The Modern Guide To Building A Better Candidate Experience

Last Updated: June 23, 2025 |
Published: June 18, 2025 |
Last updated: June 23, 2025 |
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Introduction

The biggest company green flag? 

Caring about your candidate experience — all of them, even those that aren’t successful — throughout the entire hiring process (yes, that includes onboarding and ongoing talent management).

But doing this at scale is no walk in the park. 

That’s why you’ve got us.

We’ll walk you through exactly what you need to do to create a strong candidate experience that helps you attract and retain top talent and further positive exposure of your employer brand.

Key Takeaways

  • Build every candidate experience on respect, transparency, and thoughtful communication — whether or not someone gets the job, every interaction shapes your employer brand.
  • Use candidate feedback, Net Promoter Scores, and hiring metrics to continuously improve your process and spot areas for growth.
  • Consistency is key — align your hiring team on role needs, structure your process before recruiting, and collaborate closely with hiring managers to ensure a smooth, fair journey for everyone.
  • Treat each hiring phase as an opportunity to impress: proactively source talent, keep screening structured and timely, provide real feedback during selection, and make onboarding a true launchpad for success.
  • Leverage hiring technology to automate the busywork, streamline communication, and deliver a stand-out, human-centered experience at scale, so your team can focus on what really matters: people.

Table of Contents

Table of contents
Part 1:

The What, Why, and How of A Great Candidate Experience

What you’ll learn in this section:

  • What makes up a truly great candidate experience — from first impression to onboarding — and why every touchpoint matters.
  • The key metrics and tools you can use to measure, monitor, and continuously improve your candidate experience.
  • How a positive candidate experience helps you attract top talent, strengthen your employer brand, and even boost your bottom line.
  • Why treating every candidate with respect and transparency pays off in referrals, reapplications, and long-term brand loyalty.

What Is a Great Candidate Experience?

A great candidate experience is how job seekers feel as they move through your entire hiring process — from their very first look at your job posting, through interviews, all the way to onboarding (and yes, even if they don’t get the offer). 

It’s the sum of every interaction, every email, every update (or lack thereof), and every bit of communication they receive from your team.

Your goal here is for every candidate, whether they land the job or not, to walk away thinking, 

“Wow, that company really gets it.” 

It’s not just about being friendly. It’s about making every candidate feel respected, informed, and valued — no matter the outcome. 

That means:

  • Clear, honest job descriptions (so there are no surprises down the line).
  • Transparent communication about timelines, next steps, and expectations.
  • Respect for candidates’ time — no ghosting, no endless waits, no black holes.
  • Thoughtful feedback, even if it’s a “no” this time around.
  • A smooth, welcoming onboarding process for those who join your team.

When you nail these basics, you’re building a reputation as a company people actually want to work for.

How to Monitor and Track Candidate Experience Scores

You can’t improve what you don’t measure! Here are the hiring metrics the best teams use to keep a pulse on their candidate experience and employer brand reputation:

  • Candidate Net Promoter Score (NPS): Ask candidates (yes, even the ones you don’t hire) how likely they are to recommend your company to a friend. This simple question gives you a clear, trackable metric to watch over time.
  • Candidate Satisfaction Surveys: Short, sweet surveys after each stage — application, interview, even onboarding — help you spot pain points and celebrate wins.
  • Time-to-Fill: How long does it take to move a candidate from application to offer? If it’s dragging, candidates notice — and so should you.
  • Offer Acceptance Rate: Are your top picks saying “yes” or heading elsewhere? A low acceptance rate might mean your process (or your brand) needs a tune-up.
  • Conversion Rates: Track how many candidates move from one stage to the next (application to interview, interview to offer, etc.). Bottlenecks here are a red flag.
  • Employer Brand Stats: Monitor your Glassdoor, LinkedIn, and other review sites. What are candidates saying about your process? Are you showing up as a company that people are excited to join?

By tracking these metrics, you’ll know exactly where your candidate experience shines — and where it needs a little extra…dare we say it…spark.

