How do I manage duplicate candidate submissions?

This section explains how duplicate candidate submissions are prevented in the Agency Portal and how administrators can configure duplicate prevention settings. It outlines the real-time checks performed during submission and the available options for controlling how and when duplicates are detected.

How it works

The system automatically prevents agencies from submitting the same candidate by checking:

• Email address

• Phone number

• Name

• LinkedIn profile URL

Important to know:

• This check happens in real-time during submission

• Agencies cannot complete a submission if any of these details match an existing candidate

• This prevents ownership disputes and ensures fair processing

• The first agency to submit a candidate maintains ownership rights

If an agency attempts to submit a duplicate:

1. They will receive an immediate notification

2. The submission will be blocked

3. They cannot proceed with the submission

Duplicate candidate prevention settings

Navigate to:
Settings → Agency Portal Settings

Look Back Period

Defines how far back in time the system checks for duplicate candidates.

• Measured in months

• For example, a 12-month look back period means only candidates submitted within the last year are checked for duplicates

Which Candidate stages to check

Determines which candidate stages are included in the duplicate check.

• Select specific stages (for example, Hired) to block re-introducing candidates who previously reached those stages

• Leave this field empty to check all candidate stages

Need help?

Contact SmartRecruiters support.