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Marking candidates as hired

Learn how to mark candidates as "hired" in PI Hire, so you can retain their PI data and create an employee record within your directory.

Updated this week

This article applies to all Hire users in the PI2 platform.

Marking candidates as “hired” lets you denote new hires within the PI platform and carry their data over to other PI products.

When to use “mark as hired”

When sorting through candidates, you may want to denote new hires without removing them from the job or deleting them from your system. This can be especially helpful when you are making multiple hires for a given role.

Using the “Mark as hired” function, you can convert candidates into employees, preserve their candidate data from being anonymized, and continue your hiring evaluations without needing to create a duplicate job.

How to mark a candidate as hired

  1. Log in to the PI software.

  2. Select Hire from the navigation bar.

  3. You'll land on the Hiring Center.

  4. Select the job that contains the candidate you hired.
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  5. Click the Candidates tab.
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  6. Find the person's name from the list of candidates.

  7. Click the ellipsis button () on the right-hand side.

  8. Select “Mark as hired” from the dropdown options.
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  9. You will be prompted to add this new hire to your PI employee directory.

  10. Enter this person's new employee email address. (This address must match an allowed organization domain, unless your organization has enabled the ability to override email domains.)

  11. Hit "Continue."

  12. (Optional) If your organization is subscribed to PI Perform, you will also be prompted to create a 1:1 workspace between the new hire and their manager.

    To do so:

  13. You will see a confirmation prompt that says “You've hired [candidate name]!” You will also see a green tag with the word "Hired" next to the person's name.

What happens after I mark a candidate as hired?

Marking a candidate as "hired" will automatically create an employee record for this person. Doing so will allow you to perform the following actions:

Note: The person's existing candidate record will also be preserved, in case you need to refer to it again. You can locate the person's candidate record by navigating to the job they're associated with in Hire.

FAQs

General questions

Why can I mark some candidates as hired, but not others?

In order to mark a candidate as hired, that candidate must be associated with a job in Hire. There are two ways to add a candidate to a job:

Once you've added a candidate to a job, you will be able to mark them as hired.

Does marking a candidate as "hired" delete their candidate data?

No. Marking as "hired" is an additive process: It creates an employee record for the candidate so that you can continue to use PI with them post-hire. The person's candidate record is preserved, and you can refer back to it at any time.

I'm getting the following error: "Email must match organization domain." Why?

If you see this error when adding an employee to your organization, it means you're trying to add an email that isn't on your organization's list of "allowed" domains.

There are two ways to resolve this error:

Note: The organization domain override allows you to add any non-matching domain email moving forward. If your organization works with a variety of different domains, this option might make the most sense.

I marked a candidate as hired. Can I leverage their cognitive data elsewhere in the PI platform?

Once you mark a candidate as "hired," they become an employee in your system. This means you'll see them in other PI products you're subscribed to.

However, PI cognitive data is intended solely for use in hiring and isn't validated for other forms of workplace use. For this reason, you won't see cognitive data for employees anywhere else in the software — just in Hire.

Important: After marking a candidate as hired, their data remains in Hire (essentially as a "snapshot" of when they were a candidate). At any time, you can:

To reiterate, we do not recommend using that data for anything besides making hiring decisions.

Tip: If you are an organization admin, you can also export cognitive data via CSV from the employee directory in Administration. Doing so allows you to access cog data for your entire organization.

As mentioned above, however, this data is intended solely for use in hiring and isn't validated for other forms of workplace use.

Is it possible to undo the "mark as hired" action?

Not currently, no. Once a candidate is marked as hired, the candidate becomes an employee. This process cannot be reversed.

If you simply want to remove the person from your employee directory, you can archive them at any time. However, doing so will also remove their candidate data from Hire. To re-add them to Hire, you'd need to resend them the Behavioral and/or Cognitive Assessment.

Will the candidate receive a notification if I mark them as "hired"?

No. Marking a candidate as "hired" does not result in any form of notification on the candidate side.

The only times that a candidate will receive a notification from PI is when you:

  • Send them the Behavioral Assessment or Cognitive Assessment

  • Invite them to use the PI software (once they're officially part of your organization)

Troubleshooting

I'm getting the following error: "An employee with this email already exists." Why?

If you see this error when adding an employee to your organization, it means there's an existing record in your employee directory that already has that email address.

In this event, here are some troubleshooting steps to try:

  1. Check your directory to see if the new hire's data (and their associated Behavioral Assessment results) is already showing up correctly.

  2. If the employee record matches the candidate record (and BA results have carried over), it's likely no further action is needed. The new hire already exists in the system, and you'll be able to leverage their BA data moving forward.

  3. If the employee record does not match the candidate record (i.e., it's a different person), continue with these steps:

  4. Edit the employee's details with an updated email address (thus freeing up the existing email address for the new hire). Alternatively, if you don't recognize the existing record at all, you can archive it.

  5. Return to Hire and mark the candidate as "hired" once more.

  6. When prompted, enter the email address you previously tried. The system should now accept it without issue.

Exception: If the new hire exists as an employee record, but their Behavioral Assessment results have not carried over successfully, you'll need to manually add those results to their profile.

To do so:

  1. Copy the candidate's Behavioral Score ID in Hire.

  2. Add the BSID to their employee profile. (Requires org admin access)

The new hire's data (including their BA results) will now be accessible from the employee view.

Important: The above workarounds may not satisfy all of your needs. For instance, if it's crucial to your workflow to have the candidate visually labeled as "hired," or if you're worried about cognitive data not being properly associated with the new hire's employee record, troubleshooting alone likely won't solve either issue.

In either case, please reach out to our support team.

I'm getting the following error: "Email must match organization domain." Why?

If you see this error when adding an employee to your organization, it means you're trying to add an email that isn't on your organization's list of "allowed" domains.

There are two ways to resolve this error:

Note: The organization domain override allows you to add any non-matching domain email moving forward. If your organization works with a variety of different domains, this option might make the most sense.

Additional support

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