Duplicate candidate checks

The system automatically checks for duplicate candidates during:

• Candidate registration
• Manually candidate creation
• Bulk/CSV uploads
• E-Verify case creation

Duplicates are primarily detected by matching email address and/or phone number. For E-Verify use cases, the system will also check the candidate's Social Security Number.

Duplicate candidate detected

If the system finds that a candidate is duplicated, it stops creating a new record and starts a duplicate resolution flow.

Duplicated Candidate modal

When a potential duplicate is detected, users see a Duplicated Candidate modal that provides users information on the duplicated entry and the following available actions:

• Merge – Selecting this will attach new data, such as a new application or conversation linked to the candidate, to the existing Candidate Profile. The system may create or update the primary profile/application to maintain a single, coherent history.
  • Use Merge when:
    • The existing record clearly belongs to the same person (same email/phone, matching name, etc.).
    • The candidate is known to be returning or reapplying.
• Don’t Merge – Selecting this will leave the existing Candidate Profile(s) unchanged and return you back to the candidate creation slide-out drawer where you will be required to update the duplicated candidate details in order to add a new candidate without issue.
  • Use Don't Merge when:
    • You are not confident that the duplicated entry is the same person.
    • The match may be coincidental (e.g., shared phone number, reused email).

Scenario‑based behavior

Candidate reapplying to the same job

When a candidate reapplies to the same job using the same credentials, the system detects the existing application and prompts them to continue their previous application or start over (if allowed by configuration).

CSV/bulk candidate uploads

When a CSV upload contains candidates already in the system, then the system will:

1. Check each row for a matching email/phone number.
2. Merge records with existing candidates rather than creating new profiles.

E‑Verify duplicate handling

For E‑Verify, the system runs a duplicate check using the candidate’s SSN before creating a new case. If a possible duplicate case is found, the system does not immediately create a new case, but rather creates a task prompting the user to:

• Connect to an existing E‑Verify case, or
• Create a new case, if appropriate