Recruiter/coordinator relationship with candidate profile

Permissions: Job Admin or above

Product tier: Available for all subscription tiers

A candidate’s Coordinator and Recruiter are assigned to the candidate at the profile level. Every candidate will have only one Coordinator and one Recruiter assigned to them, regardless of how many jobs the candidate is associated with in your Greenhouse Recruiting account.

In this article, we will cover: 

View candidate's assigned recruiter and coordinator

To view a candidate's assigned Recruiter and Coordinator, navigate to the candidate's profile > Details tab > Source & Responsibility panel. 


Recruiter/coordinator assignment model

A Recruiter and Coordinator are assigned to a candidate's profile the first time the candidate applies or is added to one of your organization's jobs.

The listed Recruiter and Coordinator on that initial job's Hiring Team will be assigned to the candidate's profile.

If the candidate later applies or is added to other jobs where different users are configured for the job's Hiring Team, the candidate still will retain the original Recruiter and Coordinator assigned to them when they first were added to your system since these values within the candidate profile are assigned are considered candidate-specific, meaning they can only contain one value no matter how many jobs a candidate is assigned to. 

Note: For more information on the differences between candidate-specific and application-specific information within candidate profiles in Greenhouse Recruiting, click here

If a candidate is associated with more than one job, their assigned Recruiter and Coordinator users will be responsible for tasks related to that candidate on all of the candidate's jobs, even if those users are not listed on the Hiring Teams for the candidate's additional jobs.

In this scenario, the candidate's assigned Recruiter and Coordinator also will receive notifications configured to be sent to a candidate's Recruiter or Coordinator for the job, even if those users are not listed on that job's Hiring Team. 

Example: Candidate Javier applies to your company for the first time on the Engineering Manager job. The Engineering Manager job's Hiring Team page lists Alaina as the Recruiter, and Francine as the Coordinator. Alaina and Francine will be assigned as Javier's Recruiter and Coordinator, respectively.

However, the Engineering Manager job is ultimately placed on hold and Javier remains in your Greenhouse Recruiting account as an active candidate on a closed job. 

Several months later, Javier applies to your company again, this time on the Senior Engineer job, which lists Jonathan as the Recruiter, and Bethany as the Coordinator on their Hiring Team.

Because Javier previously applied to your company and was assigned a Recruiter and Coordinator at that time, Javier's profile will retain the originally assigned Recruiter and Coordinator, Alaina and Francine, and will not update Javier's Recruiter and Coordinator to Jonathan and Bethany.

Alaina will be notified for Recruiter tasks associated with Javier's application on the Senior Engineer role, and Francine will be notified for scheduling tasks associated with Javier's Senior Engineer application.

Further, if the Senior Engineer role has notifications configured to be sent to the candidate's Recruiter or Coordinator, those notifications will be sent to Alaina or Francine. Jonathan and Bethany will not be associated with Javier's profile in any way.  

Note: The above scenario applies to active candidates on multiple jobs. If a candidate is rejected prior to re-applying or being added/transferred to a different job, the candidate’s Recruiter and Coordinator will update to the users listed in the Hiring Team on the job they’re currently active on.

Update candidate's assigned recruiter and coordinator

To update a candidate's assigned Recruiter and Coordinator, one of the following scenarios must occur: 

  • A user manually updates these roles on a candidate's profile through the Details tab or in a bulk candidate action. 
  • After a candidate has applied or been added to an additional job, a user selects the option on the second job to make that user the Recruiter or Coordinator for Active Candidates on the job.
  • After a candidate has applied or been added to an additional job and rejected or hired on that additional job, a user edits the additional job's Hiring Team page to add a new Recruiter or Coordinator, and selects the option to make that user the Recruiter or Coordinator for Rejected/Hired Candidates on the job.

Greenhouse philosophy on Recruiter/Coordinator assignment

Greenhouse Recruiting uses the one Recruiter/Coordinator per candidate relationship to help create a more streamlined candidate experience. In cases where a candidate is under consideration for multiple jobs, this model allows the candidate to work closely and build a relationship with one Recruiter and one Coordinator for all of their jobs, simplifying the number of contacts the candidate has at your organization. 

If your team would prefer the Recruiter/Coordinator users assigned to a job be responsible for all tasks on their jobs, including tasks for candidates associated with other Recruiter/Coordinator users, reach out to our Customer Success team to learn more about Job-Specific MyTasks.