Getting Started with the Recruiting Workspace

The recruiting workspace helps you run hiring in one place: attract candidates, review applications, work with your hiring team, and move candidates through the process toward a hiring decision.

Prerequisites

Before you begin, make sure that:

1. You have an active account and can sign in.
2. You have accepted the invitation for the correct company workspace, if someone invited you.
3. Your role gives you access to at least one starting area: an internal job, Careers sites, or an assigned recruiter job. Company administrators can set up the workspace even before individual job access is assigned.
4. You know which company workspace you should be working in if you belong to more than one.

If your invitation is expired, ask a company administrator to send it again. If you can sign in but cannot see a section, your role or job access may not include it.

1. What the recruiting workspace is for

Use the workspace to manage the complete path from an open role to a hiring decision. You can:

• create and prepare jobs;
• publish jobs through a careers site when publishing requirements are complete;
• collect applications and add candidates from other sources;
• review candidate profiles, resumes, screening responses, and application history;
• keep the hiring team aligned with notes, evaluations, tasks, meetings, and candidate messages; and
• move applications between hiring stages, disqualify candidates when appropriate, and identify the candidate you want to hire.

The workspace is organized around jobs and applications. A candidate can have more than one application, so review the candidate in the context of the specific job when making a decision.

Visual guide: the main workspace navigation

2. Who typically uses it

Different people use different parts of the workspace:

• Company administrators set up the company, manage members and permissions, configure hiring rules, manage careers sites, and oversee privacy settings.
• Team members work broadly across hiring: they can manage jobs, review candidates, collaborate, and complete assigned work.
• Dedicated team members work with access granted through selected departments or sites, plus any specifically assigned jobs.
• Limited team members work only on jobs specifically assigned to them.
• Reviewers review and collaborate on specifically assigned jobs. The actions available to them depend on the assigned job and the specific task.
• Content editors manage careers-site content and publishing, but do not have access to internal jobs, candidates, team administration, or company settings.
• External recruiters use a separate recruiter workspace. They see the jobs assigned to them, submit candidates, and review candidates attributed to their recruiter profile.

3. What you can do from the main navigation

Jobs

Use Jobs to see the roles available in your current workspace. Search by job title and filter by department, location, or status. Each job shows its current status and the number of candidates in its hiring stages.

Open a job to:

1. Edit its details and candidate-facing content.
2. Configure the application and screening questions.
3. Review or adjust the hiring stages available for that job.
4. Open the screening workspace to review applications.
5. Preview the job before making it available to candidates.
6. Manage job collaborators when your role allows it.

Archived jobs are read-only until restored. Public publishing may also require a careers site, a public job address, a valid hiring pipeline, and a published applicant privacy notice.

Visual guide: the Jobs workspace

Candidates

Use Candidates as the workspace-wide candidate list. Search by name or other available candidate information, then filter by tag, source, or latest stage. Open a candidate to review their profile and applications.

From a candidate or application record, you may be able to review resumes and screening responses, add or edit permitted profile information, apply tags, write internal notes, send an email, log an activity, assign a task, schedule a meeting, and record an evaluation. Available actions depend on your role and access to the related job.

Activities

Use Activities as your personal work queue. It brings together assigned tasks and hiring updates that need your attention, including mentions, new applications, job updates, and event responses. Filter the inbox, open an item to act on it, complete assigned tasks, and mark notification alerts as seen.

Administrators may also see blocked tasks that need an owner restored, reassigned, or cancelled after access changes.

Settings

Use Settings for your own preferences and, when permitted, company-wide configuration.

• Overview provides the settings starting point.
• Profile lets you update your name, avatar, and personal account information.
• Notifications controls your inbox and email alerts.
• Company settings manages basic information about the active workspace.
• Careers sites manages sites, languages, site content, publishing, and public access.
• Data privacy manages the candidate privacy notice, retention rules, and privacy workflow readiness.
• Email templates manages candidate-facing application and privacy emails.
• Departments, Sites, Pipelines, Tags, Rejection reasons, and Scorecard templates help administrators standardize how the team organizes and evaluates hiring work.
• Team members manages workspace members, invitations, roles, and job or department access.

4. How Jobs, Candidates, Activities, and Settings work together

Think of the four main areas as one connected system:

1. In Settings, an administrator prepares the company details, pipeline stages, privacy notice, careers site, and team access.
2. In Jobs, you create a role, describe the opportunity, configure screening, and prepare it for candidates.
3. Candidates arrive through the careers site or are added by your team or an external recruiter. Their applications appear on the relevant job and in Candidates.
4. In the job’s screening workspace, the team reviews applications and moves candidates through the configured stages.
5. Notes, evaluations, tasks, meetings, messages, and other updates become part of the application’s working history and may also appear in Activities for the people responsible for them.

