The Right Way for Clients to Pass on Candidates in Our Portal
TJ Kastning
Why Candidate Passes Must Be Intentional and Explained
One of the most critical parts of an effective hiring process is how candidates are evaluated and filtered. Within our candidate portal, clients have the ability to pass on candidates—but how they do so directly impacts the success of their hiring outcomes and the efficiency of the search process.
When a client marks a candidate as “passed” without context, it limits the pool of potential hires in ways that may not align with the best hiring strategy. Below, we break down the correct reasons for passing on a candidate and why it is essential to provide explanations when doing so.
Valid Reasons for Passing on a Candidate
1. Candidates They Know and Wouldn’t Hire
If a client personally knows a candidate and has valid, experience-based reasons for not hiring them, it makes sense to pass on that individual. Whether it’s due to past performance, work ethic concerns, or a cultural mismatch from prior experience, this is a logical and useful reason to remove someone from consideration.
✅ Action: Clearly state that you know the candidate personally and provide a brief reason why they are not a fit.
⚠ Bad Outcome: If a client passes on a candidate without specifying that they have firsthand knowledge of the person’s work, our team may assume it’s a superficial rejection and continue pursuing the candidate, wasting time on an individual who was never viable.
Reasons That Do NOT Warrant a Pass
1. Candidates from Companies with Known Issues
If a client recognizes a candidate from a company with a poor reputation or known internal challenges, that is not a reason to pass on them outright. In many cases, candidates leave bad organizations for good reasons. They may be looking for a stronger leadership culture, better career growth, or a workplace that aligns with their values.
✅ Action: Instead of passing, share any concerns you have about the company’s culture or practices. This information helps us ask the right questions during screening.
⚠ Bad Outcome: Automatically rejecting candidates from troubled companies can cause the client to miss out on strong talent that is actively looking for a better environment. It can also unfairly punish candidates for circumstances beyond their control.
2. Candidates Who “Don’t Look Qualified” on Paper
Clients sometimes pass on candidates because they don’t see an obvious fit based on the resume or portal profile. However, our recruiting team screens candidates thoroughly, and many of these individuals bring valuable, non-obvious context that isn’t immediately apparent in a profile. In some cases, they have direct referrals from trusted industry professionals, making them stronger candidates than they may seem at first glance.
✅ Action: Trust the screening process. If a candidate looks like a stretch, ask us why we included them rather than passing without context. There may be insights you haven’t considered.
⚠ Bad Outcome: Clients risk rejecting candidates who could be a strong fit in ways that aren’t captured in a resume—such as problem-solving skills, leadership qualities, or relationships in the industry. This can lead to slower hiring and weaker hires overall.
Why Providing Reasons for Passes Is Crucial
1. It Limits the Talent Pool Prematurely
Without specific reasons, we may be removing candidates who could be valuable under the right conditions.
⚠ Bad Outcome: By passing without explanation, the client may unintentionally shrink the pool of available candidates, making the search harder and leading to longer hiring cycles.
2. It Slows Down the Hiring Process
If multiple candidates are rejected without feedback, we may waste time reintroducing similar profiles or recalibrating unnecessarily.
⚠ Bad Outcome: Our team may unknowingly keep sending similar candidates for review, creating frustration and prolonging the search unnecessarily.
3. It Reduces Hiring Success
Good candidates often have unexpected strengths. Without understanding the “why” behind passes, clients risk losing high-potential hires.
⚠ Bad Outcome: The company could lose out on candidates who might have been a great fit simply because they didn’t check an obvious box on a resume or because feedback was not provided to justify the pass.
The Bottom Line
A strong hiring process requires collaboration and transparency. When passing on candidates in the portal, ensure the decision is intentional and supported by a clear reason. If there are uncertainties about a candidate’s fit, engage with us—our expertise is in identifying potential, even when it isn’t obvious at first glance.
Let’s work together to refine the list strategically, not restrictively. 🚀
