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What candidate data can be accessed by whom?

What data in the candidate card belongs to the candidate and what belongs to a job

Ester avatar
Written by Ester
Updated this week

To view candidates' data, a user must be granted access via a Group or a job's Hiring team. The purpose of this article is to explain which data in the candidate card you will see depending on which access you have.

The data in a candidate card is split up into two parts: data that belongs to the candidate or a specific job.

Candidate data

This data is accessible to any user invited to a Group or Hiring team to which the candidate belongs.

So this data can be seen by all users with access to the candidate:

  • Comments (Written outside job context)

  • Connect questions

  • Custom fields*

  • Reviews

  • Resume (CV)

  • Documents uploaded from Connect

  • Share links

  • Locations

  • Messages (Sent outside job context)

  • Todos (Created outside the job context)

  • Limited information on the job applications the candidate belongs to, which includes:

    • Job’s title

    • Job’s recruiter

    • Job status (published/unpublished)

    • The application’s status (active/rejected)

    • Which stage type the candidate belong to in the process

* Note that only Recruitment leads, Recruitment admins, and Company admins will see Private custom fields.

Job data

The job's data is accessible by any user invited to a specific recruitment process/job through a Hiring team. You know you have access to this data if you see the job listed under the tab Jobs.

This means this data can be seen by any user with access to the specific job:

  • Comments (Written within job context)

  • Recruiter uploaded documents

  • Candidate uploaded documents from applications (other documents than CV)

  • Questions/Answers for the job

  • Messages

  • Todos

  • References

  • Referrals

  • Calendar invites

  • NPS responses

  • Partner assessments/events

  • Interviews

Note! Some data exists both as job data and candidate data. What decides access is whether it's created in a job context or not.

Selecting the right context

Actions performed in a job context will be done in relation to a specific job application. Practically, this means the actions performed on the candidate card with the job in question picked in the job application switcher:

By clicking Show all, you will be able to select other job applications that belong to the candidate.

Here, you can also choose to view the candidate without any job context, showing only general candidate data. Any actions made in this view will be visible to all users with access to the candidate through a Group or Hiring Team.

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