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Understanding candidate application changes and data visibility in Ciphr iRecruit

Ciphr Academy
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This guide explains how candidate applications and data are managed in Ciphr iRecruit, including when applications become hidden or anonymised, how to handle post-submission changes, and what to check if applications or accounts appear missing. It is intended for HR administrators and recruitment teams overseeing candidate records.
 

Contents

 

Check why a candidate application or account is missing

Candidate records may be hidden or anonymised due to data retention policies or account actions.

  • If a candidate shows as Removed Candidate, their record has usually been removed or anonymised and application details and CV are no longer visible
  • Check if the candidate has been inactive or has not extended their consent within the configured retention period, as this can trigger anonymisation
  • Ask the candidate if they have used a different email address or login method, as duplicate or missing applications can occur if multiple accounts are created
  • Review the candidate's status and search for their details using all known email addresses in the Data Protection Dashboard
Note: Candidate data may be anonymised automatically if they do not extend consent or remain inactive for the set retention period (for example, six months).

 

Make changes to a submitted application

Candidates cannot edit their application after submission, but you can update some details as an admin.

  • Use Applicant Options to select Edit Application Form Data for the relevant candidate
  • Attach additional documents or add comments to the application record if the candidate provides extra information
  • To allow the candidate to edit and resubmit their application, update their status from Online New to Hub, then back to Incomplete Online
Important: Only make changes to a submitted application where you are confident the update is accurate and appropriate, as this is a legal record.

 

Investigate duplicate or missing applications

Duplicate or missing applications can result from account or login issues.

  • Check if the candidate has used different login methods (such as social sign-in versus email/password) or slightly different contact details
  • Compare Last Login and Data Retention Date fields in the Data Protection Dashboard to identify possible duplicate accounts
  • Ask the candidate how they accessed the portal (for example, via direct link, different device, or browser), as this can sometimes create a new account
Note: If you find duplicate accounts with matching details, contact Ciphr support for advice on merging or cleaning up records

 

 

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