Working with External Recruiters

The External recruiter workspace gives recruiting partners a focused way to work on the jobs you assign to them. Recruiters can submit candidates, review the candidates they submitted, update candidate details, add recruiter notes, and see a limited summary of their contribution.

External recruiters do not use the internal recruiting workspace. They cannot browse every candidate, open shared Settings, or manage jobs and careers sites. The company team keeps control of hiring decisions and broader candidate access.

Prerequisites

Before you work with an external recruiter, make sure that:

1. You are a company administrator if you need to invite, scope, remove, or review a recruiter.
2. The jobs you want the recruiter to work on already exist in the correct company workspace.
3. You know the recruiter’s first name, last name, and email address.
4. The recruiter understands which jobs they can access and which submission method to use.
5. The recruiter accepts the invitation using the invited email address.

Visual guide: the external recruiter invitation

Invite an external recruiter

1. Open Settings > Team members.
2. Select the option to invite an external recruiter.
3. Enter First name, Last name, and Email.
4. Optionally choose a Department tag.
5. Under Job access, choose at least one job.
6. Select Create recruiter invitation.

The recruiter receives a private acceptance link for the selected jobs. An external recruiter invitation is separate from an internal teammate invitation, so the recruiter joins the External recruiter workspace rather than the internal company workspace.

Choose job access carefully. The assigned jobs determine what the recruiter can work on and what appears in their workspace.

Manage recruiter access

Active external recruiters

The Active external recruiters area shows each recruiter’s:

• Assigned jobs
• Optional department tag
• Sourced candidates
• Active applications
• Hired applications
• Disqualified applications
• Inbound email outcomes

Select Remove recruiter when the partner should no longer access the workspace. Removing a recruiter ends their access to the company workspace.

Pending recruiter invitations

Pending invitations remain separate from active recruiters. Review the listed jobs and expiry date before taking action.

• Select Resend invite to deliver a fresh acceptance link and refresh the expiry.
• Select Revoke to make the pending invitation unusable.

If the invitation has expired, resend it instead of asking the recruiter to reuse the old link.

Accept the invitation

When the recruiter opens the link:

1. Confirm that the invited email address is correct.
2. Review the listed department and jobs under Recruiter access included.
3. If the email already has an account, select Continue to sign in and join.
4. If it does not have an account, create a password in the invitation form.
5. Select Join recruiter workspace when prompted.

If you are already signed in with a different email, sign out before accepting. The invitation belongs to the invited email and cannot be accepted by switching the invitation to another account.

Visual guide: the recruiter invitation acceptance screen

Start in Assigned jobs

After signing in, the recruiter lands on Assigned jobs. This page shows only the jobs included in the recruiter’s assignment.

The summary can include:

• Assigned jobs
• Submitted candidates
• Active applications
• Hired applications
• Disqualified applications
• Email intake, with received, imported, and failed counts

Select View submitted candidates to open the recruiter’s candidate list. A job row can include these intake actions:

• Add candidate
• Import from CV files
• Get intake link
• Job email

If no jobs are assigned, ask a company administrator to update the recruiter’s job access.

Submit a candidate

Choose the submission method that matches the recruiter’s process.

Add one candidate manually

1. Select Add candidate for an assigned job.
2. Enter First name and Last name.
3. Add Email, Phone, and Headline when available.
4. Select Submit candidate.

The candidate is created as a recruiter-owned candidate for that assigned job. The recruiter can then find the candidate under Submitted candidates.

Import from CV files

Use Import from CV files when the recruiter has several resumes to submit.

1. Select Upload resumes.
2. Choose between 1 and 20 PDF, DOC, or DOCX files.
3. For every file, confirm First name, Last name, Email, Phone, and Headline.
4. Select Import candidate records.

The files are used to prepare the import and are not kept on the candidate records. The recruiter must confirm the candidate details manually; the application does not automatically parse the resume into a complete profile.

Share an intake link

1. Select Get intake link for an assigned job.
2. Copy the recruiter-specific intake link shown for that job.
3. Share the link through the recruiter’s approved sourcing process.

The link is tied to the recruiter and job, so submitted candidates remain recruiter-owned. It is intended for recruiter submissions, not as a general public application form. If the candidate already exists in the workspace, use the company team’s existing candidate process rather than expecting the link to merge the records automatically.

Use Job email

1. Select Job email for an assigned job.
2. Forward one candidate email at a time to the displayed Job email address.
3. Include exactly one PDF, DOC, or DOCX resume attachment.
4. Open the received email row and confirm the candidate’s First name, Last name, Email, Phone, and Headline.
5. Select Import candidate from email.

