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The Candidate Profile

A complete guide to each tab and feature within the candidate profile.

Updated today

The Candidate Profile is the central record for managing, reviewing, and interacting with candidates in BrightMove. It contains all relevant information about a candidate, organized into tabs that track their experience, activity, documents, job history, compliance data, and more.

This article provides a complete overview of every tab on the Candidate Profile, what it’s used for, and how recruiters and administrators interact with each section.

Dashboard Tab

The Dashboard tab provides quick visual insights based on aggregate data from your candidate database. It includes two interactive graphs:

Candidate Current Job Title Sources

Displays the application sources of other candidates in your system who share the same current job title as the selected candidate. This helps identify sourcing trends for specific roles (for example, where “Software Engineer” candidates most commonly originate).

Note: These charts reflect general application trends across your system, not applications for a specific job.

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Candidate Current Company Sources

Shows application sources for candidates who list the same current employer.

Additional actions

  • Click a pie segment to view candidates in that category

  • Use the menu icon to download the chart image

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Resume Tab

The Resume tab stores and displays all resumes and cover letters associated with a candidate.

What you can do here

  • View resumes and cover letters submitted by the candidate or forwarded by licensed users

  • Toggle between Resumes and Cover Letters

  • Add the candidate to your Candidate Cart

  • Delete documents (with appropriate permissions)

  • You can also add a new resume:

    1. Click Add Resume.

    2. Name the Resume.

    3. Either type or paste the text into the box with the Paste Text option

    4. If you have a copy of the resume saved, you can instead click Upload File.

    5. Click Choose File and select the appropriate resume.

    6. Click Save.


Resumes and cover letters appear in a table at the bottom of the viewer. Selecting a document from the table will display it in the viewing pane above. If you have the necessary permissions, you can also delete a resume or cover letter by clicking Delete.

Did you know? Resume highlighting reflects your most recent Power Search, making it easy to see why a candidate matched your criteria.

Resume Cloud Tab

The Resume Cloud provides a visual word cloud of the 100 most frequently used words in the candidate’s current resume.

  • Larger words appear more frequently in the resume

  • Clicking a word highlights that term in the Resume tab

This is a quick way to spot core skills, technologies, or themes without scanning the full document.

Attachments Tab

The Attachments tab stores additional documents related to the candidate.

Automatically added attachments may include:

  • Resumes uploaded during application

  • Basic Qualification (BQ) responses

  • BrightForms

  • Submittal-related documents

You can also upload:

  • Interview notes or transcripts

  • Background check results

  • External documentation

How to Upload Attachments:

  1. Click Add Attachment.

  2. Enter a description.

  3. Click Choose File and locate the file you want to upload.

  4. Unselect Public if you want the attachment to be private.

  5. Click Save.

Attachment actions

  • Toggle Public / Private visibility

  • Edit descriptions

  • Delete attachments

  • Download files by clicking the filename

Activities Tab

The Activities tab displays all logged interactions with the candidate, including:

  • Calls

  • Emails

  • Meetings

  • Status updates

Each activity shows:

  • Date and time

  • Associated job (if applicable)

  • User who logged the activity

  • Comments (with expandable full view for longer entries)

Email tracking

  • Envelope icons indicate whether an email has been opened

  • Hover to see last read date and time

You can add, edit, or delete activities directly from this tab, based on your permissions.

Notes Tab

The Notes tab is used to store internal observations and reminders about a candidate.

How to Create a new Note:

  1. Click Add Note

  2. Add a Subject.

  3. Add the Note contents.

  4. Click Save.

Notes include:

  • Subject

  • Content

  • Created and modified timestamps

  • Author

Features:

  • Search notes by keyword

  • Expand longer notes

  • Edit or delete existing notes

  • Add new notes for collaboration or historical context

This is ideal for capturing soft insights that don’t belong in resumes or activities.

Submittals Tab

The Submittals tab provides a complete history of all jobs a candidate has been submitted to through your company.

Why this matters

  • Avoid duplicate submissions

  • Review past interviews and placements

  • Understand a candidate’s full relationship with your organization

Information displayed per submittal

  • Job ID and title

  • Client / department

  • Candidate rank

  • Progress bar through the hiring process

  • Placement dates (when applicable)

  • Current status

  • Submit date

  • Most recent activity and date

Fields in this table are static and cannot be customized.

Common actions

  • View detailed submittal activity history

  • Add activities or update status

  • Delete submittals (with compliance considerations

Adding Activities or Updating Status

  1. Locate the relevant job in the submittals list

  2. Click the Add Activity button

  3. Select the appropriate activity type or new status

  4. Complete the required fields

  5. Click Save

Compliance note:
Deleting a submittal permanently removes the submission record and any attached BQ documentation. For audit purposes, always add a note explaining why the submittal was removed.

Do not delete the candidate profile itself unless absolutely necessary, as this removes all history tied to that candidate.

Employment History Tab

The Employment History tab tracks the candidate’s work history.

Available Actions

  • Parse From Resume
    Click Parse From Resume to automatically update the Employment History using the most recent resume on the candidate profile.

  • Set Current Position
    Click Set Current Position to update the candidate’s current title and employer based on the selected employment record.

  • View Employment Record
    Click View to see full details, including:

    • Job title

    • Company

    • Location

    • Dates employed

    • Compensation

    • Description

    • Reason for leaving

  • Edit Employment Record
    Click Edit to update any information within the employment record.

