Pinpoint is our Applicant Tracking System (ATS), providing full visibility and ensuring compliance throughout the recruitment process. All candidates, including those you source directly, must be added to the system by your recruiter for proper data management.

Managing applications

  • Initial review: You do not need to review the "Applied" section. Your recruiter will screen all applications based on the job description and kick-off call criteria.

  • Hiring Manager review: Your recruiter will move a shortlist of 3-5 of the most suitable candidates to the "Hiring Manager CV Review" stage within 10 business days of the role being posted.

  • Provide timely feedback: It is crucial to review these candidates and provide feedback within 48 hours to avoid losing top talent to competitors.

Rating candidates

When you review candidates in Pinpoint, please use the following star rating system to guide your recruiter's next steps:

  • 5⭐ (Ideal) & 4⭐ (Very good): These candidates should be moved forward to an interview.

  • 3⭐ (Good): Hold on these candidates until you have a response from your 4 and 5-star candidates.

  • 2⭐ (Some merits) & 1⭐ (Not a match): These candidates should be rejected.

Communication and system use

  • Tagging: To communicate with your recruiter, use the @ symbol in the comment section of a candidate's profile.

  • Rejections: Do not reject candidates in the system yourself. Your recruiter manages all rejections to ensure a consistent and positive candidate experience.

  • Candidate pipelining: By managing all profiles in Pinpoint, we can pipeline candidates for future opportunities.

Managing internal candidates:

Hiring Manager Responsibilities

Managing internal candidates requires a fair, transparent, and collaborative approach. All CVs must be reviewed and assessed equitably, and the process should be handled with care to support internal talent development, regardless of the outcome.

Key Responsibilities

  • Review and Assess: All CVs and applications must be reviewed and assessed fairly.

  • Provide Feedback: If you decide not to proceed with a candidate, the feedback must be clear and actionable, highlighting specific areas for improvement that can be used in their development plan.

  • Communicate Feedback: Your recruiter will handle the initial communication of the "rejection" feedback. The candidate will be informed that they can contact you directly for additional, in-depth feedback if they wish.

  • No Pre-Screens: Recruiters will not conduct pre-screens for internal candidates you wish to interview. You are responsible for leading the interview process from the outset.

  • Post-Interview Feedback: You, as the hiring manager, are responsible for providing all post-interview feedback to internal candidates, not the recruiter.

Final Stages

  • Offers: All offers will be reviewed with your recruiter and the relevant People Partner before being extended to the candidate.

  • Internal Transfer: Once a candidate accepts the offer, they will communicate this to their current line manager, which officially kicks off the internal transfer process.

Will I be told if a candidate who is in process for my vacancy, applies for another role within DS?

Yes. The managers for both roles will be informed that they are speaking with the same candidate. We will share the stage at which the candidate is, within the process, but no more information will be given. 

Companies we can’t hire from

We have non-compete relationships with certain companies within the HPG family. While there are some exceptions, candidates from the following companies must be approved via the recruitment team before we proceed with any interview process:

  • HPG

  • Springer Nature

  • Macmillan

Remember GDPR Compliance

Candidates have the right to request all written feedback about them. This includes notes and informal messages (like Slack). Always ensure your feedback is professional and something you would be comfortable with the candidate seeing.

Can’t find what you are looking for? Contact us via People Team Support ticket.