Managing your job team

How to add, change and remove the people and agencies on a job, what each job role can do, and what a team change does to approval.

Every job has its own team. Adding someone to it is what gives a Member access to the job, and the role you give them decides what they can do there. You manage the team on the job's Team tab. Who is allowed to change it depends on the job's status, and on an approved job a change sends the job back for approval.

Who is added automatically, and who can see a job without being on its team, is covered in "Automatic team assignment and who can see a job". This article covers changing the team by hand.

The three job roles

Job roles are separate from the system roles on a person's account (Admin, HR, Member, Agency). A person can hold only one role on a given job.

Editing rights are narrower once a job is live. From then on only Admin and HR users can change its configuration, whatever their role on the job.

The sensitive job settings are narrower still, at every status. Blind Scoring, Confidential Shortlisting and its Auto-Reveal Stage, the rejection email options and the shortlisting set-up for each stage can only be changed by Admin, HR or the job's hiring lead. A Recruiter or Hiring Manager who did not create the job sees the notice "Only Admin, HR, or the job's hiring lead can change these settings at this stage." and does not see the per-stage shortlisting section.

Two organisation settings widen what Hiring Managers and Interviewers can do. Under Settings then Roles & Permissions, an Admin can allow hiring managers and interviewers to move candidates between stages, allow hiring managers to edit a candidate's sub-status, and allow Hiring Managers to add a candidate's first CV. All three are off until an Admin switches them on. Admin and HR users are not affected by them.

The interviewer and shortlisting reviewer pickers only offer people who are on the job's team, whatever their role. If you cannot find someone there, add them to the team first.

Who can change the team

Whether you can change the team depends on your account, your role on the job and the job's status.

The Team tab is not shown while a job is a Draft, Pending Approval or Pending Setup. It appears once the job is Approved. The add, role and remove controls are shown to Admin and HR users and to anyone on the team as a Recruiter or Hiring Manager. An Interviewer sees the list with no controls.

If you can see the controls but the job's status does not allow you to use them, saving fails with a message such as "Only Admin or HR users can modify a live job's configuration (pipeline, form, team, publishing)" or "Only Admin, HR, or the hiring lead can modify this job". Ask an Admin or HR user to make the change.

The person who created the job is its hiring lead and is not shown as a role on the Team tab. A Member who created a job but is not on its team as a Recruiter or Hiring Manager does not see the controls on the Team tab.

Adding a team member

1. Open the job and select the Team tab. Organisations with more than one company also see a Company box at the bottom of the tab. Choose the company whose users you want to browse. It starts on the job's own company.
2. Open the Select a user... box and type in Search users... to find the person. Only active users appear, and people already on the team are left out. If nothing matches, the list says "No users found."
3. Choose their role. The box next to the user picker starts on Recruiter. The options are Hiring Manager, Recruiter and Interviewer.
4. Select Add. The button stays greyed out until you have picked a person.

The person appears straight away under their role heading. Headings are always in the order Hiring Manager, Recruiter, Interviewer, and a heading with nobody under it is not shown. A job with no team shows "No team members assigned to this job yet."

When a parent company opens a subsidiary company's job, team members from a different company than the job carry a From badge with that company's name.

Errors when adding

• "User is already a member of this job team". Each person can be on a job once. Change their role instead.
• "Agency users cannot be added as job team members. Assign the agency to the job instead." Agency users are not team members. Use the Agencies section below.
• A person you expect to see is missing from the picker. They are either deactivated, an Agency user, or already on the team. Check their account under Settings then User Management.

Adding people during job setup

Before the job is Approved there is no Team tab. The first team members are added on the Recruitment Team step of the job setup steps.

1. Open the Employee box, search under Search employees... and pick the person.
2. Set Role in this job.
3. Select Add Member.

People added automatically show an Auto-added label on this step, and you can remove them or change their role like anyone else. Each row shows the person's name and email address. The job needs at least one team member before you can complete setup. Without one, you see "At least one team member is required". The step also carries the Agencies section described below.