Why a Good Candidate Experience Matters (A Lot)

Let’s be real: candidates aren’t just interviewing for a job — they’re interviewing your company, too. 

Every interaction is a chance to show off your culture, values, and how much you actually care about your team. 

And trust us, candidates are paying attention. 

Nearly 70% of candidates say their experience during the hiring process shapes how they expect to be treated as an employee down the line.

Here’s why nailing that experience matters. 

Top Talent Has Options — And They’re Watching Closely 

The best candidates, you know, the ones you want working for you, know their worth and have choices. 

A clunky, impersonal, or slow hiring process is a major red flag. 

In fact, 66% of candidates say a positive experience directly influenced their decision to accept a job offer. On the flip side, almost half have turned down offers after a poor experience. 

If you want to land (and keep) the best, you can’t afford to drop the ball.

Your Employer Brand Is on the Line

Every candidate — successful or not — walks away with a story about your company. And those stories travel fast. 

A whopping 95% of candidates would consider reapplying if they had a good experience, and 97% would refer others, even if they didn’t get the job. 

But a single bad experience? That can ripple out, making it harder to attract quality applicants in the future.

It Impacts Your Bottom Line

A positive candidate experience isn’t just about warm fuzzies. It leads to higher offer acceptance rates, faster time to hire, and a stronger talent pipeline. 

Plus, 88% of candidates say a good experience would make them more likely to buy from your company in the future. That’s brand loyalty you can’t buy with ads.

Think about it like this: when a candidate decides to move forward with a job change, they are making a big life decision. 

They want to know:

  • Will this company help me grow?
  • Will I be respected and supported? 

If your hiring process reflects those values, you’re more likely to attract people who are a great fit — and keep them engaged for the long haul.

Resource Center: Chapter 3

Hire Education: Training Guide for Better Hiring

Hire Education provides resources on everything from role development to process optimization, ensuring your organization has the modern talent acquisition strategies and tools needed to thrive. Check out chapter three for expert advice and best practices on attracting the right candidates!

Learn how to attract the right talent
Part 2:

What Makes Your Candidate Experience A Success or Failure

What you’ll learn in this section:

  • The everyday actions and attitudes that shape your candidate experience, from how you show up to how you treat every candidate and your own team.
  • How to gather, analyze, and act on candidate feedback to continuously improve your hiring process and support DEI goals.
  • Why alignment on role requirements, a clear hiring structure, and strong collaboration with hiring managers are essential for a smooth, fair, and efficient process.

Your Presence and Overall Approach

While it’s true that every company, candidate, and role is unique, there are some things — like how you treat people — that should be steadfast and consistent across your hiring ecosystem. 

Let’s talk about what those are and how you can implement them. 

How You Show Up

Would you feel comfortable moving forward with a candidate who didn’t show up to the interview on time, or was scattered and unprepared for the call?

Of course not. 

With that being the case, you (and anyone involved in the hiring process) shouldn’t do those things either. 

Showing up prepared and on time is the baseline for a professional, respectful process. When you’re ready for every interview, have reviewed the candidate’s background, and stick to the agreed schedule, you send a clear message: you value the candidate’s time as much as your own. 

This can be trickier than it sounds, especially when hiring is just one of many hats you wear. Calendars fill up, priorities shift, and sometimes you’re scrambling between meetings. But consistency here builds trust and sets the tone for the entire process. 

Candidates notice when you’re present, engaged, and ready for them — and they notice just as quickly when you’re not.

How You Treat Every Candidate

Kindness, thoughtfulness, respect, and fairness are essential. Hard stop.  

Every candidate deserves respect, even when the decision is a “no.” 

This means:

  • Clear communication
  • Timely updates
  • Genuine feedback (when possible) 

It’s easy to be warm when things are going well, but the real test is how you handle tough conversations or letdowns. Treating everyone with dignity isn’t just the right thing to do — it’s also a powerful way to support Diversity, Equity, and Inclusion (DEI).

