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4 Hints and Tips for using Candidate Pools

Candidate pools enable you to manage and nurture candidate relationships in a more targeted way. But how can you get the most out of them?

What is a candidate pool?

At the simplest level, a Pool is a group of contacts, or candidates, in the CRM. But this barely scratches the surface. Pools are powerful and flexible tools that let you group and manage candidates according to their skills, profiles, personas and more.

candidate pools filter

Candidate pools in Beamery can be collaborative or private, and used in a wide variety of ways. Let’s explore some of them.

Segment at the right level: Leaving the shallows...

One of the most powerful applications of pools is the ability to segment candidates. You can do this in almost any way you can imagine: by skills, by region, by desired role type.

And, a candidate can be in more than one candidate pool.

This has a few practical impacts for your segmentation, your searching and your tagging.

You can have different types of pools and use them together. So, rather than tagging a candidate in Beamery as a “graduate” and “designer”, you can add them to the pool for 2020 graduates, and a pool for designers. Then, when you’re sourcing for the entry-level design role opening up in the fall, you can filter in CRM to find candidates that are in both pools, giving you a group with the right skills who are looking for their first job.

Segment at the right level: Don’t go too deep

Just because you can use Pools to segment candidates doesn’t mean that you have to create a Pool for every little thing and risk getting too granular. Searching and filtering within Pools means that – as with our example above, you don’t also need to add a Pool for which school the candidate is graduating from. You can cover that off with a search filter.

So there’s a balance here. Use Pools to create broad candidate segments that support your team’s strategic priorities and workflows. Combine Pools to get more nuance as you need. However you shouldn’t feel the need to create Pools for everything, especially if it is information that you can leverage with search and filters.

Collaborate or don’t with your peers

Pools can be set up to match the degree of privacy or collaboration that you need. If you are working on executive hires that should stay confidential, for instance, you can create pools for your own personal use, or extended to certain teammates only.

For projects where you need to collaborate with teammates, you can set up pools that can be accessed by multiple users, and clearly view actions taken by each team member.

Track candidate progress

In addition to General Pools, which you can think of as all-purpose Pools, we have special pools for Events and Sourcing which is particularly useful for use cases like Executive Search which often have very long outreach processes.

These pool types have steps, which act much like the stages in a Vacancy. What does this mean for users? Well, it means that you can track candidates’ processes for a more accurate view of what’s going on, and report on how well and fast candidates are progressing through your nurture pipeline.

Action candidate progress

Pools work with recipes to scale your efforts with automation. They can include a trigger ie. ‘when contact is added to pool’, a filter ie. ‘when contact belongs to a pool’ or an action ie. ‘add to pool.’.

From our next release, pool steps will add another dimension to automation, letting you target campaigns at CRM contacts based on how far through your processes they are by using the steps to trigger nurture campaigns.

candidate pool recipe

For example, if a candidate has successfully passed through all your pool stages, you could trigger a campaign for when they are updated to the “Qualified” status that lets them know what to expect from your hiring and assessment processes.


Learning how to use candidate pools in the right way can take your talent acquisition strategy up a level. When candidate data can be sliced, segmented, made private or shared this easily, it opens up powerful workflows for recruiters.

We are always available to talk more about how the Beamery platform helps recruiters leverage the rich candidate data that is available to them. If you have any questions, reach out to us any time.

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Nada Chaker

Content and Campaigns

Nada Chaker leads content and campaigns at Beamery. She writes and reads about the latest news in Talent Acquisition, but also about business strategy, startups, food and indoor plants.

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