Changing a role

On the Team tab, use the role dropdown beside the person's name and pick the new role. It saves as soon as you choose. The person moves to the matching heading. There is no need to remove and re-add them.

Removing a team member

Select the bin icon (Remove team member) beside their name. There is no confirmation step, and the person is taken off at once. Adding them again puts them back with whichever role you choose.

It affects this job only. Their account and their access to other jobs are unchanged. A Member who is removed loses access to the job, unless they created it or are waiting to approve it. Admin and HR users can still open every job, so removing them from a team changes nothing for their access.

If they were a reviewer on any shortlisting stage of the job, they are taken off that stage too, so the stage does not keep waiting for a review that nobody can give. The number of reviews a stage needs is lowered if it would otherwise be higher than the reviewers left.

When someone leaves

When an Admin or HR user deactivates a person who is a hiring lead, is on job teams, or has open tasks, a Transfer responsibilities and deactivate window opens first. It lists what the person holds: jobs as hiring lead, jobs as a team member, open tasks and outstanding onboarding tasks. Pick a colleague under Transfer to (it starts on you) and select Transfer and deactivate. The colleague takes over those items, so you do not need to rebuild each team by hand. A summary then shows what moved.

Items on jobs you cannot see stay with the person. The window tells you so, and an Admin has to complete the handover.

What happens to approval

Changing the team of an Approved job that went through an approval workflow counts as editing it. Adding someone, changing a role or removing someone sends the job back for approval. You see a message reading "Sent back for approval", and the approvers for the first level are notified again. The job stays out of use until it is approved again. The change is saved together with the restart.

If an approval group in the workflow has no members left, the change is refused with "Approval group" followed by the group's name, "has no members. Add members before editing an approved job (the edit re-enters approval)." Add members to the group first, then make the team change.

A Pending Setup job has not been through this yet, so team changes there do not affect approval. A job that is already live is changed by Admin or HR only, and team changes on it do not send it back for approval.

If two people work on the same job at once and it goes live while you are saving, you see "This job changed while you were editing it and your changes were not saved. Refresh and try again." Refresh the page and check whether you can still make the change.

Assigning an agency

Recruitment agencies are not team members. They have their own Agencies section further down the Team tab (and on the Recruitment Team step during setup). Everyone who can open the tab can see which agencies are assigned. Only Admin and HR users can assign or remove them, and they can do it at any job status. Assigning or removing an agency does not send an approved job back for approval.

The agency must already exist and be active. Agencies are created under Settings then Agencies. If none are active, the list says "No active agencies found. Add one in Settings first."

1. In the Agencies section, select Assign agency.
2. In the Assign an agency window, open Agency and pick an agency. Agencies already on the job are not offered again.
3. Under Agency users, tick the people at the agency who should work on this job. The list shows the agency's active user accounts. If the agency has none, it says "No active user accounts for this agency".
4. If you tick nobody, a Contact (optional) box appears when the agency has contacts. It starts on "No specific contact". Pick the person at the agency who should be told about the job. The box is hidden while anyone is ticked.
5. Select Assign.

Recruit emails everyone you ticked to say the agency has been assigned to the job, with a link to it. If you chose a contact instead and that contact has an email address, the email goes to them. If you ticked nobody and chose no contact, no email is sent.

Each assigned agency is listed with its name and the people you ticked, or with the contact you chose, or "No contact selected". To change the people later, select the pencil icon (Edit agency users) beside the agency, tick or untick names and select Save. The agency itself cannot be changed there. People you add are emailed, and people who were already ticked are not emailed again.

To take an agency off the job, select the bin icon (Remove agency) beside it. An agency that has been deactivated cannot be assigned ("Cannot assign an inactive agency").

Ticking people decides who is told about the job and whose names are listed against it. It does not limit what agency users can see: every user at an assigned agency still sees all the jobs assigned to their agency.

Who to ask

If you cannot see the team controls, or you get a message that you cannot modify the job, ask an Admin or HR user. If you need to change what a role is allowed to do across the whole organisation, see "Understanding roles and permissions".