Sharing Candidates

Sharing Candidates

Share candidate profiles and assessments with team members for collaborative hiring decisions.

Why Share Candidates?

Collaborative evaluation improves hiring through:

• Diverse perspectives: Different team members notice different things
• Collective wisdom: Group decisions outperform individual ones
• Transparency: Everyone sees the same data
• Efficiency: Share once, everyone informed

Sharing Methods

Campaign-Level Sharing

Grant team access to entire campaign:

1. Open campaign settings
2. Go to "Team Access"
3. Add team members
4. Set permission level:
   • Viewer (read-only)
   • Contributor (can edit)
   • Owner (full control)
5. Save

All candidates in campaign are now accessible to these team members.

Best for: Ongoing hiring initiatives with stable team.

Individual Candidate Sharing

Share specific candidates:

1. Open candidate profile
2. Click "Share" button
3. Choose sharing method:
   • Share with team member
   • Share via email
   • Generate share link
4. Set permissions and expiration
5. Send

Best for: Getting feedback on finalist candidates.

Comparison Sharing

Share candidate comparisons:

1. Set up comparison (2-5 candidates)
2. Click "Share Comparison"
3. Choose recipients
4. Optional: Add message explaining what you need
5. Send

Recipients see the exact comparison you created.

Best for: Final decision meetings, stakeholder reviews.

Share Link Options

Internal Team Links

Access: Only team members in your organization

Features:

• No expiration
• Activity tracked
• Can comment and collaborate
• Uses team member's permissions

Use when: Sharing with hired team members.

External Share Links

Access: Anyone with the link (even non-members)

Features:

• Expiration date required (1-30 days)
• Read-only access
• No commenting
• Anonymized if desired

Use when: Sharing with external advisors, contractors, or clients.

Email Sharing

Send directly via email:

• Recipient gets email with candidate summary
• Click to view full profile
• Optionally includes PDF attachment
• Tracks when email is opened/viewed

Use when: Notifying specific stakeholders or requesting feedback.

Permission Levels When Sharing

View Only

• Read all candidate information
• View assessment results
• See comments from others
• Cannot edit or modify anything

Best for: Stakeholders, advisors, observers.

Comment

• All "View Only" permissions
• Add comments and feedback
• Cannot edit candidate data or assessments

Best for: Interview panelists, team reviewers.

Edit

• All "Comment" permissions
• Edit candidate information
• Change status
• Request assessments
• Cannot delete or change campaign settings

Best for: Active recruiting team members.

Full Access

• All "Edit" permissions
• Delete candidates
• Modify campaign settings
• Manage team access

Best for: Campaign owners, hiring managers.

Requesting Feedback

Structured Feedback Request

When sharing, request specific feedback:

1. Share candidate(s)
2. Enable "Request Feedback" option
3. Add questions:
   • "Should we interview this candidate?"
   • "What concerns do you have?"
   • "How would you rate cultural fit?"
4. Set deadline
5. Send

Recipients see your questions and can respond inline.

Feedback Tracking

See who has reviewed:

• ✅ Viewed and provided feedback
• 👁 Viewed but no feedback yet
• ⏳ Not yet viewed
• ❌ Declined to review

Click to send reminders to those who haven't responded.

Sharing Workflows

Interview Panel Review

Scenario: 4 panelists need to review 3 finalists before final decision.

Steps:

1. Create comparison of 3 finalists
2. Share with all 4 panelists
3. Request feedback: "Rank these candidates 1-3 and note concerns"
4. Set deadline: 48 hours
5. Collect responses and discuss

Stakeholder Approval

Scenario: Executive needs to approve final candidate before offer.

Steps:

1. Share individual candidate profile
2. Include:
   • Full assessment report
   • Interview summary
   • Proposed compensation
3. Request: "Approve for offer?"
4. Set expiration: 7 days
5. Await response

Cross-Department Input

Scenario: Hiring for technical role, need product team input.

Steps:

1. Share candidate with product manager
2. Add context: "Evaluating for backend role—thoughts on product sense?"
3. Enable commenting
4. Product manager reviews and comments
5. Incorporate feedback into decision

Managing Shared Access

View Who Has Access

See all sharing for a candidate:

1. Open candidate profile
2. Click "Shared With" indicator
3. See list of:
   • Team members with access
   • Active share links
   • External shares
   • When shared and by whom

Revoke Access

Remove sharing:

1. View "Shared With" list
2. Click "Revoke" next to person or link
3. Confirm

Access removed immediately; person notified if desired.

Modify Access

Change permission level:

1. View "Shared With" list
2. Click person's current permission level
3. Select new level
4. Save

Share Link Security

Expiration Settings

Set when external links expire:

• 1 day (default for finalist reviews)
• 1 week (common for executive reviews)
• 1 month (maximum allowed)
• Custom date

Links auto-expire and become invalid after this time.

Link Analytics

See share link activity:

• Number of views
• Who viewed (if they're logged in)
• When viewed
• Device/location (if tracked)

Access from "Shared With" → Link Details.

Revoking Links

Disable a share link before expiration:

1. Find link in "Shared With" list
2. Click "Revoke Link"
3. Confirm

Anyone with the link can no longer access.

Notification Preferences

Control sharing notifications:

Organization settings → Notifications → Sharing

Choose when you're notified:

• ✅ When someone shares a candidate with you
• ✅ When someone views your shared candidate
• ⬜ When someone comments on shared candidate (can get noisy)
• ✅ When shared access is revoked

Best Practices

Clear context: Always add a message explaining why you're sharing and what you need.

Set deadlines: Request feedback has a deadline so people prioritize it.

Minimum necessary: Share only what's needed—don't grant full access unnecessarily.

Revoke promptly: Remove access when no longer needed (after decision made).

Track feedback: Use structured requests rather than expecting comments to appear.

Privacy Considerations

Candidate PII: Be cautious sharing external links—they contain candidate personal information.

Anonymized sharing: Use anonymized exports when sharing with external consultants.

Confidentiality: Remind recipients that candidate information is confidential.

Compliance: Ensure external sharing complies with your data privacy policies.

Common Issues

"Person can't access even though I shared"

Causes:

• Not a member of your organization (use external link instead)
• Campaign-level permissions override (check campaign settings)
• Browser cache (have them try incognito mode)

"External link says expired but it shouldn't be"

Causes:

• Timezone confusion (expiration is UTC)
• Link was manually revoked
• Org admin changed security settings

"Too many people asking for access"

Solution: Share at campaign level to grant access to all current and future candidates in campaign.

Next Steps

• Set up team communication workflows
• Understand roles and permissions in depth
• Use comparison tool for shared evaluations

Pro Tip

Slack/Email integration: Copy candidate share links into your team Slack channel or email thread for quick access during hiring discussions.