Build a maritime candidate database recruiters can trust
Structure candidate identities, roles, source files, availability and next actions so a shared recruitment database stays useful over time.
Choose fields that support a decision
Begin with the decisions recruiters actually make: can we contact this person, is the role relevant, are they available, and what needs to happen next? A large database with inconsistent values is less useful than a smaller record set with reliable ownership and evidence.
Use a field dictionary
| Field group | Example | Review rule |
|---|---|---|
| Identity | Candidate ID, name, contact details | Keep identifiers stable and check conflicting records. |
| Professional context | Role, rank, experience | Use agreed role names and preserve source detail. |
| Availability | Available from, last confirmed date | Reconfirm stale information before a submission. |
| Evidence | CV and document attachments | Retain the original file alongside extracted values. |
| Workflow | Stage, owner, next action | Assign responsibility for unresolved records. |
Import in reviewable batches
- Export a representative sample from the source system.
- Map the columns to agreed candidate fields.
- Review missing values, date formats and duplicate candidates.
- Import a pilot and compare it with the original records.
- Resolve exceptions and repeat the same checks for the remaining batches.
Bridge95 has CV and spreadsheet intake workflows. Migration of attachments, historical notes or another ATS’s relationships needs a separate scope review. Do not assume an Excel import recreates all of that history.
Preserve the source of important information
Extracted CV data should be checked against the original file. If two sources disagree, record which value was verified and when. Avoid treating an AI-generated interpretation as a confirmed qualification.
A search result is a starting point for review. Recruiters should inspect role fit, availability and evidence before proposing a candidate.
Assign ongoing maintenance
- Review duplicates and invalid contact details.
- Use consistent role and status values.
- Reconfirm availability before a client submission.
- Apply the organization’s retention and deletion process.
- Check that exported data is shared only with authorized recipients.
Test the database with a handover
Ask a colleague who did not create the record to explain the candidate’s current status, supporting documents and next action. If they need to search private messages to answer, the shared record is still incomplete.
Continue exploring
See your workflow in Bridge95
Bring a role, a sample import and your document checklist. We can review the setup your team needs.