Candidate management

Candidate lifecycle overview

Every candidate in REFRUIT TNOS moves through a defined lifecycle: Registration → Document upload → Review → Approval → Active (shift-eligible). Each stage is tracked in the candidate profile and visible to the assigned recruiter.

The lifecycle status is colour-coded across all list views. Candidates marked Active are available for shift matching. Candidates in Review or with expired documents are excluded from the matcher until their status is resolved.

Document upload and verification

Navigate to a candidate profile and select the Documents tab. Choose Upload document, select the document type, upload the file (PDF, JPG, or PNG up to 10 MB), and enter the expiry date where applicable.

Supported document types include: passport, national identity card, Irish Residence Permit (IRP), driving licence, Garda vetting certificate, manual handling cert, safe pass, first aid cert, PPSN confirmation, bank details form, and custom document types you define.

The platform stores the upload timestamp and the identity of the uploading user for audit purposes. Documents cannot be deleted once uploaded; they can be marked superseded when a newer version is uploaded.

Right-to-work checks

Irish law requires employment agencies to verify a candidate's right to work before placement. REFRUIT TNOS supports this by recording the document type, reference number, expiry date, and the recruiter who performed the check.

Accepted right-to-work documents include: Irish or EU/EEA passport or national identity card, Irish Residence Permit (Stamp 1G, Stamp 4, Stamp 5), or a letter from the Department of Justice confirming permission to work.

Right-to-work status is displayed prominently on the candidate card. The platform sends expiry alerts at 60, 30, and 7 days. A candidate whose right-to-work document has expired is automatically flagged and removed from the active shift-matching pool.

Candidate review and approval

Once all required documents have been uploaded, a recruiter with the Reviewer role can mark the candidate as Approved. This moves the candidate into the Active pool and makes them eligible for shift matching.

If a document is rejected — for example because the image is unclear or the document is expired — the recruiter can add a note and mark the document as Rejected. The candidate receives an email notification requesting a re-upload.

Approval records are stored permanently in the audit log with the approving user's identity and timestamp. This provides a defensible compliance record in the event of a Workplace Relations Commission or Revenue inquiry.

Shift matching and availability

The AI matcher ranks Active candidates for a given shift based on four factors: skills match against the job requirements, geographic proximity to the site (using the candidate's home postcode), current availability, and compliance status (no expired documents).

Candidates can update their availability via the worker portal or the mobile view. Availability is recorded as a weekly pattern with the ability to mark specific dates unavailable.

Recruiters can override the matcher's ranking and manually select any Active candidate for a shift. All manual overrides are recorded in the audit log.

Document expiry and alerts

REFRUIT TNOS monitors expiry dates for all documents that carry one. Automated email alerts are sent to the assigned recruiter at 60 days, 30 days, and 7 days before expiry, and again on the day of expiry.

Expired documents cause the candidate's compliance status to change to Action required. The candidate is removed from active matching until the expired document is replaced or the recruiter manually overrides the flag with a written justification.

A compliance dashboard summarises all candidates with expiring or expired documents across your agency, sorted by urgency.

Audit trail and access logs

All actions taken on a candidate profile — document uploads, status changes, shift assignments, approvals, and rejections — are recorded in a tamper-evident audit log.

The audit log captures the action type, timestamp, user identity, IP address, and a before/after snapshot for data changes. The log is retained for 7 years and can be exported to CSV for regulatory submissions.

Access to the audit log is restricted to users with the Agency Admin role. Auditors and compliance officers granted temporary read access can view the log without the ability to modify records.