The active company workspace matters at every step. If you work for more than one company, use the account menu’s Switch company option before creating or reviewing anything. The selected workspace controls which jobs, candidates, settings, and permissions you see.

5. Typical hiring workflow

1. Select the correct workspace. Open the account menu and confirm the company name before you start.
2. Prepare the workspace. An administrator confirms company details, creates the needed pipeline stages, configures candidate privacy settings, and invites the hiring team.
3. Create a job. In Jobs, create a role and add its title, description, location, department, application fields, and screening questions.
4. Prepare candidate access. In Careers sites, build or update the candidate-facing site. In the job, preview the candidate experience and complete the requirements needed for publishing.
5. Attract candidates. Publish the job through the careers site when it is ready. External recruiters can also use their assigned intake links, Add candidate, Import from CV files, or Job email where available.
6. Collect applications. Open the job’s screening workspace to see applicants. Use Candidates to find candidate records across the workspace.
7. Review applications. Read the candidate profile, resume, screening responses, and application history. Use tags or filters to organize the review.
8. Collaborate. Add internal notes, assign tasks, schedule meetings, send candidate emails, log activities, and complete evaluations when those actions are available to you.
9. Progress candidates. Move each application to the next appropriate hiring stage. If a candidate is not moving forward, disqualify the application with the appropriate reason.
10. Make the decision. Use the application history, evaluations, and team discussion to identify the candidate to hire. Keep the job and remaining applications up to date according to your team’s process.

Visual guide: the candidate workflow

6. Role-aware access

Your access is based on both your role and the jobs, departments, or sites assigned to you.

Careers sites and candidate privacy

Administrators and content editors use Settings > Careers sites to manage the candidate-facing experience. A site can be drafted, previewed, published, tested, duplicated, or archived according to your permissions. Public sites display available jobs and provide the application experience.

Administrators use Settings > Data privacy to set the candidate privacy notice and retention rules, and Settings > Email templates for related candidate-facing messages. Candidates can use Privacy on the careers site to review the information held about them, view their applications, manage available retention choices, request a copy of their data, or request deletion. They receive a one-time secure link to verify access before viewing their information.

Invitations and account activation

Administrators invite internal teammates and external recruiters from Settings > Team members. The invitation carries the person’s role and any assigned access, such as departments, sites, or jobs.

When you receive an invitation:

1. Open the invitation link before it expires.
2. Confirm that the displayed name and email address are yours.
3. Create and confirm your password.
4. Choose whether to use Remember me.
5. Select Create password and join.
6. After activation, confirm that the expected company workspace and navigation are available.

If your email is already set up, sign in instead of creating another account. If the invitation has expired or no longer works, ask the administrator to resend it.

Common pitfalls

• You are in the wrong workspace. Check the company name in the account menu and use Switch company before searching for a job or candidate.
• A menu item is missing. Content editors see only careers-site settings, and external recruiters use a separate recruiter workspace. Other menu items may be hidden when your role does not include them.
• You can see something but cannot change it. You may have review access without edit access, or the job may be outside your assigned scope. Ask an administrator to confirm your role and job access.
• A job or candidate is not listed. Clear filters, check the job’s status, and confirm that you are in the workspace that owns the record.
• An archived job is read-only. Ask an administrator or an authorized teammate to restore it before editing.
• A public job will not publish. Check the careers site, public job address, active pipeline and stages, supported required fields, company verification, and published privacy notice.
• An invitation is expired. Do not keep using the old link. Ask a company administrator to resend the invitation.

Use the focused guides

When you need more than an orientation, continue with the guide that matches your next action:

1. Understanding Your Recruiting Workspace for workspace context and selection.
2. Roles and Access in the Recruiting Workspace for role and scope boundaries.
3. Invitations, Account Activation, and Workspace Access for joining or inviting people.
4. First-Time Administrator Setup for the initial company checklist.
5. Creating and Preparing a Job and Publishing Jobs Through a Careers Site for candidate attraction.
6. Reviewing Applications in the Screening Workspace, Moving Candidates Through Hiring Stages, and Collaborating on an Application for active hiring work.
7. Candidate Privacy and Data Requests, Managing Careers Sites and Site Content, and Working with External Recruiters for adjacent candidate-facing and partner workflows.

What to do first after signing in

1. Confirm the active company under the account menu.
2. Choose the starting area that matches your role:
   • If you are an administrator, open Jobs and choose Continue setup when the setup callout appears. Use Settings from the checklist for company configuration.
   • If you are a content editor, open Settings > Careers sites and review the active site draft.
   • If you are an external recruiter, start in Assigned jobs and confirm the jobs included in your assignment.
   • If you are an internal hiring teammate, open Activities and check whether anything is assigned to you.
3. If you are an internal hiring teammate, open Jobs and review the roles you can access.
4. Open a job’s screening workspace to understand its stages and current applications.
5. Open Candidates and try searching for a known candidate.
6. Update Profile and Notifications under Settings.