Icon

How to Capture and Upload Profiles on Keka for Recruiters

Learn the step-by-step process of capturing and uploading candidate profiles on Keka, including bulk uploads, screening, and interview scheduling.

By Ruhani Garg

In this guide, we'll learn how to manage the recruitment process using Keka, focusing on capturing and uploading candidate profiles. We'll explore how to utilize the Hire option to access job openings and handle candidate profiles, whether through bulk uploads or individual additions. The guide will also cover the steps for screening, scheduling interviews, and managing feedback. Additionally, we'll discuss how to archive or reject profiles and adjust the hiring setup, including adding recruiters and interview panel members. This process ensures efficient handling of candidates from sourcing to pre-boarding.

Let's get started

Hello, team. We will discuss how to capture a profile on Keka and how to upload it. The homepage remains the same for all employers at Numera. However, recruiters have access to the hire option. First, go to Hire, then select Jobs. Here, we see all the current job openings a particular recruiter is managing.

2
Click here
Step #2: Click here

Let's consider a scenario where we are working with bookkeepers.

3
Click here
Step #3: Click here

First, we have multiple options for uploading. Let's say I want to download 10 or 20 profiles from a particular source. Let's say Naukri. We have the option for bulk upload. First, create a file and convert it into a zip file to upload resumes in bulk.

4
Click here
Step #4: Click here

Next, if there's only one specific profile shared by an employee or sourced from another platform like Naukri or LinkedIn, we go to "Add Candidate" and select the CV from the computer.

5
Click here
Step #5: Click here
6
Click here
Step #6: Click here
7
Click here
Step #7: Click here

Let's consider a scenario where I've downloaded this specific profile. Keka automatically checks if any profile has been downloaded previously. This candidate has already been added. You can see under which recruiter or profile this has been downloaded. You can remove it and upload a different candidate's profile.

8
Click here
Step #8: Click here
9
Click here
Step #9: Click here

Keka has a feature that automatically captures most of the data.

10
Click here
Step #10: Click here

Sometimes you need to manually cross-check the data. For example, we have different sources: Naukri, Indeed, LinkedIn, and many others.

11
Click here
Step #11: Click here

This profile, for example, is from Naukri.

12
Click on "vijayalakshmirokhade12@gmail.com"
Step #12: Click on "vijayalakshmirokhade12@gmail.com"

We put that. There are other options, such as preferred location and owner. Under Owner, we have various recruiters mentioned.

13
Click on "Interview : Tech 1 & 2"
Step #13: Click on "Interview : Tech 1 & 2"

Let's say this profile is owned by me, Ruhani. We should include the recruiter's name.

14
Click here
Step #14: Click here

If this profile was an employee referral we mention the employees name.

Select that option and enter the employee's name here.

15
Click on "Stage"
Step #15: Click on "Stage"
16
Click here
Step #16: Click here

And that is how we add a candidate on KEKA.

17
Click on "Experience"
Step #17: Click on "Experience"

You can see the profile I just uploaded. It's visible here under the name Naukri, with the owner and recruiter's name displayed.

18
Click on "Q Search"
Step #18: Click on "Q Search"

Once the profile is screened, we move to the next stage.

19
Click here
Step #19: Click here

We move it to the screening stage.

20
Click here
Step #20: Click here
21
Click here
Step #21: Click here

There is an option where, if the candidate is not responding, we have set templates to share assessment links. For example, we have the bookkeeping assessment and the initial interview setup email, which we can send to the candidate.

22
Click here
Step #22: Click here
23
Click here
Step #23: Click here
24
Click here
Step #24: Click here
25
Click here
Step #25: Click here
26
Click here
Step #26: Click here
27
Click here
Step #27: Click here
28
Click here
Step #28: Click here
29
Click here
Step #29: Click here

Once we press send, the message is sent to the candidate. We can also see the exact time it is sent to the candidate.

