to the profile update request form that they can fill in to submit their updated details.
The details then directly get updated in your system in real-time.
2. Request updated profiles for multiple candidates from the Candidates List page
You can send an email to multiple candidates at the same time with the link to update profiles.
1. Navigate to the Candidates List page.
2. Select the candidates whose data you want to update.
3. Click on the Request Updated Profile option at the top.
4. This will trigger an email to all the selected candidates.
Note: It's worth noting that each person in the To section is sent as an individual email thread so that the receiver perceives it as a personal message.
The link will expire after the candidate submits the updated profile.
Edit the email template for requesting updated profiles
Click on the Mailbox section.
Scroll down to find the Standard Email Templates button.
Click on the pencil icon on the right side of the template to edit the template.
Please Note:
1. Do not create a new template for the same as the URL for the profile update request will only be generated using the "Request Updated Profile" button and the standard email (which can be edited).
2. Do not remove {URL} from the standard email template body as it is used to trigger some pre-coded actions.
You may edit the rest of the email content (subject line, message text, etc.) to match your tone and branding.
Customize the profile update request form
You can customize the labels and fields on the form and also make certain fields mandatory as well.
Navigate to the Admin Settings.
Click on Profile Update Form Settings.
Within the General Page Settings tab, click on the Edit button to edit the labels of buttons and links.
You can modify the page title as well.
Now, switch to the Profile Update Form Field Settings tab.
Within this tab, you can edit the label of the fields.
Choose the fields to make them visible on the form by turning the toggle on.
You can also make certain fields required by enabling the checkbox.
You also have the ability to add language and the respective proficiency level to the form. You can add one or multiple default languages to the form by updating the field's value:
You can add languages and proficiency levels from here.
And click on Save.
Once you add it to the form, candidates will have to define a proficiency level for the default languages added. They can also edit the proficiency level for the language already added to their profile in your database.
Further, in case there are no default languages added to the form, then candidates can add multiple languages and define the proficiency level for each of them.
View candidates who updated their profile
1. Go to the Candidates List page.
2. Click on the Add Filters option.
3. Search for the filter called Profile Updated by Candidate On.
4. Select the date or time range you want.
5. Click on Apply.
You will now see all candidates who updated their profile during the selected period.
Troubleshooting
Problem: Candidate says the link in the email no longer works.
Problem: Candidate says the link in the email no longer works.
Likely cause: The candidate has already submitted their updated profile, and the link has expired.
What to check: Confirm whether the candidate’s record shows recent updates. Resolution path: If more changes are needed, send a new Request Updated Profile email from the candidate’s detail page or update their record manually.
Problem: Certain fields never appear on the candidate’s update form.
Problem: Certain fields never appear on the candidate’s update form.
Likely cause: The fields are not set to visible in the Profile Update Form Field Settings.
What to check: Go to Admin Settings → Profile Update Form Settings → Profile Update Form Field Settings and check the visibility toggles.
Resolution path: Turn the relevant field toggles on and save your changes.
FAQs
Who can configure the profile update form fields and labels?
Who can configure the profile update form fields and labels?
Typically, users with access to Admin Settings (such as admins or account owners) can configure the Profile Update Form Settings, including labels, visibility, and required fields.
How personal are the emails when sending to multiple candidates?
How personal are the emails when sending to multiple candidates?
When you send profile update requests from the Candidates List page, each person in the To section receives an individual email thread, so the email appears as a personal email.
Conclusion:
Using the Profile Update Request feature in Recruit CRM, you can quickly refresh candidate data, request updated CVs, and keep your database accurate with minimal manual effort.
Configure the email and form once, and then use individual or bulk requests to maintain up-to-date profiles.
📹 Video tutorial on how the Profile Update feature works within Recruit CRM