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An Overview of the Beamery Smart Profile
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Welcome to the first phase of our game-changing update to the candidate’s profile: the Smart Profile. We've designed the new Overview tab to match the functionalities of your previous workflows and to elevate your experience with new features.

We know change can be both exciting and challenging. Beamery is committed to the partnership we have with our customers, which is why we're adopting a phased approach to this new feature. The Overview tab is our first step towards a complete transformation. While there will be a dual profile experience initially, we believe the value of the Overview tab will make this transition worthwhile. 

Why make the switch?

  • Enhanced design and user experience: The new Overview tab showcases a sleek and user-friendly design that elevates your interaction with candidate profiles. Experience a smoother, more intuitive navigation that accelerates your workflow.
  • Share and collaborate: Collaborative recruiting has never been easier. The Overview tab lets you easily share candidate profiles with your TA colleagues and Hiring Managers, fostering seamless collaboration and ensuring everyone is on the same page. 
  • Skills insights: Gain deeper insights into candidate skills to make more informed decisions. You can now view skills inferred by Beamery AI and declared by the candidate. Find well-qualified matches for your reqs quicker with a clearer understanding of each candidate's matching and missing skills.
  • Access anytime, anywhere: With improved responsiveness and accessibility, the Overview tab empowers you to access critical candidate information from your desktop, tablet, or smartphone. Stay productive, no matter where you are.

Table of Contents

Profile Header Vacancies Tab Related Profiles Tab
Profile Sidebar Pools Tab Navigating Between Profiles
Overview Tab Timeline Tab Duplicate Profile Banner
Custom Fields Tab Attachments Tab  

 


At the top of all Beamery profiles, you’ll see the profile header. This header remains the same as you move through profile tabs. The profile header contains all of the at-a-glance information you need on a candidate, and the buttons you’ll use to take action on the profile. 

The diagram that follows will detail all of the elements of the profile header and how they are used.

Smart Profile Header.png

a. Contact Name - the contact’s full name

b. Resume Link - quick access to a contact's resume

c. Job Title - the contact's current job title

d. Primary Company - the contact's current company

e. Location - the contact's current location

f. Send Email - open the 1:1 email dialogue window

g. Share for Review - easily collaborate with your Hiring Manager or TA team on Candidate Review, click here and then choose the vacancy you think this profile is a great fit for, select the name of the person you’d like to review the profile, and any details you would like to include about why you think the profile to be a good fit. You can choose to attach the LinkedIn profile link and any profile attachments to the message (recommended). This action then sends an email to your colleague or Hiring Manager, letting them know you’d like them to review a potential candidate. Read more about working with your Hiring Manager in Beamery here



Note: this feature is available for some customers. If Candidate Review is not a part of your organization's solution, you will see the 'Share' button in its place. This button will allow you to share a profile with any Beamery user. 

h. More Options (the availability of these options will depend on your user permissions)

- Find similar contacts  - use Beamery's AI to search your database for contacts with similar skills and titles 

- Download profile PDF - download a PDF of the contact's profile

- Engagement status - define if this contact is OK to contact

- Disable Enrichment - prevent a contact from being enriched

- Consent link - generate a URL that can be shared with the contact to obtain data consent

- Archive - archive and/or delete the contact from Beamery


Profile Sidebar

On the right side of the contact profile, you will see a sidebar menu. Use the sidebar as an easily referenceable area of the profile that can provide information on how the profile has been actioned in Beamery. You can see which pools, campaigns and vacancies this contact has been added to, as well as view information about the contact owner, status, global tags, and source tracking. 

The following is a detailed list of all the elements of the profile sidebar and how they are used.


Links - This sections contains links to a contact’s social profiles Links can be added manually or links can be added automatically via the Beamery Enrichment Engine, or via attachment parsing. To navigate to any of the links, click on the icon of the profile you wish to view.


Consent Status - Indicates whether a candidate has opted into your consent policy.  If so, you will also see the date they opted in. 

Engagement Status- Offers a quick look at how engaged this contact has been with your company. 

  1. Not Contacted means you or your team members have not yet contacted this candidate.
  2. Contacted means you or a team member has sent an email, campaign message, SMS message, or InMail message via LinkedIn to the candidate.
  3. Engaged means you have contacted the candidate and their last message to you is equal to or less than 14 days ago.
  4. Slipping Away means you have contacted the candidate but their last message to you is more than 14 days ago.
  5. Do Not Contact means the candidate profile has been flagged "Do not contact" and the contact will be blocked from receiving any direct or campaign messages.
  6. Do Not Campaign means the candidate has been flagged "Do not campaign" via a recipe and the contact will be blocked from receiving campaign messages.

