Sharing Candidates with Your Team

Hiring decisions are rarely made by one person alone. SmoothHiring's Share Candidates feature lets you assign candidate profiles to team members for review, creating a structured collaboration workflow that ensures the right people evaluate the right candidates at the right time.

Table of Contents

1. Overview
2. How Sharing Works
3. Sharing a Candidate Profile
4. Email Notifications for Assignees
5. The Review Queue (Applicants to Review)
6. Review Queue Dashboard
7. Reviewing a Shared Candidate
8. Review Statuses
9. Assignment History
10. Sorting, Searching, and Filtering
11. Best Practices for Team Collaboration
12. Frequently Asked Questions

Overview

The Share Candidates feature enables a structured review process:

1. Recruiter or Administrator identifies candidates worth evaluating.
2. They share those candidates with specific team members (hiring managers, technical leads, etc.).
3. Assignees receive notifications and see the candidates in their personal Review Queue.
4. Assignees review profiles and update the status (To Review → In Progress → Reviewed).
5. The team can add comments and feedback throughout the process.
6. A complete assignment history tracks all sharing activity.

How Sharing Works

Key Concepts

Who Can Share

Any team member with access to the applicant list can share candidate profiles. This typically includes Administrators, Recruiters, and Hiring Managers. See Access Levels for details on role permissions.

Sharing a Candidate Profile

Step-by-Step

1. Open the candidate's profile from the applicant list.
2. Click the Share button (or look for the share/assign option in the profile toolbar).
3. The Share Profile to Members dialog opens.

The Share Dialog

The dialog presents:

• Title: "Share Profile to Members" (or similar title).
• Subtitle: Instructions for selecting team members.
• Notify by Email toggle: On by default. When enabled, selected team members receive an email notification about the assignment.
• Team Member List: Shows all team members in your organization with:
  • Avatar with initials
  • Full name
  • Email address
  • Role badge (Administrator, Recruiter, Hiring Manager, Observer)
  • Checkmark icon (filled green circle when selected, empty circle when not)
• Already shared indicator: If a candidate has already been shared with certain members, those members appear grayed out with a disabled selection state.

Selecting Team Members

1. Scroll through or search the team member list.
2. Click on each person you want to share the profile with.
3. Selected members show a green checkmark icon.
4. Click again to deselect a member.
5. You must select at least one member — a warning appears if you try to share without any selection.

Completing the Share

1. After selecting your team members, click Add (or Done if editing an existing share).
2. The candidate profile is shared with the selected members.
3. If the email notification toggle is on, assignees receive a notification.
4. A success or error message confirms the action.

Note: You can update the sharing list later by opening the share dialog again. Previously shared members are shown as already assigned.

Email Notifications for Assignees

When the Notify assignees by email toggle is enabled (default is on):

• Each selected team member receives an email notification.
• The email includes the candidate's information and a link to review their profile.
• This ensures assignees are promptly informed, even if they are not currently logged in.

You can turn off email notifications if you prefer to inform team members through other channels (e.g., in a meeting or via chat).

The Review Queue (Applicants to Review)

When candidates are shared with you, they appear in your personal Review Queue, accessible from the navigation sidebar.

Navigating to the Review Queue

• Click Applicants to Review in the left sidebar navigation.
• Or navigate directly to /employer/applicants-to-review.

Review Queue Dashboard

The review queue page features a summary dashboard with four key metrics:

Tabs

The review queue is organized into tabs:

Reviewing a Shared Candidate

From the Review Queue

Each shared candidate row in the queue shows:

Available Actions

• Profile: Opens the candidate's full profile for detailed review.
• Resume: Opens the candidate's profile scrolled directly to the resume section.
• Comment: Add a comment about the candidate (visible to all team members).
• More (⋮): Additional options like View Profile and View Resume.

Updating Review Status

1. Click the status dropdown on any candidate row (e.g., "To Review").
2. Select the new status:
   • To Review — Not yet started.
   • In Progress — Currently reviewing.
   • Reviewed — Review complete.
3. The status updates immediately.
4. When you mark a candidate as Reviewed, they move from the "Assigned to Me" tab to the "Reviewed" tab.

Review Statuses

Status Flow

To Review → In Progress → Reviewed

You can change the status back at any point (except from the Reviewed tab, where the status is locked).

Assignment History

The History tab provides a complete audit trail of all sharing activity:

• Who assigned the candidate (assignor name and avatar).
• To whom the candidate was assigned (assignee name).
• When the assignment was made (date and time).
• Which candidate was assigned (name, email).
• For which job the assignment relates to.

This is valuable for:

• Tracking team participation in the review process.
• Ensuring no candidates are overlooked.
• Auditing the decision-making process.

When there is no history yet, a helpful message appears: "When someone assigns an applicant to you or you assign one to a teammate, it will appear here with the date and who was involved."

Sorting, Searching, and Filtering

Search

Use the search bar at the top to find candidates by:

• Name
• Job title
• Email address

Search results update with a short debounce delay for a smooth experience.

Sort Options

Sort your review queue by:

Time Range Filters

Filter by when candidates were assigned:

• Last month
• Last 3 months
• Last 6 months
• Last year
• All time (default)

Page Size

Control how many candidates appear per page using the page size selector in the footer. Choose from standard page sizes to suit your preference.

Best Practices for Team Collaboration

Structured Review Process

1. Recruiter screens candidates and rates them with initial star ratings.
2. Recruiter shares top candidates with the hiring manager and relevant team leads.
3. Team members review profiles and update their status.
4. Everyone adds comments with their feedback and observations.
5. Hiring manager makes the final call after reading all reviews and comments.

Clear Communication

• Use the email notification toggle when sharing is time-sensitive.
• Add a comment explaining why you are sharing the candidate — "Strong technical background, would like your assessment of their leadership experience."
• Check the review queue regularly so shared candidates do not sit unreviewed.

Timely Reviews

• Aim to review shared candidates within 24–48 hours.
• Update the status to In Progress when you begin so others know you are on it.
• Mark as Reviewed promptly so the hiring manager can see progress.

Frequently Asked Questions

Can I share a candidate with multiple team members at once? Yes. The share dialog lets you select multiple team members simultaneously.

What happens if I share a candidate who was already shared with someone? Previously shared members appear as disabled (grayed out) in the share dialog. You can add new members without affecting existing assignments.

Can I unshare a candidate? You can update the share list by reopening the share dialog, but existing reviews and comments are preserved.

Do shared candidates appear in the assignee's regular applicant list? No. Shared candidates appear in the assignee's dedicated Review Queue (/employer/applicants-to-review), separate from the regular applicant list.

Are comments from the review queue visible to everyone? Yes. Comments added during the review process are visible to all team members who have access to the candidate's profile, not just the assigned reviewers.

Can I see who else a candidate has been shared with? Yes. When you open the share dialog for a candidate, you can see which members are already assigned (shown as disabled with checkmarks).

Related Articles

• Applicant Notes & Comments
• Applicant Ratings & Bookmarks
• Managing Candidates
• Access Levels