ExternaSourcing Agent (Beta Feature)

Last updated: January 9, 2026

Feature Overview

The Sourcing Agent is a proactive candidate discovery tool that leverages Popp's database and external sources to identify potential candidates for your existing analyses. Rather than waiting for applications, this feature allows you to search for, evaluate, and invite qualified candidates directly into your analysis workflow. The system uses your job description information to generate intelligent search parameters and enables personalised email outreach to engage passive candidates.

Available Actions

This feature enables you to perform the following actions:

  1. Search external candidate databases - Explore Popp's database and external sources for potential candidates

  2. Filter and refine search results - Use multiple criteria to narrow candidate pools

  3. Review candidate profiles - Examine detailed candidate experience and LinkedIn profiles

  4. Invite candidates individually or in bulk - Send personalised invitations to selected candidates

  5. Customise invitation messaging - Tailor email content and application flow for invited candidates

  6. Track invitation status - Monitor which candidates have been invited and their response status

  7. Manage candidate application flow - Control how invited candidates submit applications

Step-by-Step Instructions

Accessing the Sourcing Agent

Initial Setup

  1. Navigate to Analysis Section: Go to your Popp analysis dashboard

  2. Select Target Analysis: Choose the analysis you want to source additional candidates for

  3. Review Current Status: Check existing applicant numbers and invited candidate count

  4. Access Sourcing Function: Click on the "Invited" tab to view invitation options

  5. Initiate Search: Click the "Source More Candidates" button on the right-hand side

Searching for Candidates

Automated Search Generation

  1. Initial Search Population: System automatically generates search parameters using your job description

  2. Keyword Integration: Popp extracts relevant keywords, skills, and requirements from your job posting

  3. Search Results Display: View initial candidate matches based on job description analysis

  4. Search Refinement: Use results as starting point for further customisation

Manual Search Customisation

  1. Use Left-Hand Filters: Access filtering options to refine your search:

    • Keywords: Add specific terms related to skills or experience

    • Location: Specify geographic preferences or requirements

    • Skills: Target specific technical or soft skills

    • Industries: Focus on relevant industry experience

    • Job Titles: Search for candidates with specific role experience

    • Company Experience: Target candidates from specific organisations

  2. Dynamic Filtering: Add and remove filters in real-time to adjust results

  3. Search Refinement: Experiment with different filter combinations to optimise results

Evaluating Candidate Profiles

Profile Review Process

  1. Click Candidate Profile: Select any candidate from search results to view detailed information

  2. Experience Overview: Review candidate's professional background and career progression

  3. LinkedIn Integration: Access direct hyperlink to candidate's LinkedIn profile for verification

  4. Toggle Views: Use toggle arrows to switch between different experience views

  5. Qualification Assessment: Evaluate candidate fit against your role requirements

Candidate Selection Criteria

  1. Experience Relevance: Assess alignment between candidate background and role needs

  2. Skills Match: Verify technical and soft skills alignment

  3. Career Progression: Evaluate professional growth and advancement patterns

  4. Industry Fit: Consider industry experience relevance to your organisation

Inviting Candidates

Selection Process

  1. Individual Selection: Check boxes next to specific candidates you want to invite

  2. Bulk Selection: Use mass selection options for multiple candidate invitations

  3. Selection Review: Verify chosen candidates before proceeding with invitations

  4. Invite Initiation: Click "Invite" button to begin invitation process

Invitation Flow Configuration

  1. Channel Selection: System defaults to email channel for sourced candidate outreach

  2. Application Submission Options: Choose how candidates will apply:

    • CV Upload: Candidates upload CV during email conversation (automatically pulled into analysis)

    • Job Application URL: Candidates receive URL to submit application via external form

  3. Integration Assurance: Both options ensure successful applicants flow directly into your analysis

Customising Invitation Messages

Email Configuration

  1. Subject Line Customisation:

    • Access customisable email subject field

    • Insert variables such as candidate first name, job title, organisation name

    • Example: "Job Opportunity - [Job Title] at [Organisation Name]"

