In Greenhouse Recruiting, assigned Hiring team roles determine which tasks users need to complete for candidates moving through your interview pipeline. These responsible roles can be set up for all new candidates at the job-level within the Hiring Team directly or individually within a candidate profile.
If candidates submit multiple applications or are moved to new requisitions when interviewing, the recruiter and coordinator interaction with the profile may result in inconsistencies around candidate responsibility, however. For example, there may be times where your team members report receiving notifications to take action on candidates they may not realize they're assigned to.
In this article, we'll provide an overview of how the recruiter and coordinator roles interact with candidate profiles in Greenhouse Recruiting and outline steps to correct users who may be incorrectly assigned.
View a candidate's assigned recruiter and coordinator
To view a candidate's assigned Recruiter and Coordinator, navigate to a candidate's profile and select the Details tab. The candidate's assigned recruiter and coordinator will be listed in the Source & Responsibility panel.
Understanding the recruiter/coordinator assignment model
Responsible recruiter and coordinators are assigned to a candidate's profile after the candidate submits an application directly or is added to one of your organization's jobs. Each candidate profile one value for the coordinator and recruiter fields assigned within a candidate's details, regardless of how many jobs the candidate is associated with in your Greenhouse Recruiting account.
The assigned Recruiter and Coordinator on the 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 will still retain the original Recruiter and Coordinator assigned to them if not manually updated prior.
The values assigned are considered candidate-specific and can only contain one value overall, no matter how many jobs a candidate is assigned to.
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.
Update an assigned recruiter or 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.
Responsible role best practices
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.