Overview
iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) include protocols to prevent the creation of duplicate profiles for a single candidate. These protocols also extend to candidate profiles imported from iCIMS Applicant Tracking (ATS) via the integration between ATS and CXM or CRM.
The sections below provide detailed information about how CXM and CRM automatically prevent the creation of duplicate candidate profiles during different profile creation processes without any action required from users.
Preventing Duplicates When Creating Candidate Profiles in CXM or CRM
There are several ways a candidate profile can be created in CXM or CRM, as outlined in the
Adding Candidates to iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) article. All of these methods include gathering and storing the candidate’s email address, which is also used as their Login ID. Each Login ID must be unique, and a new candidate profile cannot be made with an email address (and therefore Login ID) that is already attached to an existing profile.
If a candidate tries to fill out a sign-up form with an email address that is already tied to an existing profile in CXM or CRM, the candidate is prompted to log into their existing profile. Once they have logged in, they can complete and submit the sign-up form, and the information they submit is added to or used to update the information in their profile, as appropriate.
Duplicate candidate profiles may be possible if a candidate has a profile linked to one email address and then submits a sign-up form under another email address. In these cases, recruiters should contact the candidate to ask which email address is current and purge profiles for that candidate connected to other email addresses.
Preventing Duplicates When Importing Candidate Profiles from ATS to CRM
When a candidate’s information is imported from ATS to CXM or CRM and the candidate does not yet have a profile in CXM or CRM, a profile is created using the candidate’s email address as the Login ID. If a candidate has multiple ATS profiles with the same email address, only one profile imports into CXM or CRM.
Note: Candidates imported from ATS before July 2023 may have duplicate CRM profiles if their ATS Login was different from their email address. Since July 2023 the candidate’s email address in ATS is now used to set the CRM Login ID to prevent such duplicates.
Once the candidate has been imported to the CXM or CRM from ATS, if that candidate tries to fill out a sign-up form with an email address that is tied to a profile created via ATS import, the candidate is prompted to log into their existing profile. Once they have logged in, they can complete and submit the sign-up form, and the information they submit is added to or used to update the information in their profile, as appropriate. For more information on how data is synced between ATS and CXM or CRM, review the
Understanding Data Syncing Between iCIMS Applicant Tracking (ATS) and iCIMS Candidate Experience Management (CXM) or iCIMS Candidate Relationship Management (CRM) article.
Preventing Duplicates When Importing Candidate Profiles from CRM to ATS
There are two scenarios in which importing candidate profiles from CRM requires the system to prevent the creation of a duplicate profile:
- When a CXM or CRM profile is imported into ATS for a candidate who already has an ATS profile.
- When a CXM or CRM profile is imported into ATS, creating a new profile, and a candidate later applies for a job.
When a CXM or CRM profile is imported into ATS for a candidate who already has an ATS profile, the Login ID from the CXM or CRM profile is cross-referenced with the email address from the ATS profile, and no new profile is created. Instead, the existing ATS profile is updated with information from the CXM or CRM profile, if appropriate. For more information on data syncing between ATS and CXM or CRM, review the
Understanding Data Syncing Between iCIMS Applicant Tracking (ATS) and iCIMS Candidate Experience Management (CXM) or iCIMS Candidate Relationship Management (CRM) article.
When a candidate’s information is imported from CXM or CRM to ATS and the candidate does not yet have a profile in ATS, a profile is created with no set password. If the candidate then applies for a job, this does not cause the creation of a new profile in ATS. Instead, the candidate receives an email prompting them to verify their email address, after which they can create a password for their existing profile and proceed with their application.