30
Click here
Step #30: Click here

31
Click here
Step #31: Click here

Before the screening, we need to conduct an HR interview if the candidate is advancing to the assessment stage. We move that profile to the HR screening stage.

32
Click on "Activity"
Step #32: Click on "Activity"

Once the candidate completes the assessment and their scores meet our benchmark, we move their profile to the interview stage.

33
Click on "Activity"
Step #33: Click on "Activity"
34
Click here
Step #34: Click here

We also have the option to view candidates from a specific recruiter. For example, this bookkeeper profile is managed by multiple recruiters, so I can choose to see only my candidates.

35
Click here
Step #35: Click here
36
Step #36:

Here are my candidates.

Next, we will cover how to schedule the interview. Let's consider a scenario with this specific candidate.

37
Click here
Step #37: Click here

How to schedule the interview: Select the option for an online interview.

38
Click here
Step #38: Click here
39
Click here
Step #39: Click here

Schedule online interview and select relevant details.

40
Step #40:
41
Click here
Step #41: Click here

We have the names of multiple panels mentioned. For example, let's say we need to schedule an interview with one of the panels.

42
Click here
Step #42: Click here

We select the date. We choose the interview time.

43
Click here
Step #43: Click here
44
Click on "Google Meet"
Step #44: Click on "Google Meet"
45
Step #45:

It usually takes 30 minutes.

46
Click here
Step #46: Click here
47
We select the basic template for an online interview and then click Send.
Step #47: We select the basic template for an online interview and then click Send.
48
Click here
Step #48: Click here

Once the interview is scheduled, you can view the candidate's interview details. This includes the interview panel name and the recruiter's name.

All feedback, from the HR round to TestGorilla, can be mentioned under this feedback column.

49
Click here
Step #49: Click here

Click on the three dots.

50
Click here
Step #50: Click here

We select "Add Feedback."

51
Click here
Step #51: Click here

We have multiple options: Hire, Not Sure, Average, Must Hire, and we can manually enter any feedback we have.

52
Click here
Step #52: Click here

We have an additional attachment feature where you can attach any scores or necessary documents for this role, and then click Submit. Similarly, if the panel has already shared their feedback or the profile was previously rejected, you can address that as well.

53
Click here
Step #53: Click here

You can see all the panel's interview feedback here.

54
Step #54:
55
Click on "Job Info"
Step #55: Click on "Job Info"

Let's consider the scenario where we need to reject this specific profile.

We have the option to Archive. Whether the reason is "Not Qualified," "Candidate Not Interested," or "Not Suitable," it should be clearly stated. We select that option, and here we have different templates: HR Round, Assessment Not Attempted, and HR Round Reject. We can select it, and it will be sent to the candidate. If you don't want to notify the candidate, you can deselect this option and confirm.

56
Click here
Step #56: Click here
57
Click here
Step #57: Click here
58
Click here
Step #58: Click here
59
Click here
Step #59: Click here
60
Click here
Step #60: Click here

Let's consider a scenario where a specific profile has...

The feedback was average, and you're unsure if you want to move forward with this profile at this time. We also have a feature to put that specific profile on hold. If the candidate is selected, we move directly to the pre-boarding stage after the final round.

This is the basic process for progressing through the different stages of the interview.

61
Step #61:

As a recruiter, we have various hiring setups and internal adjustments we can make. For example, if we need to change the hiring process or add a specific recruiter, here's what to do.

62
Step #62:
63
Under Hiring Setup, in the Hiring Team section, we can add any recruiter.
Step #63: Under Hiring Setup, in the Hiring Team section, we can add any recruiter.
64
We can also add panel members
Step #64: We can also add panel members
65
The hiring process we discussed, including sourcing and screening, is also editable.
Step #65: The hiring process we discussed, including sourcing and screening, is also editable.

We can scroll and edit, add any position or stage, and delete as well.

66
Click here
Step #66: Click here