# Hiring Team Collaboration in SmoothHiring

Hiring is a team effort. SmoothHiring provides powerful collaboration features that keep your entire hiring team aligned — from recruiter to hiring manager to interviewer. Share candidate evaluations, leave notes, collaborate on scorecards, and manage access levels to create an efficient, transparent hiring process.

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## Overview

![Applicant comments](/files/flow-commentsbb5ce7bb5ce7.png)

SmoothHiring's team collaboration features include:

- **User Roles & Access Levels** — Control who can see and do what
- **Shared Candidate Profiles** — Everyone on the hiring team can view candidate information
- **Interview Scorecards** — Structured, independent evaluations from multiple interviewers
- **Notes & Comments** — Add internal notes to candidate profiles
- **Activity Logs** — Track all actions taken on a candidate
- **Email Notifications** — Keep the team informed of pipeline changes
- **Task Management** — Assign and track hiring-related tasks
- **Shared Reports** — Share candidate evaluation reports

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## User Roles & Access Levels

SmoothHiring uses a role-based access control system to ensure team members see only what they need.

### Available Roles

| Role | Description |
|---|---|
| **Owner** | Full control over the account, billing, settings, and all hiring activities |
| **Admin** | Manage settings, users, and hiring workflows. Can't modify billing. |
| **Hiring Manager** | Manage assigned jobs, review candidates, conduct interviews |
| **Recruiter** | Source candidates, manage pipelines, communicate with applicants |
| **Interviewer** | Limited access to view and evaluate assigned candidates |

### Managing Users

#### Adding a User

1. Navigate to **Settings → Account → Manage Users**.
2. Click **Add User**.
3. Fill in the user details:
   - **First Name** and **Last Name**
   - **Email Address**
   - **Role** — Select from Owner, Admin, Hiring Manager, Recruiter, or Interviewer
4. Click **Save** or **Invite**.
5. The user receives an email invitation to join your SmoothHiring account.

#### Editing User Roles

1. Go to **Settings → Account → Manage Users**.
2. Find the user in the list.
3. Click on their name or the edit action.
4. Change their **Role** as needed.
5. Save the changes.

#### Removing a User

1. Go to **Settings → Account → Manage Users**.
2. Find the user to remove.
3. Click the **Remove** or **Delete** action.
4. Confirm the removal.

> **Tip:** Regularly review your user list and remove access for team members who have left the organization or are no longer involved in hiring.

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## Candidate Notes

Add internal notes to any candidate's profile to share observations, feedback, and action items with your team.

### Adding a Note

1. Navigate to a candidate's **Applicant Profile**.
2. Find the **Notes** section or tab.
3. Click **Add Note**.
4. Type your observation, feedback, or action item.
5. Click **Save**.

### Note Best Practices

- Keep notes **professional and objective** — they may be discoverable in legal proceedings
- Focus on **job-related observations** only
- Use notes to document **specific examples** from interviews
- Tag team members using **@mentions** when you need their attention
- Date your notes for reference

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## Interview Scorecards

Scorecards provide a structured way for multiple interviewers to independently evaluate candidates against consistent criteria.

### Creating a Scorecard

1. Navigate to the **Scorecards** section from your main navigation.
2. Click **Create Scorecard**.
3. Define evaluation criteria (e.g., Technical Skills, Communication, Culture Fit, Problem Solving).
4. Set a **rating scale** for each criterion (e.g., 1–5 stars).
5. Add **prompts or guidance** for each criterion to help interviewers evaluate consistently.
6. Save the scorecard.

### Using Scorecards

1. After conducting an interview, open the candidate's profile.
2. Find the **Scorecard** section.
3. Rate the candidate on each criterion.
4. Add comments explaining your ratings.
5. Submit your scorecard.

### Reviewing Team Scorecards

Hiring managers and admins can view all submitted scorecards for a candidate:

- See **individual ratings** from each interviewer
- View **average scores** across all evaluations
- Read **interviewer comments** for context
- Identify areas of **consensus** and **disagreement**
- Make more **data-driven** hiring decisions

> **Tip:** Ask interviewers to complete scorecards immediately after the interview while the conversation is fresh. Set a 24-hour deadline for scorecard submission.

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## Shared Candidate Reports

SmoothHiring allows you to generate and share comprehensive candidate evaluation reports:

1. Open a candidate's profile.
2. Navigate to the **Shared Report** section.
3. The report compiles:
   - Resume and application details
   - Assessment scores and results
   - Interview scorecards and feedback
   - AI-generated insights and analysis
   - Skills and career profile
4. Share the report link with stakeholders who need to review the candidate.

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## Task Management

Assign and track hiring-related tasks to keep your team organized:

### Creating a Task

1. Click **Create Task** from the dashboard or candidate profile.
2. Set a **task title** (e.g., "Schedule second interview with John Smith").
3. Assign the task to a **team member**.
4. Set a **due date**.
5. Add any relevant **notes or details**.
6. Save the task.

### Managing Tasks

- View all tasks from the **Task Management** section.
- Filter by assignee, due date, or status.
- Mark tasks as complete when finished.
- Overdue tasks are highlighted for follow-up.

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## Activity Logs

Every action taken on a candidate is automatically logged:

- Application received
- Pipeline stage changes
- Emails sent and received
- Notes added
- Scorecards submitted
- Interview scheduled, completed, or cancelled
- Offer created, sent, signed

Activity logs provide a complete audit trail for each candidate, supporting both transparency and compliance.

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## Email & Notifications

### Automated Notifications

SmoothHiring sends automatic notifications to team members for key events:

- New application received
- Candidate moved to a new pipeline stage
- Interview scheduled or updated
- Scorecard submitted
- Task assigned or due
- Offer status changes

### Email Campaigns

For candidate communication, SmoothHiring supports email campaigns:

- Send bulk emails to candidates at specific pipeline stages
- Use email templates for consistent messaging
- Track open rates and responses

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## Collaboration Best Practices

- **Define clear roles** — Ensure each team member understands their access level and responsibilities
- **Use scorecards consistently** — Same criteria for all candidates in the same role
- **Document everything** — Notes and scorecards create a defensible hiring record
- **Communicate proactively** — Use @mentions and task assignments to keep things moving
- **Review regularly** — Hold weekly hiring syncs to discuss pipeline and candidate status

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## Related Pages

- [Compliance & Security](/help/integrations-compliance/compliance) — Access controls and data security
- [AI Interview Kit](/help/resources/ai-interview-kit) — Prepare interview questions
- [Zoom & Video Meetings](/help/integrations-compliance/zoom-video) — Schedule team interviews
- [Email & Calendar Integration](/help/integrations-compliance/email-calendar-integration) — Communication tools