Your Talent Pool, Organized & Searchable
Build a powerful candidate database with intelligent search, custom tagging, tier systems, and compliance tracking. Find the right doctor, nurse, or temp worker in seconds—not hours.
Candidates
| Name |
|---|
SJ Sarah Johnson |
MC Michael Chen |
EW Emma Williams |
Spreadsheets Can't Handle 500+ Candidates
Your database is growing. But finding the right nurse within 15km who's AHPRA-compliant and available this weekend? That shouldn't take 20 minutes.
Can't Find Candidates Fast
Scrolling through spreadsheets or basic lists trying to remember "Was Sarah the reliable RN?" or "Which GP lives near Parramatta?"
No Segmentation
Can't tag VIP candidates, track tiers, or group by performance. Everyone's just a row in a spreadsheet.
Compliance Chaos
No visibility into whose AHPRA registration expires next month. You find out when a hospital rejects a booking.
Intelligent Candidate Database
Search by name, email, phone, classification, location, tags, tiers—or combine them all. Every candidate profile includes credentials, notes, application history, and availability.
Powerful Search
By name, email, phone
By classification (RN, GP, etc.)
By distance from location
By tags (VIP, Reliable, etc.)
By tier level
By compliance status
Find the Right Candidate in Seconds
Multi-dimensional search that understands healthcare recruitment.
Text Search
Search by name ('Sarah Chen'), email, or phone number. System auto-detects what you're searching for.
Classification Filter
Filter by Registered Nurse, General Practitioner, Pharmacist, etc. See only candidates with specific qualifications.
Geo-Location Search
"Show me all RNs within 20km of this hospital." Distance-based matching for realistic commuting.
Custom Tags
Tag candidates as VIP, Reliable, New Starter, Do Not Use, etc. Filter by multiple tags at once.
Tier System
Tier 1 = premium candidates (see all shifts first). Tier 2 = standard. Tier 3 = entry-level. Filter by tier to target your best talent.
Status Filters
Filter by: Approved vs. Pending, Registered on portal vs. Not registered, Active vs. Inactive.
Combine Filters for Precision
Example 1: "Show me Tier 1 Registered Nurses within 15km of City Hospital who are tagged VIP"
Example 2: "Find all General Practitioners who are approved, registered on portal, and live within 30km of rural clinic"
Example 3: "Show me all Tier 2 pharmacists tagged 'Reliable' who've worked 10+ shifts"
Everything You Need to Know About Each Candidate
360° view of every doctor, nurse, or temp worker in your database.
Basic Information
- Full name, email, phone
- Address & geo-location (for distance matching)
- LinkedIn profile
- Resume/CV upload
- Profile photo
Classifications & Experience
- Job types (Locum Doctor, Permanent Nurse, etc.)
- Classifications (GP, RN, Pharmacist, etc.)
- Experience level (Junior, Mid-level, Senior)
- Custom fields (years of experience, specialties)
Compliance & Credentials
- All uploaded certificates (AHPRA, GMC, State Boards)
- Issue and expiry dates per certificate
- Visual status: Valid, Expiring Soon, Expired
- Mandatory vs. optional certificates
- Progressive expiry reminders
Segmentation & Status
- Tier assignment (Tier 1, 2, 3, etc.)
- Custom tags (VIP, Reliable, etc.)
- Approval status (Approved vs. Pending)
- Portal registration (Registered vs. Not registered)
- Urgent notification opt-in
- Marketing consent
Availability & Scheduling
- Availability calendar (when they can work)
- Preferred days/times
- Real-time availability status
- Upcoming scheduled shifts
- Integrated with shift scheduler (see only available candidates for specific shifts)
Activity & History
- Total applications submitted
- Total shifts worked
- Application history (which jobs applied to)
- Notes from your team (internal comments)
- Last activity timestamp
Sarah Chen
Registered Nurse
42
Shifts Worked
15
Applications
12km
From Office
Credentials
📧 sarah.chen@email.com
📱 +61 412 345 678
📍 Suburb, Sydney NSW
Segment Your Talent Pool Your Way
Tags and tiers give you flexible, powerful ways to organize candidates.
Custom Tags
Create unlimited custom tags to mark candidates for any reason. Filter, search, and alert based on tags.
