Collaborating on an Application

The application view is the shared workspace for one candidate’s application to one job. Use it to keep the hiring team aligned, capture internal context, request evaluations, contact the candidate, schedule follow-up, and prepare for a stage decision.

Collaboration is tied to the application you have open. If a candidate has applied to more than one job, confirm that you are working in the correct application before adding a note, task, meeting, email, or evaluation.

Prerequisites

Before you begin, make sure that:

1. You can sign in to the recruiting application.
2. You have selected the correct company workspace.
3. You can open the relevant job and candidate application.
4. You know whether your action is internal, such as a note or evaluation, or candidate-facing, such as an email or meeting invitation.
5. Your role has the permission needed for the action. Hidden controls usually mean that your role or job access does not include that action.

Visual guide: the application collaboration workspace

What you can do from an application

From the application view, you can:

• Add an internal note for the hiring team and mention a teammate.
• Assign follow-up work with a type, owner, due date, and reminder.
• Schedule a call, interview, or meeting.
• Email the candidate when workspace email is available.
• Record a past interaction without sending a new message.
• Review or submit stage evaluations when evaluation access is available.
• Assign reviewers and track who is still waiting to respond when reviewer-management access is available.
• Review the application’s shared history and use the separate Activities area for your own follow-up work.

Add an internal note and mention a teammate

Use a note when the hiring team needs context that should stay inside the recruiting workspace.

1. Open the candidate’s application from Jobs.
2. Open the application’s Activities section.
3. Select Add note.
4. Write the context under Note.
5. Type @ and choose a teammate from the suggestions when you need their attention.
6. Add an optional PDF, Word, or text attachment up to 10 MB.
7. Confirm the visibility label is Internal · Hiring team.
8. Select Save note.

Notes are not sent to the candidate. Mention suggestions include teammates available to the application. If there is no matching teammate, check the spelling or ask an administrator to confirm that the person has access.

Assign a task

Use a task to turn a follow-up into owned work.

1. In the application’s Activities section, select Task. You can also open More actions and select Assign task.
2. Choose a Task type, such as Todo, Call, Email, or Evaluation.
3. Choose an owner under Assign to.
4. Set a Due date and, if useful, a Reminder.
5. Enter a Task title and optional Task description.
6. Select Assign task.

The task remains connected to the application and appears in the assigned person’s Activities work queue.

Schedule a meeting or event

Use Meeting or More actions > Schedule event when you need to arrange a call, interview, or meeting.

1. Choose an Event type: Call, Interview, or Meeting.
2. Set the Start, Duration, and Timezone.
3. Select Internal attendees. Only teammates who can access the application are listed.
4. Add a Location or meeting link.
5. Write the candidate-facing details under Message to candidate.
6. Add internal context under Private organizer note if needed.
7. Select Schedule event.

The Message to candidate is included in the invitation. The Private organizer note stays internal and is not included in the candidate email. After scheduling, review the event details and response status in the application history.

Email the candidate

Use Email when you need to send a real message from the workspace.

1. Select Email in the application’s Activities section.
2. Confirm the read-only To address.
3. Enter a Subject and Message.
4. Select Send email.

The message is sent from the workspace email address. After sending, check Emails in Activities for its delivery status. When reply collection is enabled, replies appear in Activities; reply attachments are not imported.

If Send email is unavailable, the workspace may not be active or verified for outbound email, or your role may not have the required access.

Log a past interaction

Use Log activity to record something that already happened. This is different from sending an email or scheduling a new event.

1. Select Log activity in the application’s Activities section, or open More actions and choose it.
2. Choose an Activity type.
3. Set Occurred on and the correct Time zone.
4. Add a Call outcome when the selected activity type requires one.
5. Describe what happened under Activity description.
6. Select Save activity.

The entry is visible to the hiring team with application access and appears in the history at the time it occurred. Choosing an email activity records an interaction only; it does not send an email or confirm delivery.

