Sharing with External Users

External sharing is a feature that allows you to involve people in the recruitment process who are not part of your internal hiring team – whether they are colleagues from other departments or external collaborators such as recruitment agencies.

These users typically don't need full access to your ATS at the recruiter or hiring manager level, but you still want them to actively participate in recruitment and contribute their perspective or comments.

The second typical scenario is giving a simplified view of the system to users who could otherwise work directly in ATS Recruitis (typically hiring managers).

External sharing is therefore an elegant solution for keeping control over external users' access while improving the quality and intensity of collaboration, or for making life easier for hiring managers who don't need to work in the system often.

💡 External sharing is available in the Premium licence and above.

How it works

You have two options for setting up external sharing:

1. Ad-hoc sharing of a selected candidate or candidates
2. Sharing candidates using rules at the position level

1. Ad-hoc sharing of candidates

This approach is used for manually sharing selected candidates who may otherwise have nothing in common (a tag or a source). Typically when you want a hiring manager's opinion on some selected candidates for a position.

For this type of sharing, all you need to do is trigger the Share externally action for a specific candidate, or as a bulk action for several selected candidates.

If you haven't created the external user in advance, you can create them directly from the Share externally dialog.

2. Sharing candidates using position rules

Unlike ad-hoc sharing, this approach is meant for scenarios where you don't want to keep sharing new candidates manually over and over again. You set a rule (a specific tag or source), and as soon as it appears on a candidate, the candidate is automatically shared with the selected external users. Typically with an agency if the candidate comes from its source, or based on a tag that defines a certain process step on your side – e.g. a background check, or manual entry by an HR specialist into an external system that is not connected automatically, etc.

For external sharing based on position rules, the following steps are needed:

• Have the external user created in advance
• Set up the sharing rules for the position via the External sharing action

Signing in

An external user signs in the same way as other users – they receive an activation email and access the system through the standard ATS Recruitis login page. After signing in, however, the system interface looks different from what you are used to. Instead of the full interface, they see only one clear page with a list of candidates that have been shared with them.

Setting up ad-hoc external sharing of candidates

This sharing is set up for individual candidates or as a bulk action.

The external sharing dialog then does not offer the same options as sharing via position-level rules – above all, rules based on tags and sources – but instead it lets you:

• Add or remove candidates
• Create an external user (this opens the same dialog as when creating users from the Settings | External Users menu)

Setting up external sharing using position rules

This sharing is set up at the position level – in the position menu, select External sharing, and in the following dialog choose with whom you want to share candidates from that position and based on which rules.

Within the sharing settings you choose the following parameters:

• With whom you are sharing this position (only external users are available for selection)
• Whether they have the right to add new candidates from their external account
  • Adding candidates works the same way and through the same dialog as it does for you inside ATS Recruitis.
  • If you are considering this for an agency as an alternative to the agency portal, think it over carefully, because this option lacks the candidate existence check that the agency portal has, and it also does not automatically add the candidate source based on the name of the agency portal.
• The sharing mechanism:
  • By tags
    • Select the tags whose assignment will automatically share a candidate with the selected users.
    • Sharing only works with tags assigned to a specific position (the “Save for this answer only” option), i.e. it does not work if you assign the tag using the “Save for all answers” option.
  • By source
    • Select the sources that will automatically share a candidate (typically for an agency you want to share candidates with the source of that agency, so it can keep track of “its” candidates and collaborate with you on the recruitment).
  • You can also choose to automatically share the external user's own candidates (i.e. those the external user created on their external sharing portal using the “Create candidate” button).

Examples of use

Example 1: Sharing by source

Candidate Jan Novák applied for the position “Marketing specialist” through the recruitment agency ABC and separately applied through the careers page for the position “Project manager”. Agency ABC has external sharing set up by source. In its overview it will only see the response for the “Marketing specialist” position, because the second response comes from a different source (the careers page).

Example 2: Sharing by tag

Candidate Petra Svobodová has 3 responses. A recruiter assigns her the tag “For interview” for the position “Team leader” with the option “Save for this answer only”. The external user will see only this one response; the other two will not be shown, even if sharing based on the same tag were set up for them.

Example 3: Combining sharing by source and by tag

If you want agency ABC from the first example to also see Jan Novák's second response (the one from the careers page), you can add a tag (e.g. “Share with ABC”) to that response with the option “Save for this answer only” and set up tag-based sharing for the agency. The agency will then see its original response (thanks to source-based sharing) as well as the second response (thanks to tag-based sharing).

