Settings Reference for Workspace Administrators

Settings is where you maintain your personal preferences and the shared configuration for the active company workspace. Use it to keep company information accurate, control who can access hiring work, standardize hiring workflows, and manage the candidate-facing experience.

The Settings page changes with your role. You may see Your settings and only the App settings areas your role can manage. A missing item usually means that the setting is restricted, not that the workspace is missing the feature.

Prerequisites

Before you change a setting, make sure that:

1. You can sign in to the recruiting application.
2. You have selected the correct company workspace.
3. You understand whether the change affects only you, the whole workspace, candidates, jobs, or other team members.
4. You have administrator access when the setting controls shared workspace behavior.
5. You know whether a dedicated article is needed for careers sites, privacy, invitations, or a specific hiring workflow.

Visual guide: the Settings overview

Open Settings

1. Select Settings from the main navigation or your account menu.
2. Confirm the workspace name before changing anything.
3. Start from the Settings overview.
4. Choose an item under Your settings or App settings.

The Settings sidebar remains available while you move between settings pages. Select Settings or Overview to return to the overview.

Your settings

These areas apply to your account rather than to every member of the workspace.

Profile

Use Profile to update your personal details and profile photo.

You can edit:

• First name
• Last name
• Your profile photo

Your Email address is read-only because your primary account email is managed by an administrator. Select Save changes after updating your personal details.

Notifications

Use Notifications to choose whether hiring updates are Active or Muted in your Inbox and by Email.

The available notification groups are:

• Candidate: new applications for jobs you own or collaborate on.
• Job: job publication and status changes.
• Event: responses to events you organize.
• Personal: mentions and task assignments.

Changing an alert channel does not hide assigned tasks. Check Activities when you need to confirm whether work is still open.

App settings

These areas affect the shared company workspace or its candidate-facing experience. Most are limited to company administrators.

Company and workspace identity

Open Company settings when the company name shown to teammates or candidates needs to change.

1. Review Company details.
2. Update Company name.
3. Leave Workspace URL unchanged unless support has instructed you otherwise; it is read-only in the application.
4. Select Save changes.

The company name can appear in workspace information and candidate messages, so keep it consistent with the name your candidates should recognize.

Careers sites

Open Careers sites to manage the public candidate experience for your workspace. You can review active sites, see whether a site is a Draft or Published, open a preview or published review, and use the available site actions.

Depending on your role and the site state, you may be able to:

• Select Create careers site.
• Edit site content and languages.
• Preview the site before publishing.
• Duplicate a site as a private, unpublished copy.
• Archive a site.
• Restore an archived site privately.
• Choose the primary site when more than one site is available.

An archived site remains private until you deliberately publish it again. Use the dedicated careers-site articles for the full editing and publishing workflow.

Data privacy and Email templates

Use Data privacy to manage the candidate privacy notice and data-retention rules. Depending on the workspace configuration, this can include:

• The legal company name used in the notice.
• The privacy contact email.
• The notice title and privacy policy text.
• The inactivity period used for retention review.
• Optional extended-retention wording and choices.
• Privacy notice language versions.

Use Email templates to edit the candidate-facing application confirmation and privacy-related messages. Review each language version before saving because these messages are sent to candidates.

The Sourced candidate notice area lets you choose Manual review or Automatic sending when the default-language privacy notice is complete and saved. Use the dedicated privacy article for the full review, retention, and candidate-request process.

Departments and Sites

Departments and Sites provide reusable workspace information for jobs and access management.

Departments

Open Departments to:

1. Select Add department.
2. Enter the Department name and any available language versions.
3. Select Add department.
4. Use Edit to rename a department or update translations.
5. Use Delete only when the department has no linked jobs and its access assignments can be removed.

If a department has linked jobs, the application asks you to reassign those jobs before deletion. Departments can also be used when assigning department access to team members.

Sites

Open Sites to create reusable locations for jobs.

1. Select Add site.
2. Enter the Site name, Country, and City.
3. Add ZIP code (optional), External ID (optional), and language versions when needed.
4. Select Add site.
5. Use Edit to correct location details.
6. Use Delete only when the site has no linked jobs and its access assignments can be removed.

Sites can be used for job locations and site-based access. Deleting a site with linked jobs is blocked until those jobs are reassigned.

Team members and invitations

Open Team members to manage who can work in the workspace.

Invite an internal teammate

1. Open Invite member.
2. Enter the teammate’s First name, Last name, and Email.
3. Choose a Workspace role.
4. Choose the appropriate Department scope, Site scope, or Job access.
5. Select Create invitation.

Use Job access when the person should work only on selected jobs. Limited team members and reviewers require job-specific access. Confirm the access choices before sending because they determine which jobs and applications the person can see.

Invite an external recruiter

Use Invite external recruiter when a recruiting partner needs access to selected jobs. Enter the person’s details, optionally choose a Department tag, choose at least one job under Job access, and select Create recruiter invitation.