Interested in digging more into DEI hiring? Check out our webinar with the experts at Checkr below.

A great candidate experience removes unnecessary barriers and gives everyone a fair shot, regardless of background. When you embed fairness into your process, you’re not giving special treatment — you’re leveling the playing field so every qualified person has an equal opportunity to shine.

How You Treat Your Team

Candidates are watching how you interact with your colleagues just as closely as they’re listening to what you say. The way you talk about your team, your body language, and your alignment on what you’re looking for all speak volumes about your company culture. 

If your team is on the same page — clear on role expectations, respectful in communication, and supportive of one another — it shows. 

But if there’s confusion, mixed signals, or even subtle negativity, candidates will pick up on it. 

Remember: you’re not just evaluating candidates; they’re evaluating whether they want to join your team, so you want to put your best foot forward.

Your Ability To Gather and Use Candidate Feedback

A great way to gauge candidate experience? 

Go straight to the source and ask your candidates themselves. 

The Type of Feedback You Need

If you want to build a hiring process that truly stands out, you have to listen — really listen — to your candidates. And feedback loops are a strong first step. 

The most effective teams gather feedback at key stages of the candidate journey: after applications, following interviews, post-offer (whether accepted or not), and even after onboarding for new hires.

How do you collect this feedback? Mix it up! 

  • Use short, targeted surveys (think Candidate Net Promoter Score or quick satisfaction check-ins)
  • Anonymous feedback forms
  • Informal follow-up calls. 

Keep your forms clear and concise, ask specific questions about each stage, and always include an open-ended spot for candidates to share what you might have missed. The goal is to make it easy for candidates to offer honest insights, so you can spot what’s working and what needs a tune-up.

How To Apply Their Feedback

Collecting feedback is only half the job — putting it into action is where the magic happens. 

Start by analyzing responses for trends: Are candidates consistently confused about next steps? Are they raving about your communication, or flagging delays? 

Use this data to identify quick wins (like clearer interview prep emails) and bigger process improvements (like streamlining your assessments). 

And don’t forget to close the loop: let candidates and your team know what you’ve changed based on their input — it builds trust and shows you’re truly invested in getting better.

Why It’s Important

Listening to your candidates doesn’t just make you a good person; it can put your company ahead. 

When people see that you care about their experience (even if you’re not hiring them), they’re more likely to become advocates for your brand, refer others, and even reapply in the future. 

Feedback loops also help you spot and fix hidden biases, making your process more inclusive and fair for everyone. 

Gathering and acting on candidate feedback makes your hiring process more transparent, human, and effective — exactly what today’s top talent is looking for.

Your Hiring Process

If you’ve read any of our content before, you know what we’re going to say: Your hiring process is your most important tool for making better hiring decisions. 

We talk about this all the time because it truly sets the stage for how candidates (and your team) feel about your company. 

There’s a ton that goes into a strong hiring process, but here are a few important call-outs that can really help the candidate experience. 

Get Aligned on Role Need and Value

Before you even think about posting a job, get crystal clear on what you’re hiring for — and why. 

This means your entire hiring team (HR, hiring managers, senior leaders, and even future teammates) needs to collaborate on the role’s:

  • Purpose
  • Problems it will solve
  • The impact it will make 

When everyone is on the same page about the must-haves, nice-to-haves, and success criteria, you avoid confusion, speed up decision-making, and ensure you’re bringing in someone who will truly move the needle.

Know the Hiring Structure Before You Start Recruiting

A structured process is your best friend when it comes to balancing hiring speed and quality. Decide up front how many interviews you’ll run, what types of assessments you’ll use (skills tests, video interviews, etc.), and why each step is necessary. 

Tailor your timeline to the complexity of the role. For example, senior hires might need more steps, while evergreen or high-volume roles should move faster. 

Mapping out your process in advance keeps things fair, reduces bias, and helps candidates know what to expect. Plus, it keeps your team from getting bogged down in endless rescheduling or unclear next steps.

Key tip: Use hiring automation and workflows to streamline scheduling, feedback collection, and candidate communications, so your process stays efficient and human-centered.

