Why can't I submit a candidate?

This article explains why you may be blocked from submitting a candidate and how to resolve it.

How duplicate detection works

HirePort automatically checks for duplicate candidates before a submission goes through. The system scans for matches based on three data points:

• Email address

• Phone number

• LinkedIn profile URL

If a match is found, the submission will be blocked to prevent duplicate introductions.

What triggers a duplicate block

Your client controls the scope of duplicate checking. Depending on their settings, HirePort will check for duplicates either:

• On the current job only — the candidate has already been submitted to this specific vacancy, or

• Across all jobs — the candidate has been submitted to any vacancy that the client has attached agencies to, past or present (they also decide on the look-back period in this case, e.g. the last 12 months).

If a match is found within the applicable scope, you will not be able to proceed with the submission.

Using the correct email address

A common cause of duplicate blocks is using the wrong email address when creating a candidate profile.

Always use the candidate's personal email address.

If you use your own email address or your company email address more than once, the system will detect it as a duplicate and block the submission, even for different candidates.

💡 Tip: Double-check that the email address entered belongs to the candidate, not to you or a colleague, before submitting.

Troubleshooting

I'm being blocked, but I don't think it's a duplicate. Check whether the candidate's email address, phone number, or LinkedIn profile has been used in a previous submission — either by you or another agency. If your client checks across all jobs, a past submission to a different vacancy could trigger the block.

I used my own email address by mistake. You will need to update the candidate profile with their correct personal email address before resubmitting.

I'm seeing a different error message. If you receive an error that isn't related to duplicate detection, please contact HirePort Support directly for assistance.

Need Help?

Check our knowledge base for detailed guides and tips

• For support, click the ? in the bottom right corner of HirePort to start a chat

• Not logged in? Email your question to support@hireport.io

• For job-specific questions, reach out to your customer through the chat functionality

Remember: Your success is our success. We're here to help you make the most of HirePort!