Enrichment Status - Here, you will see when a contact’s profile was most recently enriched. Click ‘re-enrich’ to run enrichment on this profile again, but be aware that a contact profile can be enriched only once every 30 days. If enrichment has been disabled on this contact profile, you will see Enrichment Disabled in this area of the profile. Enrichment can be manually disabled from a contact’s profile, using the vertical ellipsis button. 


Contact Owner and Global Status - In this area, you will find information on the contact owner and the contact’s global status. To update the contact owner and assign the contact to yourself or another colleague, click the current owner’s name to open the drop-down menu and select the name of the new contact owner. To update the global status, click the current global status to open the drop-down menu and click on the new global status to select it.


Contact Details - Here you will find a list of all phone numbers and email addresses associated with the contact. To add a phone number or email, click the plus sign in the top right corner. To edit or delete an existing contact detail, click the vertical ellipses next to that contact detail. 


Activity Highlights - This section will offer you a brief look into recent activities on this contact's profile. These include activities like contacts being added to a Pool, a Vacancy, receiving a campaign email, etc. These activities are taken directly from the profile timeline. To get more information on an activity or see all activities on a contact's profile, click the View Timeline button.


Vacancies - In this area, you can see the vacancies that a contact is part of, and click on the name of a vacancy to be taken to that vacancy. You can also add a contact to a new vacancy using the + button, and remove a contact from a vacancy by clicking the 'x' next to the Vacancy name (depending on your organizational permissions). Learn more here


Campaigns - In this area, you can see the campaigns that the contact is currently a part of, and click on the name of a campaign to be taken to that Campaign page. Click Manage Campaigns to be taken to your Campaigns list.


Pools - In this area, you can see the Pools that a contact is part of, and click on the name of a pool to be taken to that pool. You can also use the pencil icon in the top right to add the contact to a new pool, and use 'x' next to a Pool name to remove a contact from that Pool.


Source Tracking- In this area, you can see the source information for a contact.

The Source field shows where the contact was found, which can be updated by opening the drop-down menu and selecting a new option. The list of options in this menu is configurable by Super Admin users from Settings. 

The Sourced By field shows which of the Beamery users in your company was responsible for the sourcing of this candidate. This can be updated by opening the drop-down menu and selecting a new name from the list.

The Created By field shows which user was responsible for creating this Beamery profile. This cannot be edited and is set automatically when the contact is created.

The Referral Site field shows where a contact came from if they clicked a link to one of your Beamery forms or pages. This cannot be edited, and is set automatically when a contact is created, but will only show a value if the contact was created after submitting a form or page.


Overview Tab

In the Profile Overview tab, you will find all of the fields that appear as standard on a Beamery profile. To navigate to the profile tab from any other tab, click Overview just underneath the profile header. 

The diagram that follows will detail all of the elements of the Overview Tab and how they are used.

Profile Summary - This section contains all profile tags and a free text field where a summary can be left for colleagues taking a look at the profile. This field is useful if there is important information that everyone looking at this profile should be aware of. Click the '+' in the top right to add, edit or remove a summary or profile tag.


Experience - Here you will find a contact’s professional experience. Experience entries can be added manually by clicking the ‘+’ icon in the top right of the block or added automatically via the Beamery Enrichment Engine, or via attachment parsing. Click the pencil icon to make changes to an existing entry. 


Skills - Here you can view the skills that have been added to a contact. Declared Skills are skills found in the contact's CV/resume or in their application. Suggested Skills are skills Beamery's AI has inferred from the contact's primary job title. Skills can also be added via attachment parsing. 

To edit Declared Skills, click on the '+' in the top right corner. Search for the skill in the dialogue box that appears and then click 'Save'.  


Education - Here you will find a contact’s education and qualifications. Education entries can be added automatically via the Beamery Enrichment Engine, or via attachment parsing


Locations - Here you can view and update a contact’s preferred locations. Click the pencil icon next to an entry to edit an existing preferred location or click the '+' at the top right corner to add a new one.


Global Tags - In this area, you can see the Global Tags that have been applied to this contact. To add a new Global Tag to a contact, click on the '+' in the top right of this section and choose Global Tags. Then use the dropdown list in the next window to select the Global Tag you would like to add. To remove an existing Global Tag, click on the ‘x’ next to the tag.

Profile Tags - In this area, you can view the Profile Tags that have been added to a contact. To add a new Profile Tag to a contact, click on the '+' in the top right of this section and choose Profile Tags. Then use the dropdown list in the next window to select the Profile Tag you would like to add. If the tag you want to add doesn't already exist, you can create it within the same window. To remove an existing Profile Tag from a profile, click on the ‘x’ next to the tag.