  • Delete Employment Record
    Click Delete to remove an employment history record.

Education Tab

Within the Education section of the candidate profile, you can review and manage all education records for the candidate.

Education records can be:

  • Parsed automatically from resumes

  • Added by the candidate

  • Added or edited by users

Each entry represents a single education record and can be updated as needed.

Available Actions

  • Edit Education Record
    Click the pencil icon next to any field, or click Edit, to update the information in that education record.

  • Click Add Education to add manually.

Rate Card Tab

The Rate Card tab helps recruiters manage and reference candidate bill and pay rates, reducing guesswork during placement and negotiation.

This tab centralizes rate-related information for quick access during the hiring process.

EEOC Tab

The EEOC tab displays the candidate’s Equal Employment Opportunity information, if this option is enabled in your candidate portal.

This information may be:

  • Entered by the candidate when creating or updating their profile, or

  • Entered manually by a user, if appropriate.

Note: Providing EEOC information is voluntary for the candidate.

Configuration Note

The type of EEOC data collected is controlled in Company Preferences. Depending on your configuration, you may collect:

  • Basic EEOC information

    • Race

    • Gender

  • Advanced EEOC information

    • Veteran status

    • Disability status

These settings determine what information appears in the EEOC tab.

Exams Tab

The Exams tab on the candidate profile shows any exams assigned to the candidate. Exams may be assigned manually by a licensed BrightMove user or automatically if they are required for a specific job.

Once a candidate completes an exam, the following information appears in this tab:

  • Exam score

  • Time to complete the exam

  • Pass/Fail result

You can toggle between Assigned Exams and Available Exams within this tab.

Available Actions

  • Assign an Exam

    1. Confirm the candidate has a username and password assigned on their profile.

      • The candidate will use these credentials to log in and complete the exam.

    2. Click the Exams tab.

    3. Click Available Exams in the upper right.

    4. Click Assign next to the exam(s) you want to assign.

  • View Assigned Exams

    1. Click the Exams tab.

    2. Click Assigned Exams to view all exams currently assigned to the candidate.

Administrative Note (Exam Setup)
Exams are created and managed in Settings > Exams, where administrators can configure exams, questions, and answers.

References Tab

The References tab on the candidate profile allows you to track and manage candidate references directly within BrightMove.

Each reference is stored as an individual entry and may include:

  • Reference name

  • Company name

  • Phone number

  • Email address

  • Date contacted

  • Comments

You can also use User Defined Fields (UDFs) to capture additional details, such as the reference’s relationship to the candidate.

Available Actions

  • Verify a Reference
    Click Verify to add a green checkmark, indicating that the reference has been contacted.

  • Manage Reference Options
    Under Manage, you can:

    • Click Edit Reference to update the existing reference details.

    • Click Delete to remove the reference.

Adding a New Reference

To add a new reference:

  1. Click Add Reference.

  2. Enter the Reference Name.

  3. Enter the Company Name.

  4. Add any additional details as needed.

  5. Click Save.

This will create a new reference entry on the candidate’s profile.

Folders Tab

The Folders tab on the candidate profile shows all folders the candidate is currently assigned to. From this tab, you can review folder memberships and add the candidate to existing folders.

Folder Types

  • Unlocked icon
    Indicates a shared folder that is visible to all users in the account.

  • Locked icon
    Indicates a private folder that is only visible to you.

Available Actions

  • Remove from Folder
    Click the X next to a folder to remove the candidate from that folder.

  • Assign to Folder

    1. Click Assign to Folder.

    2. Select the desired folder from the dropdown list.

    3. Save or confirm the selection.

The candidate will then be added to the selected folder.

Forms Tab

The Forms tab on the candidate profile displays the candidate’s responses to any BrightForms configured in your account.

Each completed form appears as its own entry and includes:

  • BrightForm name

  • Date completed

  • Instance

  • Version

Definitions

  • Instance
    The number of times the candidate has completed that specific form.

  • Version
    The version of the form that was sent to the candidate.

Available Actions

  • Web Preview
    Click Web Preview to view the completed form and the candidate’s answers.
    This includes multiple instances or different versions of the same form.

  • Download PDF
    Click Download PDF to download a PDF copy of the form, including the candidate’s answers.

Note: Custom PDF formats can be configured for this section. Contact Support for details and any associated costs.

User Defined Fields (UDFs) Tab

The User Defined Fields tab on the candidate profile displays all custom fields configured for candidates in one place.

Each UDF section shows your custom questions along with the candidate’s responses.

Available Actions

  • Edit a UDF Response
    Click the pencil icon next to any field to update the candidate’s answer.

Additional Information
For more details about how User Defined Fields work, refer to the Understanding User Defined Fields (UDFs) article

Audit Tab

The Audit tab tracks profile creation and modification history.

  • Created By / Created On never change

  • Updated By / Updated On reflect the most recent profile update

This tab supports transparency and audit requirements by showing who last modified candidate data and when.

Summary

The Candidate Profile brings together all candidate data, activity, and history in one place. Understanding how each tab functions helps recruiters work more efficiently, maintain compliance, and make informed hiring decisions.

Related Articles
Sending Candidates to Hiring Managers
The Client/Department Profile
Upload and Parse Resumes
Creating, Viewing & Managing a Candidate
The Job Profile
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