Transparency and information sharing are important in a hiring team during recruitment. However, some information may be more sensitive and not necessary for all team members to access. In such cases, you can use our Restricted Access feature to limit access to specific candidate data, recruitment stages, or features.

Included in this add-on are three different features for restricting access:

When restricting the candidate, their profile is restricted throughout all job processes they belong to and the candidate bank. This ensures sensitive topics can be discussed more securely.

After a candidate has been restricted, the candidate card is only accessible to users with the following user roles:

These users will be able to view and interact with the candidate like normal. For them, it will be clearly stated in the platform that the candidate is restricted. This is displayed both in the job overview with the Restricted access icon as well as inside the candidate card.

Users with previous access to the candidate will still be able to see that the person exists in their process and candidate bank, but will no longer be able to open or interact with the candidate card. The candidate is greyed out, and if trying to open it, they’ll see a gentle reminder that the candidate is restricted.

There are several ways for you to restrict a candidate, let’s go through them one by one.

If you have one candidate you want to restrict access to, this is easily done directly on the candidate card. Click the ⋮ at the top of the page and toggle Restrict access.

Say you have several candidates you wish to restrict access to at the same time, you can do this in a matter of clicks with the bulk feature. To do so, enable the Bulk select (1), and select the candidates you want to restrict (2). In the bulk action menu, click the ... (3) to see more options, and here, you’ll find Set as restricted.

You are also able to automate the candidate restriction by adding it as a Trigger. This means that every time you move a candidate to the stage in question, the candidate will automatically be restricted.

To activate this trigger, go to your job process and activate the Triggers view (1). Then, on the stage you wish to restrict candidates, click + Add trigger (2) and select the Restrict access trigger (3).

If you’d like to make the candidate available for all users again, you simply go to the candidate card, click ⋮ at the top of the page, and toggle off Restrict access.

Please note that all interactions made with the candidate while restricted will be available for all users once unrestricted.

Within a job process, you can restrict access to specific stages for the hiring team members. This ensures each member only sees the parts of the process they should be helping out with.

Stage access can be managed through the hiring team modal available in the job process view. The unmarked stages will be hidden from the user in the job process.

Users with restricted stage access can only see the Applications tab in the job process displaying the stages they have been granted access to. They will also not receive Hiring team notifications related to the job in question.
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Hiring Manager and Recruitment Lead users with restricted stage access will only be able to edit the stages they have access to in the job editing mode.

Candidates in stages restricted to the user will not be visible in the candidate bank. However, if a candidate has multiple job applications across different jobs and the user is restricted from only one of them, the candidate will still appear under the Candidates tab. In this case, only data from the non-restricted job processes will be visible.

This role gives the job’s recruiter and admin users greater control over who can perform specific actions within a hiring team. A hiring team member can be set as a Reviewer, applying certain restrictions within the job process and candidate management. This role focuses on reviewing and evaluating candidates, rather than managing the recruitment process.

A Reviewer can be set in the Hiring Team modal, available in the job process view.

A Reviewer will be restricted in the same way regardless of their role. They cannot edit the job and will only have access to the Applications, Activity, and Calendar tabs in the job process.

A Reviewer can access all candidates they would normally see in a job, but their actions are limited. They can view candidate information, review candidates, add comments and to-dos, participate in meetings, and submit interview feedback.
However, they are restricted from managing candidates, for example, when it comes to editing, moving, or rejecting them. Below is a summary of the restrictions within the candidate cards: