Hellohire uses a candidate's email address as the primary identifier to recognize existing candidate records and help prevent duplicates.

Duplicate Prevention at the Invite Stage

• When inviting candidates, Hellohire checks for existing records using the candidate's email address.

• If an existing record with the same email address is found, the system recognizes the candidate and helps prevent duplicate entries.

• Phone numbers are no longer used as identifiers when matching candidate records.

Candidate Record Matching

• Hellohire identifies candidates based on their email address.

• If multiple records share the same email address, they are recognized as belonging to the same candidate.

• Phone numbers do not determine whether two candidate records belong to the same person.

• Automatic record merging based on matching email or phone information is no longer supported. Records are not automatically merged when a candidate is scheduled.

Smart Re-engagement

• If a previously invited candidate:

  • Did not respond to the initial invitation, and

  • Later reapplies or is re-invited using the same email address,

• Hellohire can recognize the existing candidate record based on their email address.

Single Candidate View Across Stages

• In multi-stage jobs:

  • Each candidate appears only once in the pipeline.

  • Candidates are displayed at their furthest stage.

• This helps maintain an organized view of candidates as they progress through the hiring process.

Seamless Account Linking

• When a candidate creates an account after being invited, Hellohire uses their email address to identify and associate their existing candidate activity.

Important: Email address is the identifier used for candidate matching. Phone numbers are retained as contact information but are no longer used to match, link, or merge candidate records.

Hellohire Support

Have questions or need assistance? We’re here to help! Feel free to contact us at support@tryhellohire.com.