Optimizing Your Candidate Experience

​The candidate experience you offer can make or break your hiring funnel.

​Clunky processes, poor communication, or the wrong kind of automation can turn great talent away. Often, this happens without you even knowing it.

We unpacked what a strong candidate experience looks like in 2025, as well as how teams can align tools, processes, and people to make it happen.

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Session Recap 

In this session, the panelists explored what it really takes to deliver a candidate experience that attracts, engages, and converts top talent. Panelists broke down where most hiring processes fall short, why communication is still the biggest gap, and what HR and TA teams can do with limited resources to stand out.

Key Insights

Candidate experience is a competitive differentiator: With candidates applying to multiple roles at once, a clunky or unresponsive process can cause companies to lose out on top talent. Panelists highlighted how small changes like consistent updates and better interview prep can significantly improve conversion rates.

Communication gaps are still the biggest problem: One consistent theme was the lack of communication — especially after initial contact. Candidates often feel ghosted or left in the dark about next steps. The panel stressed that clear timelines, prompt responses, and regular touchpoints set the tone for a positive experience.

Hiring managers play a crucial role: While TA teams often drive candidate experience initiatives, panelists pointed out that hiring managers are often the make-or-break point in the process. Poor interviewer prep, delayed feedback, or lack of clarity about the role can frustrate candidates.

Employer brand matters before the first call: Candidates are doing their research on Glassdoor, LinkedIn, and even employee social posts. The panel discussed how important it is to show up consistently online and make sure the company’s values and culture are reflected across touchpoints.

Job listings are a key touchpoint that you should take care to optimize. Be wary of using AI or an overly generic template. Rather use job listings as an opportunity to set your company apart from other opportunities the candidate is looking at. 

Process improvements don’t have to be complex: Several speakers encouraged HR leaders to start with small wins. Automating basic updates, scheduling via Calendly, or providing feedback templates can reduce friction.

Transparency around culture: Your company culture should be evident in your hiring process to set accurate expectations with candidates. As an example, if your hiring team shows up 10 minutes late to an interview, it gives the candidate an indication that promptness is not valued so much at your company — even if you listed it as a priority in the job description. 

Actionable Takeaways 

• Build a candidate communication checklist for each stage of the process.
• Set expectations early: share timelines, who they’ll speak with, and what happens next.
• Audit your career page and job descriptions for clarity and inclusiveness.
• Schedule regular debriefs with hiring managers to align and share feedback.
• Use simple tools like automated emails and scheduler links to reduce manual tasks.
• Personalize rejection emails or better yet, send a short video or voice note.
• Share authentic employee stories on LinkedIn to strengthen employer brand.

‍Our expert speakers:

Tom Hacquoil | Co-Founder & CEO, Pinpoint‍

Tom created Pinpoint after experiencing firsthand how messy hiring workflows lead to poor candidate experiences. Today, his team helps companies modernize how they attract, engage, and hire talent—without losing the human touch.

​Dr. Keri Ohlrich | Co-founder, Abbracci Group

With over two decades in HR leadership, Keri embodies a passion for transforming workplaces into thriving ecosystems. As co-founder of Abbracci Group, co-author of “The Way of the HR Warrior”, and co-author of “Whatever the Hell You Want” her mission is clear: empowering people to excel.

​Daniel "DanFromHR" Space | HR Content Creator, Author and Speaker‍

Dan dispels common myths about work and HR, providing detailed content about how companies function and has become a strong advocate for employee engagement, transparency, mental health and fulfillment. He worked for companies such as WebMD, Electronic Arts, Epic Games, and Spotify before transitioning to an HR Business Partner Consultant.

Facilitated by Phil Strazzulla, Founder of SelectSoftware Reviews

Download Session Takeaways

About Pinpoint

​Pinpoint is the ATS that simplifies complex hiring for organizations managing multiple streams of recruitment. Pinpoint gives you the flexibility, control, and ease of use you need at every step, from planning to attracting, selecting, and onboarding candidates.

Bonus: Get Help Choosing the Right ATS‍

All webinar attendees get free access to SSR’s Advisor service—designed to help you find the right applicant tracking system without wasting hours on research or demos. Tell us your hiring needs and goals—we’ll send you a personalized shortlist of ATS solutions that actually fit.

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