# Sharing Candidate Reports with Your Team ## Overview ![Applicants table](/files/flow-applicants-table690164690164.png) 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: | Section | Default | Can Hide | |---------|---------|----------| | Overview | Shown | No | | Professional Background | Shown | Yes | | Assessment Results | Shown | Yes | | AI Analysis | Shown | Yes | | Interview Notes | Hidden | Yes | | Hiring Team Notes | Hidden | Yes | | Contact Information | Hidden | Yes | | Salary Expectations | Hidden | Yes | --- ## 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 | Duration | Best For | |----------|----------| | 24 hours | Quick reviews with immediate turnaround | | 7 days | Standard hiring committee review | | 30 days | Extended evaluation periods | | Custom | Specific deadline-based access | | No expiration | Permanent access (use carefully) | ### 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.