The inbox shows whether the email is Received, Imported, or Failed. For a failed import, correct the candidate details or attachment issue and select Retry import.

There is no automatic resume parsing in this workflow. Treat the received email as an intake item that still needs manual confirmation.

Visual guide: the recruiter candidate intake options

Review submitted candidates

1. Open Submitted candidates.
2. Select a candidate to open the recruiter-owned profile.
3. Review the candidate’s Source and Applications.
4. Use the application line to see the job and current stage shown to the recruiter.

The list includes only candidates sourced by the signed-in recruiter for jobs assigned to that recruiter profile. A candidate submitted by another recruiter or created through another source may not appear.

Update a recruiter-owned candidate

On the candidate profile, update the available details:

• First name
• Last name
• Email
• Phone
• Headline

Select Save profile after correcting the information.

Use Recruiter notes to add context for the company team, such as availability details or sourcing notes:

1. Choose the relevant Application.
2. Enter text under Add a note.
3. Optionally add an Attachment (optional).
4. Mention an internal teammate when the available handle is shown.
5. Select Save note.

One note attachment up to 10 MB is supported. Valid teammate mentions create an event for the internal user. Keep notes focused on useful recruiting context and avoid adding information that should not be shared with the hiring team.

Review recruiter reporting

Company administrators can open Recruiter reporting from the external recruiter management area. The overview summarizes:

• Active recruiters
• Pending invites
• Assigned jobs
• Recruiter-owned candidates
• Active applications
• Hired applications
• Disqualified applications
• Inbound email outcomes

Select Export intake CSV when you need the current recruiter intake summary outside the application.

The External recruiter workspace provides a focused self-summary and recruiter-owned visibility. Broader collaboration, hiring-team review, stage decisions, and deeper analytics remain in the internal recruiting workspace.

Typical external recruiter workflow

1. A company administrator opens Team members and assigns the recruiter at least one job.
2. The recruiter accepts the invitation with the invited email address.
3. The recruiter opens Assigned jobs and chooses a submission method.
4. The recruiter adds a candidate manually, imports confirmed details from CV files, shares the intake link, or uses Job email.
5. The recruiter confirms the candidate’s details and submits the record.
6. The recruiter opens Submitted candidates to check the candidate’s source, applications, and current stage.
7. The recruiter updates the profile or adds Recruiter notes when more context is needed.
8. The internal hiring team reviews the candidate in the internal workspace and makes the hiring-stage decisions.
9. The administrator checks recruiter reporting and updates job access when the recruiting assignment changes.

Role-aware access

An external recruiter’s access is narrower than an internal team member’s access. The recruiter cannot use the internal Jobs, Candidates, Activities, or Settings areas as an administrator or hiring-team reviewer.

Common issues

You are in the wrong company workspace

Recruiter assignments belong to a specific company workspace. Confirm the workspace shown in the recruiter area before assuming a job or candidate is missing.

The recruiter does not see a job

The job may not be assigned to that recruiter profile, or the invitation may have been created for a different company. Ask an administrator to review Job access under the active recruiter record.

The invitation is expired, revoked, or already accepted

Ask the company administrator to open Pending recruiter invitations. The administrator can select Resend invite for an expired link or create a fresh invitation when the previous one was revoked or already used.

The signed-in email does not match the invitation

Sign out and reopen the invitation using the invited email. The invitation cannot be transferred to a different account.

A candidate is blocked as a duplicate

The workspace already has a candidate with that email address. The External recruiter workspace does not merge an existing candidate automatically. Ask the internal hiring team how to handle the existing record.

A CV import is rejected

Use only PDF, DOC, or DOCX files, select no more than 20, and confirm first and last names for every file. The resume files are not saved to the created candidate records, so retain any required document in the approved company process.

A job email is marked Failed

Check that the message was sent to the correct job-specific email address, includes exactly one supported resume attachment, and contains one candidate at a time. Correct the details and select Retry import.

The recruiter cannot see or change a candidate

The recruiter can work only with candidates sourced by that recruiter for assigned jobs. Candidates submitted by someone else, or candidates outside the recruiter’s assigned jobs, remain outside the recruiter’s view.

The recruiter expects to move a candidate or see the whole hiring team

The External recruiter workspace is for scoped candidate intake and recruiter-owned collaboration. Use the internal recruiting workspace for broader candidate review, stage movement, evaluations, and hiring decisions.