Candidate Ownership Rules 

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The different ways you can claim ownership of candidates:

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• Uploading the Resume into Zoho:

  • Only resumes uploaded resumes in Microsoft Word, and pdf are allowed in Zoho.

  • NO LinkedIn, or online copy/pasting of resumes or any other social media pages are allowed in Zoho. You cannot claim ownership with these methods either.   

• Adding a Note into Zoho. Notes must be somewhat detailed, Example: Spoke, about sales role with XYZ client or discussed if he/she was in the market, etc.

• Emails or text, you can’t just say you sent an email/text and that’s it, you need some context. Example: sent email about YYZ job or asked about availability or asked if he/she was open to new opportunities, etc...

• Only one Member can own a candidate at one time.

 

We have three ownership types:  

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1. Candidate ownership: 3-month ownership.

2. Candidate Hold: Four (4) business day ownership hold (banking Holidays do extend the hold period) Defeminization: You pull down a resume from Ziprecruiter/Indeed and send an email or leave a voice message, a candidate Hold would apply. 

3. Candidate ownership extension, extend your ownership for another 30 days from your last note entry. This can be continual to keep your ownership.

 

Explanation of ownership types:

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When adding a new candidate into Zoho:

 

New Candidate, Ownership:

• You upload a new resume that did not exist in bullhorn prior.

• You have dialog and log details with notes.

 

New Candidate “hold”

• You upload a new resume that did not exist in Zoho prior.

• You leave a voice message for the candidate or send an email asking for a time to schedule a call, this MUST be logged in notes to hold the candidate ownership.

 

Extensions

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• You can extend ownership for one month after your last logged activity entry.

  • Acceptable entries include:

    • Phone conversations with some notes

    • Emails entries with some notes

    • In person meetings with some notes

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If/when discrepancies do occur Sr. Management will decide on the ownership and it could include splitting up ownership to multiple Members.

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When claiming ownership of an existing candidate into Bullhorn:

 

• When ownership has elapsed Member can claim ownership by:

  • Member can Log a call with notes.

  • Member can put a “hold” by either leaving a voice message or sending the candidate an email about a job opening. If you do not have a job to discuss with the candidate, you can’t put a hold on the candidate.

  • Member can also upload an updated version of the candidates resume to claim ownership.

 

If you find a candidate that is owned by another Member for a job that they are not submitted to we do encourage you to call the Member of ownership and discuss the role you would like to present to the candidate. If it is a match, we recommend a 50/50 candidate side split.

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A candidate split would be to the sole discretion of the Member holding ownership. We encourage Members to split the candidate ownership in these circumstances. At the time of placement, the candidate owner will need to inform HireResources and sign off on this upon sending for invoicing/payment to be made.

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