Collaborate with Hiring Managers Thoughtfully

Engaging hiring managers early and often is critical for success. When HR and hiring managers work as true partners, you get better candidate screening, faster decisions, and stronger hires. 

To do this well, set regular check-ins, use collaborative tools to share feedback, and make sure everyone knows their role in the process. Educate and empower hiring managers with the right training and resources, so they feel confident and accountable throughout the journey.

When you build this kind of partnership, you eliminate bottlenecks, keep everyone aligned, and create a more positive experience for candidates and your internal team alike.

A thoughtful, well-structured hiring process isn’t just about efficiency — it’s about building trust, reducing friction, and making sure every candidate (and every team member) feels valued and heard.

The Speed to Hire Show: Podcast

Developing a More Inclusive and Accessible Candidate Experience

Hear from hiring professional Katie Rakusin, as she walks us through the challenges and strategies of recruiting for a fully remote, nonprofit organization, including assessing candidates’ ability to thrive in a remote setting and ensuring their genuine interest in the organization’s mission.

Watch the full episode
Part 3:

Ensuring A Stand-Out Candidate Experience Across Every Hiring Phase

What you’ll learn in this section:

  • How to make a memorable first impression by proactively sourcing, reaching out, and connecting with candidates on their terms.
  • Why a structured, transparent screening process — paired with timely communication — creates fairness and shows candidates you value their time.
  • The importance of clear, respectful communication and real feedback during selection, plus strategies to keep great candidates engaged for future roles.
  • How thoughtful, collaborative onboarding sets new hires up for long-term success and strengthens your employer brand reputation.

Recruiting & Sourcing

Recruiting and sourcing are where your candidate experience truly begins. This is your chance to make a strong first impression and show potential candidates that your company is proactive, people-focused, and genuinely excited to connect.

Actively finding the right people means casting a wide, but intentional, net. Don’t just wait for resumes to land in your inbox — go out and find talent where they are. 

Tap into multiple sources, including:

  • Job boards
  • Professional networks
  • Industry groups
  • Employees’ networks through referral programs. 

Referrals can be gold mines for finding high-quality candidates who already align with your culture and values, and they often enjoy a smoother, more personal experience from the start.

For this to work, proactive outreach is key. Reach out to passive candidates — those who aren’t actively job hunting but might be open to the right opportunity. Personalized, thoughtful messages stand out from the crowd and spark interest, especially when you show you’ve done your homework on their background and explain why you think they’d be a great fit.

Don’t forget the power of asynchronous connections by using tools that let you connect with candidates on their schedule, not just yours. For example, asynchronous video interviews and assessments can widen your talent pool, reduce scheduling headaches, and make it easier for candidates to engage, especially those who are currently employed or in different time zones.

Hear from Dr. Jamie Wilkey, a candidate who recently used Spark Hire’s one-way video interview for the first time, about what she looks for post-interview, especially in an asynchronous video interviewing environment.

Screening

Screening is where you move from “potential fit” to “let’s get specific” — and it’s a make-or-break moment for your candidate experience. This is where structure, clarity, and follow-through matter most.

A structured interview process is your best friend here. It means every candidate is asked the same, role-relevant questions — whether you’re using live or one-way video interviews, phone screens, or in-person chats. 

This consistency isn’t just about fairness (though that’s huge); it also helps you compare candidates objectively and reduce bias. 

Strategic Interview Questions to Ask CTA

Use behavioral and situational questions that dig into real examples, and tailor them to your company’s values and the actual challenges of the job. Don’t forget to include culture-fit questions that reveal how candidates collaborate, learn, and solve problems in real life.

But structure alone isn’t enough. You have to fulfill your end of the bargain: keep candidates informed, follow up when you say you will, and never leave anyone hanging. 

Candidates expect timely updates at every stage — 58% want to hear back within a week, and most will move on if they don’t hear from you in two weeks or less. Set expectations upfront about timelines, next steps, and who they can reach out to with questions. Even a quick note to say “we’re still reviewing” goes a long way.