💡 With tag-based sharing, the tag must be assigned to a specific response to a position. Tags assigned to the candidate in general do not trigger sharing. It is the same principle as sharing candidates with hiring managers – what is shared is always one specific response of a candidate to a specific position, never the whole candidate with all the positions they have applied for.

Setting up external users

You set up external users in the menu Settings | External Users (link).

In the external users overview you can see the list of active external users, and you can also create a new external user here.

💡 If you use ad-hoc sharing of candidates, you can also create external users directly in the sharing dialog.

For new users, you configure the following items:

• Contact details (email is required so that the user receives the activation email)
• Preferred language
• Role
• Allowed tag categories
• Default source for the candidates they create (if you then allow them to upload candidates in the position sharing settings)

Role

The role determines what the user sees and what they can do with the candidates.

The following predefined roles are available:

• Agency
• Hiring manager
• CV sharing
• Caller
• Controller

A detailed description of all roles is provided later in this article.

Allowed tag categories

Here you define which tags the external user can see and edit.

A typical example is collaboration with an agency – you want it to label candidates with tags from categories such as “Personality traits” or “Programming languages”, but at the same time you don't want it to have access to your internal tags or to see that you have marked a candidate with a tag such as “Blacklist”.

Sharing overview

Once you have created users and set up sharing for them on specific positions, these positions will appear in the external users settings overview.

In this overview you can:

• See the list of positions where the user has sharing set up, and click through directly to the position
• Edit the settings of specific sharing rules on positions
• Remove sharing on specific positions
• See which sharing rules are applied on which position (sources, tags, individual candidates, etc.)
• See which other rights the user has on the given position (adding candidates, seeing their own candidates, etc.)

💡 Good to know

• On a single position, only one sharing rule can be created per user.
• Multiple sharing rules can be created on a single position (i.e. for different users with different parameters).
• One sharing rule can be created for multiple users at once on a given position.
• Different sharing methods can be combined within one sharing rule (e.g. by tag and by response source).

The external user's view

The external user sees only one page with an overview of candidates and filters – they cannot click through anywhere or open any other page.

Based on their role, they can see or not see certain items in the candidate list and can or cannot work with them.

Here is an overview of what each role can see:

Agency

The purpose of this role is to give access to an agency that supplies candidates, so that it can follow the progress of its individual candidates and, if needed, communicate with the company about them, add information, etc.

• Sees the candidate's contact details
• Can rate the candidate
• Can add a note
• Sees only those notes in which they are directly mentioned (i.e. they don't see everything you write about the candidate)
• Sees the candidate's salary expectation and possible start date
• Sees the status in the flow
• Sees the candidate's attachments
• Can add attachments to a candidate

Hiring manager

The purpose of this role is to give access to a hiring manager who fully collaborates on recruitment, but whom you don't want working in the whole of ATS Recruitis (e.g. because of the simpler UI).

• Sees the candidate's contact details
• Can rate the candidate
• Can add a note
• Sees all notes (including those in which they are not directly mentioned, so they see everything you write about the candidate)
• Sees the candidate's expectations (salary, possible start date, etc.)
• Sees the status in the flow
• Sees scheduled interviews
• Sees the outcomes of the candidate's interviews
• Sees the candidate's attachments
• Can add attachments to a candidate
• If the candidate has applied for several positions, sees the list of the other positions

CV sharing

The purpose of this role is to give very simple access to a hiring manager who only needs to see the candidate's CV and rate the candidate based on it. The rest of the process is handled by recruiters.

• Sees the candidate's name
• Sees the status in the flow
• Sees attachments
• Can write notes
• Can rate the candidate

Caller

The purpose of this role is to give only basic contact information to someone who will, for example, call selected candidates and collect information, which they then write into a note.

• Sees only the candidate's name and contact details
• Can add a note
• Sees only those notes in which they are directly mentioned (i.e. they don't see everything you write about the candidate)

Controller

The purpose of this role is to give access to someone who needs more information about the candidate, for example for background screening, and then rates the candidate and marks them as checked using tags.

• Sees the candidate's contact details
• Sees notes from the candidate's interviews
• Can rate the candidate (stars / thumbs)
• Can add a note
• Sees only those notes in which they are directly mentioned (i.e. they don't see everything you write about the candidate)
• Sees the candidate's salary expectation and possible start date
• Sees the status in the flow
• Sees the candidate's attachments
• Sees and can change the candidate's tags (but only within the tag categories permitted in the external user's settings)

💡 You can only enter notes for an external user via the “@” mention if that external user has the specific candidate shared with them (i.e. there is a sharing rule on the position and the candidate meets the sharing condition – e.g. has the required source or tag assigned).