External recruiters receive access to the separate External recruiter workspace. They do not become internal team members.

Manage members and invitations

The page separates:

• Active members, where you manage existing internal members and their access.
• Active external recruiters, where you manage recruiting partners and assigned jobs.
• Pending invitations, where you can Resend invite or Revoke an internal invitation.
• Pending recruiter invitations, where you can Resend invite or Revoke a recruiter invitation.

Resending creates a fresh acceptance link and refreshes the expiry. Revoking makes the invitation unusable. Use the dedicated invitations article when an invitee needs activation or account-recovery help.

Pipelines and scorecards

Pipelines

Open Pipelines to maintain reusable hiring stages.

1. Choose Hiring pipelines.
2. Select Add pipeline to create one.
3. Open a pipeline and select Edit to review its stages.
4. Use Add stage, Edit, or the stage move controls to maintain the sequence.
5. Select Make default for new jobs when the pipeline should be preselected for future hiring.
6. Archive a pipeline only after linked jobs are reassigned and another default has been chosen when necessary.

System stages such as Sourced, Applied, and Hired have fixed positions. Active pipeline stage changes save immediately and can affect every linked job, while existing candidate history is preserved. Archived pipelines can be restored with Reactivate pipeline.

Scorecard templates

Open Scorecard templates to create structured evaluation forms for interviews and screenings.

1. Select Add template.
2. Enter a Template name and optional Purpose of the interview.
3. Choose an Answer scale.
4. Add sections and questions.
5. Select Create template.
6. Use Edit to update a template or assign it to a stage from Pipelines.

Templates show their question count, sections, answer scale, and stage assignments. If a template is already shared with stages or jobs, changes apply wherever it is assigned. A template in use cannot be deleted until its assignments are removed.

Tags and Rejection reasons

Tags

Open Tags to maintain shared labels used across candidate profiles and applications.

1. Select Add tag.
2. Enter a short Tag name.
3. Select Create tag.
4. Use Search tags to find a label.
5. Use Edit or Save changes to rename it.
6. Use Archive tag for a label that should stay on existing candidates but no longer appear in assignment lists.
7. Use Restore to make an archived tag selectable again.
8. Delete only an unused tag.

Archived tags remain on existing candidates. They are hidden from new assignment lists, while unused tags can be permanently deleted.

Rejection reasons

Open Rejection reasons to standardize why applications leave the hiring process.

1. Select Add reason.
2. Enter a Reason name and choose a Reason type.
3. Configure candidate communication when the reason should trigger an email.
4. Select Create reason.
5. Use Search reasons, Edit, or Save changes to maintain the list.
6. Archive a reason that is in use; delete only an unused reason.

Reasons can be used for rejections, withdrawals, and declined offers, and may also be referenced by screening rules. Archived reasons stay attached to existing decisions and screening rules.

A safe Settings workflow

1. Select Settings and confirm the company workspace.
2. Decide whether the change is personal, shared workspace configuration, or candidate-facing.
3. Review the relevant item under Your settings or App settings.
4. Check whether the item is already used by jobs, candidates, stages, invitations, or published content.
5. Make the smallest necessary change.
6. Select Save changes, Create, Archive, Restore, or the relevant action.
7. Reopen the affected job, candidate, invitation, or careers site to confirm the result.
8. Tell the hiring team when a shared setting changes the way they work.

Role-aware access

Settings visibility is controlled by the role on the active company workspace.

The active workspace also matters. A person may have administrator access in one company workspace and a different role or no access in another.

Common pitfalls

You are in the wrong workspace

Settings apply to the selected company workspace. Use Switch company before editing company details, team members, pipelines, privacy, tags, or careers sites.

A Settings item is missing

The overview hides shared settings that your role cannot manage. Ask a company administrator to confirm the role or make the change for you. Do not assume that seeing Settings means you can edit every category.

You have permission but the page still redirects to Settings

The setting may require a different administrator permission, or the selected workspace may not be the one where you have access. Return to the overview, confirm the workspace, and ask an administrator to verify your role.

A department, site, tag, reason, pipeline, or scorecard cannot be deleted

The item may be in use. Reassign linked jobs, remove stage assignments, or resolve existing usage before deleting. Use archive or restore when the application offers those options.

A pipeline change affects more jobs than expected

Some pipelines are shared by multiple jobs. Review the linked-job count before changing stages, and tell the hiring team before making a shared change.

A candidate-facing message is wrong

Review Company settings, Data privacy, Email templates, and the relevant careers site. Save the correction, then preview the candidate-facing content before relying on it in a live hiring process.

An invitation has expired

Open Team members, find the pending invitation, and select Resend invite. The new link has a refreshed expiry. If the invite was revoked or the email address is wrong, create a new invitation instead.

You are trying to manage an external recruiter from internal member access

External recruiters have their own invitation, job access, and workspace. Use the external recruiter panels in Team members and do not give an external recruiter an internal teammate role to work around the boundary.