Languages - In this block, you can view and edit the languages a contact speaks. Click on the pencil icon next to an entry to edit an existing preferred location or click the '+' at the top right corner to add a new one.


Notes Tab

The next tab on a candidate profile is the Notes tab. That tab allows you to capture and store summaries for each candidate profile, so that you and your team can easily come back and review your notes anytime you need to.

You can set the type (General, Pre-screening, Screening, or Interview) and specify the activity, then type whatever information you need to keep track of for this profile. You can @ mention a team member by name to notify them, relate the note back to a Pool or Vacancy, and choose to keep the note confidential  or public.


Custom Fields Tab

Custom Fields in Beamery are configurable fields that are created by Super Admin users to reflect the specific workflows of a company. There are four types of custom fields: Free Text, Single-Select, Multi-Select and Date. Custom fields can be organised into folders, and the visibility of a custom field can be restricted by user permission type. 

For a guide to setting up custom fields, check out this article

To get to the Custom Fields tab on the Beamery Profile, click on the words Custom Fields underneath the profile header. 

The diagram that follows will detail all of the elements of the Custom Fields Tab and how they are used.

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a. Search Custom Fields - Use this search box to find a specific custom field by typing in all or part of its name. Searching can save you time if your organisation has a large number of custom fields, or if you’re not sure which folder a custom field is a part of. 

b. Minimized Custom Field Folder  -This is how a custom field folder will be shown in its minimized state. Click Show to expand the folder and view the custom fields within it. 

c. Expanded Custom Field Folder - After expanding a custom field folder, you will see this view. Click Hide to minimize the folder, view existing values for custom fields, or click n the drop-down to update the values for a custom field.  


Vacancies Tab

The vacancies tab offers an in-depth view of the vacancies a contact has been added to, directly from their profile. To get to the Vacancies tab from the Beamery Profile, click on the word Vacancies underneath the profile header. 

The diagram that follows will detail all of the elements of the Vacancies Tab and how they are used.

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a. Search Vacancies - Type all or part of a vacancy name to search for a specific vacancy. This can save you time if a contact has applied for a large number of vacancies with your company. 

b. Minimized Vacancy - This is how a vacancy will be shown in its minimized state. Click the name of the vacancy to be taken to the vacancy page. Click Show to expand the vacancy within this profile tab. Use the vertical ellipsis button to view the vacancy, remove the candidate from the vacancy, or copy the vacancy ID.

c. Expanded Vacancy - After expanding a vacancy by clicking Show, you will see this expanded vacancy view. In this view, you can update the Vacancy Stage, the Priority of the candidate within the Vacancy, add notes and update the Vacancy Sub-Status if applicable. You can also view the date that the candidate was added to the vacancy, but this cannot be updated. 

 


Pools Tab

The Pools tab offers an in-depth view of the Pools that a contact has been added to, seen from the convenience of their profile. To get to the Pool tab on the Beamery Profile, click on the word Pools beneath the profile header. 

The diagram that follows will detail all of the elements of the Pools Tab and how they are used.

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a. Search Pools - Type all or part of a Pool’s name to search for a specific Pool. This can save you time if a contact is part of many  Pools. 

b. Pool Type - Pools are arranged by type in the Pools Tab. There are three available pool types: General, Sourcing and Event. Sourcing Pools are available to customers with the Exec Search module, and Event Pools are available to customers with the Events module

c. Minimized Pool - This is how a Pool will be shown in it’s minimized state. Click on the name of the Pool to be taken to the Pool page. Click Show to expand the Pool within this profile tab. Use the vertical ellipsis button to view the Pool, or remove the contact from the Pool.

d. Expanded Pool - After expanding a Pool by clicking Show, you will see this expanded Pool view. In this view, you can update the Pool Step for Event and Sourcing Pools, and view the date that a contact was added to the Pool. 

 


Timeline Tab

The timeline tab offers a comprehensive history of the action taken on a contact profile, the communication history with the contact, and a log of all of the notes made in relation to a contact.

To get to the Timeline tab on the Beamery Profile, click on the word Timeline beneath the profile header.

When duplicate profiles are merged in Beamery, the timeline of each profile will be merged into one timeline. This means that no information is lost, and the profile timeline remains the single source of truth for the candidate.

The diagram that follows will detail all of the elements of the Timeline Tab and how they are used.

