Candidate records drift when calendars, messages, and the applicant system show different stages. Choose the applicant tracking system as the working record, then compare scheduled interviews, submitted scorecards, candidate correspondence, and approved hiring decisions.
Define the working lane
An offshore recruitment coordinator can identify mismatches, request missing feedback, correct documented administrative fields, and prepare a decision queue. They should not infer rejection from silence, advance a candidate without approval, or summarize protected information unnecessarily.
Keep decisions visible
Use explicit states for scheduled, completed, feedback pending, decision pending, offer preparation, closed, and withdrawn. Preserve timestamps and the source of each change so reporting does not erase how long a decision actually waited.
Build the handoff
When records conflict, state both versions and route the smallest answerable question to the hiring owner. A calendar cancellation can reflect rescheduling, withdrawal, or an interviewer conflict; it is not by itself a candidate decision.
Verify completion
After reconciliation, check that candidate messages match the approved status and that tasks have real owners and due dates. Restrict access and retention according to the employer’s legal and privacy guidance.
Review the operating evidence
A weekly sample should inspect stale stages, missing scorecards, unexplained status changes, and messages sent from the wrong template. This keeps coordination dependable while selection authority stays with the employer.