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Duplicate Candidate Detection

Hirex automatically detects when the same candidate appears more than once in your candidate pool. You can also manually mark and merge duplicates to keep your data clean.

Written by Furkan Bilgin
Updated over 2 weeks ago

How Duplicates Are Detected

Automatic Detection

Hirex automatically flags a candidate as a possible duplicate in two cases:

1. Same CV file uploaded
If a candidate applies with the same CV file that already exists in your system, Hirex detects this automatically and marks the newer profile as a possible duplicate.

2. Same phone number
If a new candidate is added with a phone number that already exists in your candidate pool, Hirex flags them as a possible duplicate.

📌 Automatic detection runs in the background. It may take a few seconds after the candidate is added.

Manual Detection

You can also search for duplicates yourself. Hirex shows Suggested duplicates (matching email, name, or phone) automatically when you open the duplicate flow.

Spotting Duplicates in the Candidate List

Candidates flagged as possible duplicates show a Possible Duplicate badge in the candidates table. Hovering over the badge shows a popover with the message "May be duplicate of [candidate name]."

How to Mark a Candidate as Duplicate

  1. Open the candidate's profile

  2. From the candidate actions menu, click Mark as Duplicate

  3. Hirex shows Suggested duplicates based on matching email, name, or phone

  4. If the correct candidate is not in the suggestions, use the Search for a candidate field type name or email to search

  5. Select the original (primary) candidate

  6. Click Mark as Duplicate to confirm

⚠️ After marking, the candidate is linked to the original profile but not deleted yet. A separate merge step is required to consolidate them.

How to Merge Duplicates

Merging permanently consolidates duplicate profiles into a single primary candidate.

  1. Open one of the duplicate candidates' profiles

  2. From the candidate actions menu, click Merge Duplicates

  3. On the Select a Primary Candidate screen, click the candidate record you want to keep

  4. Click Select as primary and continue

  5. Review the Summary of Changes Hirex shows how many profiles will be affected

  6. Click Confirm and merge profiles

What happens after merging:

  • All applications from duplicate profiles are consolidated into the primary candidate

  • If both candidates had applied to the same job, Hirex keeps the most advanced application

  • Merged profiles are archived not permanently deleted, so the history is preserved

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