Candidate Assignees is a feature designed to cut through the noise of non-essential email notifications, providing you with precise assignment control of internal users and clients directly to candidates. This ensures email notifications reach only those who need them, enhancing the relevance and effectiveness of communication.
This article will guide you through the most common use cases, functionalities, rules, and steps to make the most of this powerful feature.
Common use cases for candidate assignees:
Adding/Removing Internal Users as Candidate Assignees:
In collaborative workflows where multiple users are involved in the same list, the inflow of unnecessary email notifications can be overwhelming. With Candidate Assignees, you can now customize notifications by assigning relevant team members to specific candidates. This ensures that candidate-related notifications, such as messages, candidate status changes, candidates marked as Ready or AE rejected, CV requests, and reveals, are directed only to those who need the information, streamlining communication.
Example 📚: in a Split Desk Workflow scenario, each recruiter may want notifications only for their own assigned candidates and notify the account executive selectively when they mark the candidate as Ready, instead of notifying every colleague assigned to the list. With Candidate Assignees, you can customize notifications to meet each user's needs. To learn more about how our Split Desk Workflow works, visit our Help Center article.
Adding/Removing Client Contacts as Candidate Assignees:
When sharing a list with multiple client contacts, not all clients may need to be notified of every candidate-related activity. Assign those client contacts who need to receive candidate-related updates and remove those who do not require detailed notifications, ensuring a more personalized and efficient communication flow.
Example 📚: the CEO may prefer high-level updates, while the hiring manager may want to be involved in detailed candidate interactions. With Candidate Assignees, you can tailor notifications to meet each client contact's needs.
Functionality and Rules
Here's a breakdown of email notifications received by users and clients organized by its recipients - Candidate Assignees, List Assignee/s (internal users), and Clients (list shared to):
Candidate Assignees will receive the following email notifications:
Email Type | Recipient | Internal/External | Notes |
Messenger messages + stage changes | Candidate Assignees | Internal & External | Email to inform list assignees, list owner & clients of messages/stage changes via messenger |
Candidate marked as Ready | Candidate Assignees | Internal | Email to all list assignees and list owner, except the user marking the candidate Ready |
Candidate marked as AE Rejected | Candidate Assignees | Internal | Email to all list assignees and list owner, except the user marking the candidate as AE Rejected |
CV Requested | Candidate Assignees | Internal | Auto-assign clients requesting the CV if not already assigned |
CV Revealed | Candidate Assignees | External | Auto-assign clients revealing the CV if not already assigned |
List Assignee/s (internal users) will receive the following email notifications:
List shared to client/s - inform colleagues | List Assignee/s (internal users) | Internal | Email other list assignees/owners about who shared the list (excluding the sharer) |
Client visited the list | List Assignee/s (internal users) | Internal | Notify list assignees & owner when a client visits a list |
Client contacts a list has been shared with will receive the following email notifications:
List invite | Clients (list shared to) | External | Email with the list link |
Candidate added/removed from a list | Clients (list shared to) | External | Notify when candidates are added/removed |
Unseen Candidates: Follow-up (Automatic follow-up emails) | Clients (list shared to) | External | For clients subscribed to list updates & automated follow-ups |
Keep in mind the following important rules:
Clients will be eligible for candidate assignments only if they have access to the respective list.
For internal users, the candidate assignment dropdown will present all company users; if a user who is not already associated with the list is selected, they will be automatically added to the list but won't be assigned to any other existing candidates on the list by default.
Important 💡: Sharing a list with clients will automatically assign them to all candidates within that list, except for those who have the "Unsubscribed from list updates" selected, who won't be subscribed to any individual candidates. This means they have unrestricted access to view the list but won't receive any notifications.
How to use Candidate Assignees
We've streamlined the process of managing assignees. Follow these simple steps:
Navigate to the Review & Update or Edit modal on the candidate
Scroll down to find the colleagues and clients receiving notifications
Adjust candidate assignees as needed
Additionally, you can manage assignees from the messenger section, by following these simple steps:
Navigate to the messenger section
Click the empty avatar icon
Adjust candidate assignees as needed
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