The process of sourcing and recruiting usually involves a great amount of teamwork. You and your team members may work on the same or similar projects simultaneously and it can be challenging for you to sort out the candidates' information or keep track of the communication between your team and the candidates.
In this article, we introduce some features in hireEZ to help you boost your teamwork efficiency.
Collaboration in Projects
In-Project Role Assignment
When you create a new project, you can invite other members of your team who obtain hireEZ licenses to join it. You can choose your collaborators from the drop-down menu and assign roles to them under the Team Members stage.
Each role obtains a different level of authorization:
Recruiter: can invite, assign roles, remove members, and do all sourcing and engagement actions.
Screener: can review and move candidates, leave notes/tags but no sourcing actions.
Viewer: can only view candidate profiles and activity status only. You can choose based on their roles in your team or their responsibilities on the specific project.
You can also share existing projects with your team members. After clicking on the project name, you can find the Share Project section under the Project Settings tab.
* If you are sharing the projects with someone who has the same domain as you but is not a user of hireEZ yet, he/she will receive an email invitation to sign up as a hiring manager.
If you are no longer working on the project, you can make one of the collaborators the Owner of the project. Just keep in mind that one project should only have ONE owner and you can assign others as the Owner only after you have invited them to join the project.
The Owner of the project can Archive or Delete the project by clicking on the three dots button next to the Collaboration tab or Modify the information in Project Details.
To keep track of all the shared projects, go to the Project tab or click on the View All link. As shown in the screenshot below, shared projects are listed with a group sign on the side. You may click on Owner on top of the column and choose to view projects owned by specific team members.
If you are the team leader and hold an Admin license, this page gives you a general overview of all the projects that your team members are working on and allows you to know who is responsible for certain projects.
Project Activity Log
You may view the activities related to a specific project under the Activity Log tab. The drop-down menus allow you to choose the particular Activity, including Candidates, Emails, Notes, Project Actions, Sourcing/Pipeline, Sync/Export, and Tags. You can also check the activities conducted by a particular team member when selecting the name from the All Members drop-down menu.
If the activity is related to a candidate's profile, for instance, when a new tag is added or a candidate is moved to a new stage, you can click on the blue link on the right to look through the candidate's profile.
Collaboration in Candidate Evaluation
Notes Sharing & @Mentions
You can view notes created by you and your collaborators under the Notes tab of the candidate's profile.
Depending on how you would like to cooperate with the collaborators in the project, you can choose the visibility of the note through the drop-down menu.
If you choose to allow individual members to view the information, you will be asked to choose specific team members in the next step.
You may also @ your team members in your notes. Simply add @ and then type in the user name of your teammates. You can find them from the drop-down list.
When you @someone, users who have access to the Note will be highlighted in blue, and users who are not able to view the information (e.g. outside of the project) are indicated in black.
You may also add tags and files to the candidate's profile and view your team members' activities under the Activity Log tab. For more information, please read: Sharing Information through the Candidate's Profile
You can share or bulk share any good-fit candidate's profiles with your team members and hiring managers.
* If you are sharing the profiles with someone who has the same domain as you but is not a user of hireEZ yet, he/she will receive an email invitation to sign up as a hiring manager.
You may also use the button on the candidate's profile.
After clicking on the link, you are able to select your team members from the drop-down list or invite the Hiring Manager by email. You may also copy the link and message your colleagues directly.
In either case, the link expires in 30 days. The feedback will be shown under the Notes tab of the candidate's profile. You may refer to the article here for more information: How to Share a Candidate's Profile
Collaboration in Candidate Engagement
When engaging with the candidate through hireEZ, you may send out the message on behalf of the Hiring Manager to make your candidate feel valued.
You may request Email delegation permissions from your team members on the Profile settings page. You can choose whether you want to send emails only or send emails and see replies.
Once your team member grants you the delegation permission, you are able to select the colleague's email from the drop-down menu when you try to message the candidate. You may also request delegation by clicking on +Send as hiring manager or team member.
For more information on email delegation settings, please read: Email Delegation (Send on Behalf of)
Collaboration as a Team Admin User
Reassign Project Ownership
The Team Admin user of the team is able to view and change the ownership of a project from the Admin Console page.
Manage Sourcing Configuration
As an Admin user of the team, you are able to set the sourcing configurations through the Admin Console page.
Located under the Sourcing tab, the Team Admin user can manage the Diversity, Security Clearance Search, Unbiased Sourcing Mode features, and add a Company List to Exclude candidates from certain companies.
You can also set the configurations for ATS Integration and Email Engagement, and edit the GDPR/CCPA Compliance emails and Single Sign On information on the General page.
For more information, please read: What Can You Do as a Team Admin on hireEZ?
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