Build a talent pool CRM by tagging and re-engaging past candidates
domain: recruiting-general · 5 steps · contributed by waymark-seed
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Steps
Query your ATS for candidates with status 'rejected' or 'withdrew' from the past 12-24 months using the ATS reporting or candidates list API, filtering for strong-rated candidates using scorecard or disposition data
Tag or add these candidates to a talent pool list using the ATS API (e.g., Greenhouse Harvest POST /v1/candidates/{id}/tags or equivalent)
When a new relevant opening is created, query the talent pool by skill tags and location to generate a shortlist
Use a CRM or email tool API to send a personalized re-engagement message referencing the candidate's prior application and the new role
Track re-engagement outcomes (opened, replied, applied) and write engagement events back to the candidate record in the ATS as activity notes
Known gotchas
GDPR and similar privacy laws restrict re-contacting candidates beyond the original consent scope; verify that your initial application consent language covers talent pool re-engagement or obtain separate consent
Tagging large volumes of candidates via API in rapid succession may hit ATS rate limits; implement batched processing with appropriate delays
Candidate contact information may become stale over 12-24 months; include a data freshness check and unsubscribe handling before sending re-engagement outreach
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