Sharing Candidate Reports with Your Team

Overview

SmoothHiring's Shared Candidate Reports feature allows hiring teams to share comprehensive candidate profiles and assessment results with stakeholders who may not have a SmoothHiring account. Whether you need a department head's input on a finalist, want to share results with an external recruiter, or need executive sign-off before extending an offer, shared reports make collaboration seamless.

Shared reports provide a read-only view of candidate data through a secure, shareable link — no login required for the recipient.

Why Share Candidate Reports

Common scenarios for sharing reports:

• Hiring committee reviews — Share profiles with interview panelists before meetings
• Executive approval — Get sign-off from leadership who don't use the ATS daily
• External recruiters — Share candidate details with agency partners
• Client presentations — Staffing agencies sharing candidate shortlists with clients
• Cross-department input — Get feedback from future team members or stakeholders
• Compliance documentation — Share for record-keeping or audit purposes

Generating a Shareable Link

For Individual Candidates

1. Navigate to the candidate's profile in the applicant pipeline
2. Click the Share button (or the share icon) in the profile toolbar
3. Configure sharing options:
   • Report sections — Choose which sections to include
   • Expiration — Set when the link should expire
   • Access protection — Optionally add a PIN code for extra security
4. Click Generate Link
5. Copy the link and share it via email, chat, or any other channel

Quick Share

For fast sharing with default settings:

• Right-click a candidate in the pipeline view
• Select Quick Share from the context menu
• A link is immediately generated and copied to your clipboard

What the Shared Report Shows

Shared reports present candidate information in a clean, professional layout designed for easy review by non-technical stakeholders.

Report Sections

Candidate Overview

• Name and photo (if available)
• Current position and company
• Location
• Contact information (if sharing is enabled)
• Applied position and date

Professional Background

• Work experience timeline
• Education history
• Skills and certifications
• Resume download (if enabled)

Assessment Results

• Overall Score — The candidate's composite assessment score
• Personality Profile — Visual chart of personality dimensions
• Cognitive Abilities — Scores on aptitude tests
• Skills Assessment — Technical or role-specific test results
• Culture Fit — Alignment with company culture profile

AI Analysis Summary

• Smart Recruiter AI insights
• Strengths and potential concerns
• Role fit analysis
• Recommended interview focus areas

Interview Notes (if included)

• Interviewer feedback and ratings
• Structured interview responses
• Overall interview recommendations

Hiring Team Notes (if included)

• Internal notes and comments from the hiring team
• Tags and labels applied to the candidate

Configurable Visibility

When generating a shared link, you control exactly which sections are visible:

Cohort Reports

Beyond individual candidate reports, SmoothHiring supports Cohort Reports — shareable views that compare multiple candidates side by side.

What is a Cohort Report

A cohort report groups multiple candidates for a position into a single, shareable comparison view. This is ideal for:

• Presenting a shortlist to hiring managers
• Comparing finalists across assessment dimensions
• Getting stakeholder input on which candidates to advance

Creating a Cohort Report

1. Navigate to the job's applicant pipeline
2. Select multiple candidates (checkbox selection)
3. Click Create Cohort Report from the actions menu
4. Configure the report:
   • Report title — Name this comparison (e.g., "Senior Developer Finalists")
   • Included metrics — Choose which assessment dimensions to compare
   • Sort order — How candidates are initially ordered
   • Notes — Add context for reviewers
5. Generate and share the link

Cohort Report Features

• Side-by-side comparison — See candidates in columns for easy comparison
• Ranking visualization — Visual indicators of relative performance
• Dimension breakdown — Compare specific traits across candidates
• Stakeholder feedback — Recipients can leave comments or rankings
• Summary statistics — Average scores, ranges, and standout traits

Stakeholder Interaction

Recipients of cohort reports can:

• View all candidate profiles in the cohort
• Compare assessment scores visually
• Leave comments on individual candidates
• Rank candidates in order of preference
• Submit their feedback back to the hiring team

Security & Privacy

Link Security

Shared report links are designed with security in mind:

• Unique tokens — Each link contains a cryptographically random token
• Expiration dates — Links automatically expire after the configured period
• PIN protection — Optional PIN code required before viewing
• View tracking — See who accessed the report and when
• Revocation — Links can be revoked instantly at any time

Expiration Options

Privacy Considerations

• Candidate consent — Ensure your hiring process communicates that profiles may be shared with decision-makers
• Data minimization — Only include sections that are necessary for the reviewer's decision
• Access logging — All views of shared reports are logged for audit purposes
• GDPR compliance — Shared links respect data retention policies and candidate deletion requests
• No indexing — Shared report pages include noindex directives to prevent search engine discovery

Managing Active Links

To manage all shared links for a candidate:

1. Open the candidate's profile
2. Click Shared Links in the actions menu
3. View all active and expired links
4. Revoke any link that should no longer be accessible
5. See view history for each link

Branding Shared Reports

Shared reports carry your organization's branding:

• Company logo appears at the top of the report
• Brand colors are used throughout the design
• Custom footer text can be added (e.g., confidentiality notice)
• The report URL uses your branded domain (if configured)

Notifications & Tracking

For the Sharer

• Receive notifications when someone views your shared report
• Track total views and unique viewers
• See when feedback is submitted on cohort reports

For Recipients

• No account required to view
• Clean, distraction-free reading experience
• Mobile-responsive layout for viewing on any device
• Option to print or save as PDF

Best Practices

1. Set appropriate expiration dates — Don't leave links active indefinitely
2. Use PIN protection for sensitive roles or executive positions
3. Include context — Add a note explaining what feedback you're looking for
4. Limit sections — Only share what's needed for the reviewer's decision
5. Use cohort reports for shortlists rather than sending multiple individual links
6. Review active links periodically and revoke those no longer needed
7. Brand your reports — They represent your organization to external stakeholders

Frequently Asked Questions

Q: Can recipients edit the candidate's profile? A: No. Shared reports are always read-only. Recipients cannot modify any candidate data.

Q: Do I need a specific plan to use shared reports? A: Shared reports are available on Professional and Enterprise plans. Check your Feature Usage dashboard for limits.

Q: Can I see who clicked my shared link? A: Yes. View tracking shows when the link was accessed, but it cannot identify the specific person unless they authenticate.

Q: What happens when a link expires? A: The recipient sees a message indicating the link is no longer valid. No candidate data is shown.

Q: Can I re-share an expired link? A: You'll need to generate a new link. Expired links cannot be reactivated.