Managing Candidates

How to view, create, and edit candidates — the workers whose timecards, expenses, and placements you manage in Hire2Hero.

Candidates are the workers in your workforce. Each candidate has an account in Hire2Hero, a profile with employment details, and one or more placements that tie them to client engagements.

Candidate create and edit require the Write Candidate role. Without it, the form opens read-only.

Browse candidates

Navigate to Workforce → Candidate in the sidebar to see the full roster. The list supports text filtering by name and by ATS ID from the toolbar.

Candidates list view with columns for name and ATS ID — The Candidates list showing all workers in your workforce.

Create a candidate

Click + New in the Candidates toolbar.

In the Basic Information section, enter the candidate's Name (a single field) and Email. Both are required — the email is their login. Optionally set a Password; leave it blank to create the account without one for now.

Optionally set the Hire Date and Adjusted Seniority Date in the Employment Dates section. Both are optional. The adjusted seniority date is used when a candidate's seniority should be calculated from a date other than their hire date — for example, after a rehire, or to preserve tenure across an internal transfer.

If your organization tracks PTO, configure the PTO Settings section — assign a PTO Group, then for each PTO type in that group set the opening Balance (required) and optionally an Accrual Cap Override.

Optionally fill in ATS ID and VMS ID under External IDs if you're adding a candidate that already exists in your ATS or VMS.

Click Save.

Email addresses must be unique across all Hire2Hero users. If you try to save with an email that's already in use, the save fails with a server error — change the email and retry.

Edit a candidate

Click any row in the candidates list to open the detail panel. All fields are editable for users with the Write Candidate role.

Form sections reference

Section	Fields	Notes
Basic Information	Name, Email, Password	Email is the candidate's login — changing it changes how they sign in. Password is optional on save; leaving it blank keeps the existing password.
Employment Dates	Hire Date, Adjusted Seniority Date	Both optional; used for seniority and PTO accrual calculations
PTO Settings	PTO Group, then Balance (required) + Accrual Cap Override (optional) per PTO type	PTO types are determined by the selected group; only groups containing PTO-flagged block types appear in the picker
External IDs	ATS ID, VMS ID	Plain editable text fields — used to correlate the candidate record to your ATS or VMS

If you sync candidates from an ATS, the ATS ID is what Hire2Hero uses to match incoming sync data to existing records. Manually editing it can break the sync — only change it if you know what you're doing.

PTO balances

The PTO section shows the candidate's current balance for each PTO type in their assigned group. Balances update automatically as timecards are approved. Editing a balance here records a manual adjustment — use it to set an opening balance for a new candidate or to correct a previous mistake.

PTO types (Vacation, Sick, Holiday, etc.) are configured under Settings → Time Card Setup → Block Type. A block type must have Is PTO toggled on to appear in PTO groups.

Viewing a candidate's placements

A candidate's placements are not shown on the candidate form. To see all placements for a candidate, go to Placements and filter by that candidate's name.