If correction controls are available, you can use Edit activity, Void entry, or Correction history. A voided entry stays visible with its correction history so the team can understand what changed.

Reviewers and evaluations

Evaluations keep a hiring decision grounded in the current stage and the job’s configured scorecard.

Assign reviewers

When you can manage reviewer assignments:

1. Open Evaluations on the application.
2. Select Assign reviewer.
3. Search under Search colleagues.
4. Select one or more eligible colleagues.
5. Select Assign reviewers.

Assigned reviewers appear with progress such as Pending and Waiting for evaluation…. If the control is available, select Unassign to remove a pending reviewer. Assigning someone as a reviewer does not automatically give that person permission to save an evaluation.

Submit an evaluation

When you can submit an evaluation:

1. Open Evaluations and select Start my evaluation, Add stage evaluation, or Edit evaluation.
2. Review the current stage and any scorecard questions.
3. Choose a Decision: Advance, Hold, or Disqualify.
4. Add supporting observations under Decision supporting observations.
5. Complete the scorecard questions when they are present.
6. Select Save evaluation.

The evaluation records your recommendation and observations for the hiring team. It does not replace the separate action used to move the application to another stage. If you cannot save, the application may show Collaboration access is required to save or edit evaluations, or required decision information may be missing.

Understand application history and Activities

The application’s Activities section is the shared history for the candidate’s application. Use its filters to focus on All, Notes, Emails, Tasks, Meetings, or Files. Use This application for the application you opened, or All accessible applications when you need the candidate’s activity across applications you can access.

The Activities item in the main navigation is different: it is your personal work queue for follow-up items assigned to you. Use the application history for shared context and the main Activities area for work you need to complete.

Typical collaboration workflow

1. Select the correct company workspace and open the relevant job.
2. Open the candidate’s application, not just the candidate’s general profile.
3. Review the current stage, Dossier, Evaluations, and Activities.
4. Add an internal note and mention teammates who need context or a response.
5. Assign a task or reviewer when another person owns the next piece of work.
6. Email the candidate or schedule a meeting when communication is required.
7. Log any past interaction that is not already in the application history.
8. Submit your evaluation with a decision and supporting observations.
9. Review the team’s feedback and then use the application’s stage controls when the hiring team is ready to progress, hold, or disqualify the candidate.

Role-aware access

The application shows controls based on your role and your access to the related job, department, or site. Company administrators generally have the broadest collaboration and reviewer-management access. Team members, Dedicated team members, and Limited team members can use collaboration actions available within their scope. Reviewers can submit permitted evaluations when assigned, but reviewer assignment alone does not grant broader editing, task, event, or stage controls. Content editors use careers-site content, and External recruiters use the separate recruiter workspace.

Access can be narrowed further by a job assignment, department, site, or an exclusion from a job.

Common pitfalls

You are in the wrong company workspace

Jobs, candidates, applications, and permissions are scoped to the selected company workspace. Use Switch company, choose the correct workspace, and open the application again before adding shared information.

A menu item or action is missing

The application hides actions you cannot use. Missing Add note, Task, Meeting, Log activity, Assign reviewer, or evaluation controls usually indicates a role or job-access limit. Ask an administrator to confirm your access instead of trying to work around the missing control.

You can view an application but cannot save an evaluation

Viewing feedback is separate from submitting or editing it. Check that you have collaboration access and that the evaluation includes a decision and required observations.

Reviewer assignment did not unlock evaluation access

Reviewer assignment tracks who should respond; it does not grant permission by itself. The reviewer must also have access to the application and evaluation submission permission.

You logged an email but the candidate did not receive one

Log activity records a past interaction only. Use Email and Send email for a new message, then check the delivery status under Emails.

The candidate-facing and internal meeting notes are mixed up

Put invitation details in Message to candidate. Put hiring-team context in Private organizer note. The private note is not included in the candidate invitation.

An invitation link has expired

Do not keep retrying an expired invitation. Ask an administrator to resend the invitation or confirm the correct account and company workspace, then activate the new invitation.