CRM: How to Use Dynamic Filters to Auto-Populate Talent Pools

Table of Contents

Overview

What are Dynamic Filters?

How to Set up Dynamic Filters

What's Happening Behind the Scenes?

Managing and Editing Dynamic Filters

Important to Note

Overview

Dynamic filters are a powerful new feature designed to help recruiters and sourcers keep their talent pools fresh and relevant without worrying about having to manually update them. Once configured, Dynamic filters automatically add candidates to a talent pool if they match your set criteria, either when they enter your CRM or when their profile is updated.

This guide walks you through what dynamic filters are, how to set them up, and how they work behind the scenes.

What are dynamic filters?

Dynamic filters let you define specific criteria (such as job title, skills, location, experience, etc.) that automatically add candidates to a selected talent pool. These filters run daily, ensuring your pool stays up-to-date without manual intervention.

Each filter has one of the following states:

• Empty – No filters have been created yet.
• Inactive – Filters are saved, but not currently running.
• Active – Filters are applied and automatically adding matching candidates.

Why does this matter?

Dynamic talent pools save time. You no longer need to spend time manually adding qualified candidates. Dynamic filters are also always current. Talent pools evolve as new candidates enter your CRM or existing ones update their profiles.

Finally, Dynamic filters allow for precision sourcing; in other words, tailored pools for specific roles or departments.

How to set up a dynamic filter

Create a Talent Pool

1. From your CRM, head to the Talent Pools section.
2. Click New Pool.
3. Name your pool (e.g., Growth & Marketing Experts).
4. Choose visibility (Public or Private), then click Create.

Add a dynamic filter

1. In your new talent pool, click on the Dynamic Filters section (you’ll see its current status as Inactive).
2. Click Create Dynamic Filter.
3. Use the familiar Search Filters panel on the left to set your criteria—these filters mirror what you use in Search (e.g., title contains “Marketing Manager”, location = San Francisco, etc.).
4. You’ll see how many candidates match your filters and how many are currently in or outside of the pool.

Create or open a talent pool

If you're starting from scratch, create a new pool (e.g., Test Pool). The pool may initially appear empty.

1. Click Set Dynamic Filters. This opens the filter setup panel.
2. Enter your filter criteria. For example:
   • Job title: Product Manager
   • You’ll see how many candidates match this across your CRM.
   • You can also view how many are already in the pool vs. not yet added.
3. (Optional) Bulk add candidates. Use the checkboxes to select and manually add candidates.
4. Click Save. This saves your filter in an inactive state.

Activating a filter

1. Reopen the saved filter from the Manage Filters section.
2. Adjust criteria as needed (e.g., limit to a location like Seattle).
3. Click Save and Start.

Once the filter is active:

• Matching candidates will be automatically added to the pool.
• Filters run at least once per day.
• Manually removed candidates will not be re-added automatically.

Managing filters

To manage filters:

• Navigate to the relevant Talent Pool.
• Click the Manage Filters button.
• View the current filters and their statuses.
• Edit, activate, deactivate, or remove filters as needed.
• If you delete a Talent Pool or Talent Community, refresh the page to update the available filter options; deleted items may continue to appear in filter lists until the page is refreshed.

What's happening behind the scenes?

The filter syncs once per day and adds any newly matching candidates. If/when a candidate’s profile is updated to meet your criteria, they’ll be added on the next daily run.

You can choose a Do Not Add protection on any candidate, which means if you manually remove a candidate from a dynamic talent pool, you can mark them as Do Not Add. This prevents them from being re-added even if they still match the criteria.

Important to note

• Currently, dynamic filters only support one mode: Save and Start. There is no "start only" or "preview mode". Starting the filter will immediately apply the criteria.
• Manual additions to a talent pool still work. Dynamic filters simply help you scale and automate the process.

Other notes & best practices

• Filters save time by continuously keeping pools up-to-date.
• You may encounter validation errors if criteria are incomplete—these will be flagged on save.
• Filters are a great tool for sourcing passive candidates as your CRM grows.