  2. Agent Placeholders: Use established agent name placeholders if familiar with campaign setup

  3. Organisation Branding: Modify organisation name if representing a client different from your company name

Message Content Customisation

  1. Opening Message Editing:

    • Review system-generated message based on job description

    • Customise and tailor content to match your tone and requirements

    • Modify opportunity overview and organisation information as needed

  2. Candidate Relevance Section:

    • Review auto-populated information highlighting candidate fit

    • Edit, add, or remove content that explains why the candidate is being contacted

    • Customise matching criteria explanation

  3. Variable Management: Add or remove dynamic variables throughout the message content

Managing Invited Candidates

Invitation Execution and Tracking

  1. Final Review: System performs profile check before sending invitations

  2. Invitation Dispatch: Emails are sent to selected candidates automatically

  3. Status Tracking: Invited candidates appear in the "Invited" tab of your analysis

  4. Contact Information Access: Reveal phone numbers and additional details for invited candidates

Search Result Management

  1. Invited Candidate Identification: Previously invited candidates appear in black boxes in search results

  2. Duplicate Prevention: System prevents re-inviting candidates to the same position

  3. Search Result Updates: Real-time updates show which candidates are no longer available for invitation

  4. Continued Searching: Continue sourcing additional candidates without affecting previously invited ones

Candidate Response Management

Conversation Monitoring

  1. Live Conversation Tracking: Monitor active email conversations with invited candidates

  2. Question Handling: AI automatically responds to candidate questions using job description information

  3. Application Processing: When candidates submit applications, they automatically appear in "All Applicants" tab

  4. Analysis Integration: Successful applications trigger automatic analysis processing

Follow-Up and Progression

  1. Response Tracking: Monitor which invited candidates engage with your outreach

  2. Application Conversion: Track conversion rate from invitation to application

  3. Analysis Workflow: Invited candidates who apply follow the same analysis process as direct applicants

  4. Performance Metrics: Evaluate effectiveness of sourcing efforts through candidate progression data

Best Practices for Sourcing Success

Search Strategy

  • Start Broad: Begin with system-generated parameters, then refine based on results

  • Iterate Filters: Experiment with different filter combinations to discover optimal candidate pools

  • Quality over Quantity: Focus on highly relevant candidates rather than maximum volume

  • Market Intelligence: Use search results to understand talent landscape and availability

Invitation Optimisation

  • Personalised Messaging: Customise invitations to highlight specific candidate strengths

  • Clear Value Proposition: Explain why the opportunity is relevant to the candidate's career

  • Professional Tone: Maintain appropriate professional communication standards

  • Compelling Subject Lines: Create subject lines that encourage email opening

Response Management

  • Timely Follow-Up: Monitor conversations and respond promptly to candidate questions

  • Consistent Experience: Ensure invited candidates receive same quality experience as direct applicants

  • Conversion Tracking: Measure success rates and optimise approach based on results

Important Considerations

Beta Feature Status

  • Development Stage: Sourcing Agent is currently in beta with ongoing enhancements

  • Feedback Opportunity: User feedback helps shape future development priorities

  • Feature Evolution: Expect regular updates and improvements based on user experience

  • Support Availability: Contact support@joinpopp.com for feedback, questions, or feature requests

Candidate Experience

  • Professional Outreach: Ensure all communications maintain high professional standards

  • Duplicate Prevention: System prevents multiple invitations to same candidate for same position

  • Seamless Integration: Successful candidates experience smooth transition into standard analysis workflow

  • Consistent Branding: Maintain consistent brand presentation across all candidate touchpoints

Troubleshooting Common Issues

Search Problems

  • Limited Results: Broaden filter criteria or adjust keyword combinations

  • Irrelevant Candidates: Refine filters to focus on more specific requirements

  • System Performance: Allow adequate time for search processing and result generation

Invitation Issues

  • Message Customisation: Ensure all variables and placeholders are properly configured

  • Email Delivery: Verify email addresses and check for delivery confirmation

  • Candidate Response: Monitor conversation status and provide human intervention when needed