Your top 20% performers—always notify them first for premium shifts
Never late, never cancels, always professional
Recently registered—may need extra onboarding support
Had issues (no-shows, complaints)—filter them out of alerts
Specific hospital loves this candidate—prioritize for their shifts
Prefers weekend shifts—target them for Sat/Sun opportunities
Tier System
Tier system controls shift visibility and priority. Premium candidates see opportunities first.
Tier 1 - Premium
Unlimited accessYour best performers. See ALL shifts immediately, including urgent ones. Get notified first.
- See shifts as soon as posted
- Receive urgent boost notifications
- Priority booking consideration
Tier 2 - Standard
Shifts 7+ days outReliable candidates but not VIP. See shifts once they're 7 days away.
- Access to most shifts
- Get weekly digest emails
- Standard booking priority
Tier 3 - Entry Level
Shifts 14+ days outNew or lower-performing candidates. See shifts once they're 14 days away.
- Access to unfilled shifts
- Build experience over time
- Can earn promotion to Tier 2
💡 Why Tiers Matter
Reward your best candidates with early shift access. Fill premium shifts faster while still giving everyone opportunities based on their tier.
Team Notes & Internal Comments
Keep your team aligned with shared notes on every candidate.
What You Can Track:
Performance Feedback
"Worked 15 shifts at City Hospital—they love her. Always professional, never late."
Interview Notes
"Phone screen 15/01: Great communication skills, looking for locum work 2-3 days/week."
Availability Patterns
"Only available Mondays and Fridays. Don't send weekend shift alerts."
Client Preferences
"ABC Hospital specifically requested this pharmacist for future shifts."
Issues/Flags
"Cancelled last-minute twice in December. Monitor reliability before booking to VIP clients."
👥 Team Collaboration
All notes are timestamped and attributed to the team member who wrote them. Full activity history per candidate.
Internal Notes
Worked 3 shifts this week at General Hospital. Manager called to say she was excellent—wants her back ASAP. Tagged as VIP.
AHPRA renewal submitted—expires in 30 days. Candidate uploaded new cert, waiting for verification.
At-Risk Compliance Dashboard
Never get caught with expired credentials again.
From your candidate list, filter by compliance status to see who needs attention:
Send renewal reminders
Urgent follow-up required
Cannot book to shifts until renewed
Contact to complete registration
✅ Automated Reminders
Candidates get progressive reminders at 90, 60, 30, 14, 7 days before expiry. You just monitor the dashboard for stragglers.
Your Database Powers Everything
Candidate profiles integrate with every part of the platform.
Alerts & Boosts
Filter candidates by tags, tiers, location, and classification when sending shift alerts.
Shift Booking
Book candidates to shifts directly from their profile. See their full shift history.
Compliance Tracking
Automatic expiry detection and reminders for all certificates linked to candidates.
Review System
See all post-shift reviews from clients about each candidate. Build reputation scores.
Candidate Database FAQs
Is there a limit on how many candidates I can add?
No limits on any plan. Add 100 candidates or 10,000 candidates—pricing is based on candidate count tiers, not per-candidate fees.
Can I import my existing candidate database?
Yes! We provide CSV import tools during onboarding. Map your existing fields (name, email, phone, classifications, etc.) to Hirepad fields and import in bulk.
How does geo-location search work?
Candidates enter their address during registration. System stores latitude/longitude for distance calculations. You can search "show me all RNs within 20km of this hospital" using real distance, not just zip codes.
Can I create unlimited custom tags?
Yes. Create as many tags as you need (VIP, Reliable, Do Not Use, Weekend Only, etc.). Tag candidates individually or in bulk.
What's the difference between tags and tiers?
Tags are for internal organization (VIP, Reliable, etc.). Tiers control shift visibility—Tier 1 candidates see all shifts immediately, Tier 2 see shifts 7+ days out, etc. Use both for powerful segmentation.
Can my team collaborate on candidate notes?
Yes. All team members can add notes to candidate profiles. Notes are timestamped and attributed to the person who wrote them. Full activity history.
How do I see which candidates have expiring credentials?
Filter your candidate list by "expiring in 30 days" or "expired". System auto-flags candidates with certificates nearing expiry. Candidates also get automated reminders.
Can candidates update their own profiles?
Yes, if you enable the candidate portal. Candidates can update contact info, upload new certificates, add resume/CV, and update availability. You still control approval status and tier assignments.
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