This article applies to organization admins in the PI2 platform who have recently upgraded from the Legacy PI platform.
In the Legacy PI software, candidate and employee data were located in the same place. In PI2, we've moved candidate data directly into the Hire product, in the form of a dedicated candidates list.
We took as careful an approach as possible when moving your data over from Legacy to PI2. That said, depending on how candidates were tagged in Legacy, some may not be immediately visible to you. Thankfully, your data is safe, and the fix is relatively simple.
In this article, we'll share how to locate missing candidate records and ensure they show up properly in your candidates list.
Tip: Having trouble finding certain employee records in PI2? Check out this support article.
Where do I find the candidates list in PI2?
Access your candidates list by clicking Hire in the top-left corner of the software.
You will land on the "Jobs" tab of the Hiring Center. Here, you will see a list of all jobs you have permission to see. (If you are an organization admin or Hire admin, you will have access to all jobs.)
Click on the "Candidates" tab.
You will see a list of all candidates you have permission to see. (Again, if you are an organization admin or Hire admin, you will have access to all candidates.)
To view/modify information about a candidate, click that candidate's name.
Important: You cannot archive old candidates. However, you can delete candidates and/or anonymize their data at any time.
I can't find a candidate from Legacy PI. Where should I look?
If you can't find a particular candidate from Legacy in PI2, here are a few places to look:
Your list of transferred people
Your list of current employees
Your list of archived employees
Let's walk through each scenario in greater detail.
Check your list of transferred people
The very first place you should look is your "Transferred People" page. This page is where we put any records that weren't categorized as either "candidate" or "employee."
To access Transferred People:
Click the gear icon in the top-right corner.
Click "Transferred People" on the left-hand side.
You will be presented with a list of people from Legacy PI who were tagged as "other" or "unknown."
If you see someone who is in fact a candidate, click the more actions button.
Select "Move to Candidates list" from the dropdown options.
A pop-up will appear prompting you to enter a series of optional fields.
(Optional) Enter the email PI should associate with this candidate.
(Optional) Search for and select the job with which you'd like to associate this candidate.
Note: The search box uses typeahead. Make sure you enter 3 or more characters before selecting the relevant job.
Click "Move to Candidates list" to proceed.
The candidate will be added to your candidate list in Hire.
Important: The email and job fields are optional on this page; however, they are mandatory if you intend to assess this candidate and review the results.
If you don't have the details handy, that's okay; that's why they're optional here. However, you will eventually need to add an email and associate the candidate with a job in order to get full PI candidate insights.
Tip: Need additional help? Learn more about transferred people.
Check your list of current employees
If the candidate isn't showing in Hire or in Transferred People, it's possible they were miscategorized as an "employee." To verify:
Click the gear icon in the top-right corner.
You will land on the employee directory. (This is where all of your current employees show up in the PI system.)
Search for the candidate's name using the search function on the right-hand side.
If the candidate pops up but they also belong in the directory (i.e., they're a current employee), add them to a job as an internal candidate.
If the candidate pops up and they shouldn't be in the directory (i.e., they're a candidate who was mislabeled as an employee), you have 2 options:
Option 1 (PI support team): Fill out the PI Support form with the name(s) of the candidate(s) you'd like to move from the employee directory to Hire, along with the name of your organization.
Option 2 (self-service): Archive and anonymize their "employee" record, then manually re-add them to Hire. (If the candidate has previously been assessed, you can use their BSID to auto-populate their Behavioral Assessment results. Unfortunately, their Cognitive Assessment results would be lost; if the candidate took the CA before, we recommend Option 1 above.)
If the candidate doesn't pop up at all, proceed to the final troubleshooting scenario.
Check your list of archived employees
It's possible the candidate was categorized as an "employee" and then archived as part of your PI2 upgrade. To verify:
Return to the employee directory.
Click the dropdown titled "Current employees."
Select the "Archived employees" filter option.
You'll see a list of employees who have been archived.
If you see a candidate who doesn't belong in your directory, you have 2 options:
Option 1 (PI support team): Fill out the PI Support form with the name(s) of the candidate(s) you'd like to move from the employee directory to Hire, along with the name of your organization.
Option 2 (self-service): Anonymize their "employee" record, then manually re-add them to Hire. (If the candidate has previously been assessed, you can use their BSID to auto-populate their Behavioral Assessment results. Unfortunately, their Cognitive Assessment results would be lost; if the candidate took the CA before, we recommend Option 1 above.)
If the candidate pops up but they also belong in the directory (i.e., they're a current employee), proceed with the following steps.
Click the ellipsis button to the right of their details.
Click "Unarchive employee" from the dropdown options.
A confirmation pop-up will appear.
Click "Unarchive" to confirm.
The person will be unarchived and added to your list of current employees.
Tip: Need additional help?
Important: If you have a lot of missing candidate records that are showing as employees (either current or archived), it likely means these individuals were incorrectly tagged as "employees" in Legacy PI.
In this event, we recommend contacting our support team. To do so:
Include a list of the affected candidates (names and emails), along with the name of your organization.
The more detail you provide, the faster our team can prioritize the work and get you an update regarding your case.
FAQs
I'm missing employee records from Legacy PI. Where are they?
I'm missing employee records from Legacy PI. Where are they?
A lot of candidates are showing as employees. Is there a way to mark them as "candidates" in bulk?
A lot of candidates are showing as employees. Is there a way to mark them as "candidates" in bulk?
No. There isn't a way to bulk-change employees to candidates. Instead, we recommend contacting our support team. To do so:
Include a list of the affected candidates (names and emails), along with the name of your organization.
The more detail you provide, the faster our team can prioritize the work and get you an update regarding your case.
What about other people, like a friend or family member?
What about other people, like a friend or family member?
In Legacy PI, you were able to send the Behavioral Assessment to a person and label the record as "other." Often, this person type was used to categorized friends and family.
In PI2, we've focused the experience to focus on just 2 person types: candidates and employees. For this reason, you will not see friends or family in your employee directory, or elsewhere in the PI platform.
Any "other" or "unknown" records imported from Legacy are located on the Transferred People page.
I still can't find a specific candidate from the old PI software. What now?
I still can't find a specific candidate from the old PI software. What now?
If you've tried the troubleshooting tips in this article and still can't find a particular employee, please submit a ticket with our support team.
Additional support