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A candidate record is only as good as what your team writes on it. Three tabs carry the working history:
Candidate record with tabs

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Notes

Call debriefs, intake summaries, salary expectations, the “call back in Q2” facts. Notes on the record are visible to the team — which is the point: the reactivation play only works if the last conversation was written down. Notes also exist as a global section for cross-record thinking.

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References

Referees and their feedback, kept with the candidate instead of a document graveyard. When a client asks “did you take references?”, the answer is on the record with dates.

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Files

CVs, certificates, contracts, the client-ready profile you formatted. Files attached here follow the candidate through every pipeline — and if the portal’s Allow Downloads toggle is on, the CV your client downloads is whatever you attached here, so keep the current version on top.
Everything on the record is retention-relevant under GDPR. Write notes you could defend showing the candidate — see Sourcing responsibly.