Leverage technology to make this process smoother for everyone. 

  • Video interview platforms let you screen more candidates in less time, collaborate easily with hiring managers, and keep communication personal and prompt.
  • Automated interview scheduling, email reminders, and follow-up messages help you stay organized and responsive — even when applications are pouring in.

Finally, remember that screening is your first real chance to show candidates what it’s like to work with you. Be present, be prepared, and be human.

Selection

Candidate selection is the moment of truth — not just for the candidates you choose, but for every person who puts their time and energy into your process. How you handle this phase can turn even an unsuccessful candidate into a lifelong advocate (or critic) of your brand.

First, communication is everything. Reach out promptly to both successful and unsuccessful candidates. For those moving forward, celebrate the moment and set clear expectations for next steps. 

For those not selected, don’t leave them in the dark. A thoughtful, timely message shows respect for their effort and leaves the door open for future opportunities.

When possible, offer real feedback. A quick, specific note about what stood out or where there was a gap can be incredibly valuable, especially when delivered with kindness and honesty. Even a brief comment can help candidates grow and feel appreciated, rather than dismissed.

Don’t let great talent slip away just because the timing wasn’t right. Keep promising candidates in your network by inviting them to join a talent community, connecting on LinkedIn, or adding them to a “future opportunities” list. Make a point to actually revisit these connections when a better-fit role opens up. For companies with ongoing hiring needs, this approach builds a robust, engaged pipeline and shows candidates you see them as more than just a resume.

At the end of the day, you want to ensure you’ve put together a process that makes every candidate feel valued, whether they join your team now or down the road.

Onboarding

Onboarding is where your candidate experience becomes your employee experience — and it’s your chance to make good on all the promises you made during hiring. 

A clear, welcoming, and well-organized onboarding process not only sets your new hire up for early wins but also signals that you’re invested in their long-term success.

Collaboration with hiring managers is essential here. Before day one, work together to build a detailed onboarding plan: set clear goals, outline key responsibilities, and make sure new hires know exactly who to turn to with questions. 

This could mean you:

  • Share a schedule for their first week
  • Introduce them to the team
  • Let them know their key stakeholders (and get intros set up with them)
  • Provide the resources they’ll need to hit the ground running — technology, access, brand documents, team goals, etc. 

The more prepared you are, the more confident and comfortable your new team member will feel.

But don’t stop at the first week. The best onboarding experiences extend through the first 90 days (and beyond), blending initial training with ongoing talent management. Regular check-ins, feedback sessions, and growth conversations help new hires feel seen, supported, and connected to your culture. 

Encourage managers to set up milestone meetings — at 30, 60, and 90 days — to review progress, celebrate achievements, and address any challenges early.

When you treat onboarding as a journey, not just a checklist, you show new hires they’re more than just a number. This approach boosts retention, accelerates productivity, and reinforces your reputation as a company that truly cares about its people, right from the start and throughout their career.

How Hiring Tech Can Help You Deliver a Strong Candidate Experience

Now that you know what it takes to create a great candidate experience, how can you execute it?

Manual processes will likely only slow you down and won’t work at scale. 

That’s where hiring technology comes into play. 

From first outreach to onboarding, each touchpoint matters, and hiring technology helps you deliver consistency, speed, and genuine connection at scale.

Consider things like: 

  • Automation to take care of repetitive tasks, like interview scheduling, data entry, and candidate communication. Even automated job posting and SMS updates. 
  • Centralized communication so you never lose track of where a candidate stands, and your team stays aligned on every step. 
  • One-way video interviews to give candidates the flexibility to participate on their schedule. 
  • Talent assessments that evaluate candidates fairly and objectively. 
  • Reporting and analytics to help spot hiring bottlenecks, improve your process, and make data-driven decisions that benefit everyone. 

We can help you do all of those things (and more).

Ready to see how Spark Hire can help you deliver a candidate experience that truly sets you apart?

Book a demo

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