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a. Timeline Filter- To more easily view the type of timeline activity you are interested in, use this filter to choose which type of timeline activity you would like to see. You can filter the timeline by: 

    1. Updates - updates made to the contact profile in Beamery 
    2. Messages - all messages a contact has received, including email, SMS and InMail 
    3. Notes - notes logged by Beamery users onto the profile timeline 
    4. Email -  email communication with the contact 
    5. SMS - SMS communication with the contact 

b. Log Activity - Use this area to log activity on the contact’s profile timeline. There is a wide range of activity types to allow you to accurately capture and log a contact’s interactions with you and your team. You can make notes and activities private, and @mention other Beamery users in the content of a note here. 

c. Campaign Message - When a contact has received a campaign message, you will see this timeline card. Here, you can see the name of the touchpoint, the name of the campaign, and the action owner, who is the Beamery user that created the campaign. Click Show thread to view the campaign message content. 

d. Status Update - When a contact’s global status is updated, you will see this reflected on the profile timeline. In this image, the action was taken by a company recipe.

e. Vacancy Update - When a contact is added to a vacancy, or updated in a vacancy, you will see the minimized timeline card here. Click Show to view details of the vacancy, vacancy stage and the user who added the contact to the vacancy.

f. Note - When a note is added to the timeline, as in point b, you will see the note card on the timeline like this. If the note has been made private by the user who logged it, the content of the note will not be visible to other users. 

 


Attachments Tab

The attachments tab allows you to view, add, and remove files associated with a contact, such as a resume or cover letter. Information from files added here will be parsed onto the contact profile.

To get to the Attachments tab on the Beamery Profile, click the word Attachments beneath the profile header. 

The diagram that follows will detail all of the elements of the Attachments Tab and how they are used.

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a. Upload Attachment - Click the upload attachment button, or drag and drop a file into this area to upload an attachment to the profile. New attachments will be added to the top of the list of attachments in this tab. 

b. Minimized Attachment - This is how an attachment will be shown in it’s minimized state. Click Show to expand the attachment, click Copy URL to copy an attachment link (please be aware that this attachment link will expire after 7 days). Click Remove to delete the attachment from the profile.  Use the attachment type dropdown to select the purpose of an attachment, from the following list: Resume, Cover Letter, Certificate, Other. 

c. Expanded Attachment - After expanding an attachment by clicking show, you will see this expanded view of the attachment where you can view the document. Click Hide to minimize the attachment, or click the diagonal arrow icon in the top right corner to open the attachment in a new tab or download the attachment, depending on the file type. 

 


Related Profiles Tab

The related profiles tab is a part of Beamery’s Exec Search module and allows you to log and track the relationships between contacts in your CRM.  

To get to the Related Profiles tab on the Beamery Profile, click the words Related Profiles underneath the profile header. 

The diagram that follows will detail all of the elements of the Related Profiles Tab and how they are used.

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a. + Button - Click the + button to add a new related profile for this contact. 

b. Search Related Profiles - Search for a related profile using some or all of the related contact’s name. This is especially useful if a contact has a long list of related profiles, or you’re looking to check that a related profile hasn’t already been logged before you add it.

c. Related Profile -  In each related profile entry, you can see the name of the person, the relation between the two contacts, the shared workplace if applicable, and the duration of the relationship.  Click Show to see any notes that have been added. 

 


As you review lists of contacts in Beamery, you will want to open a contact’s Beamery Profile to take a closer look into their profile or to take action. Click the name of a contact from any grid view to open the profile. 

Once you have opened a profile, you will see that there are two chevron buttons on the left corner of the profile. Use these buttons to navigate through the profiles in your list. 

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Handily, as you use these buttons to navigate through profiles, you will remain on the same profile tab, rather than defaulting back to the Overview tab each time you change profiles. 

You can also share a link to a specific profile tab with a colleague by navigating to that profile tab and then copying and pasting the URL from the address bar in your browser. 

 


Duplicate Profile Banner

In cases where Beamery has identified potential duplicate profiles in Beamery, you will see the below duplicate profile banner at the top of the Beamery profile. Click Review & open merge options to see which profiles have been flagged as potential duplicates, and either merge the contacts, or keep them separate. 

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After merging two profiles, the timeline information for each profile will be merged into one timeline, retaining all of the information. This means the Beamery profile remains the single source of truth for candidate information. 

For a guide to merging duplicate profiles in Beamery, check out this article

 


In Summary…

The Beamery Profile is your single source of truth for all information and communication history for a contact. From the Beamery Profile, you can learn more about a candidate, update their contact information, take an action such as adding them to a Campaign or Pool, or make direct contact with a candidate. 

Have questions about the Beamery Profile? Contact support@beamery.com 

 


Additional Resources

How to Edit Information on a Candidate Profile