Event team overview
Overview
Event Teams organize recruiting events by assembling coordinators, hiring managers, and interviewers into working groups. Coordinators can build teams directly, delegate to hiring managers, or publish events internally for self-registration. This supports events from small hiring teams to large-scale university drives with hundreds of interviews across multiple departments, with every participant knowing their role and access level before the event begins.
Key benefits
For event coordinators:
- Delegate team building to hiring managers for event
- Track team capacity and position coverage before event starts
For hiring managers:
- Browse and register for relevant events without waiting for invitations
- Manage your interviewers independently without submitting access requests
- Associate your open requisitions with events
For interviewers:
- Sign up directly for events matching your availability and expertise
- View logistics and schedule before committing
- Receive automatic event access upon registration
For your organization:
- Support large-scale events with 100+ participants across departments
- Replace spreadsheets and emails with structured workflows
- Enable voluntary signup based on skills and availability
Core concepts
Event Team: Group of users with access to a specific event (coordinators, hiring managers, interviewers, recruiters, decision makers)
Core Team: Initial team established by event creator, typically coordinators and administrative staff
Custom Teams: Named teams within an event led by hiring managers (for example, "Engineering Team," "Design Team")
Registered Users Team: System-generated team for interviewers who signed up individually
Event Team Roles: Role provisioned to team members to limit the access to different event functionalities
Event Creator: User who created the event with unrestricted permissions across all teams
Internal Publishing: Making events visible to internal users for registration before external candidate outreach
Event Team Notes: Text messages visible to all team members with automatic email notifications
How it works
Team building approaches
Coordinator-managed: Coordinator adds all team members directly. Best for small events (under 20 participants).
Custom teams: Coordinator creates teams and assigns hiring managers who add their own interviewers. Best for large events (50+ interviewers).
Internal publishing: Coordinator publishes event internally. Hiring managers and interviewers discover and register themselves. Best for recurring events or always-on programs.
Access provisioning
System automatically provisions access when users join teams:
- Existing users get eventteamexternal role and onboarding email
- New users get account creation with credentials
- Hiring managers can manage only their assigned team
Internal publishing
- Coordinator configures event and selects "Publish Internally"
- Coordinator sets audience and adds internal notes
- System emails target audience with registration link
- Users browse, view details, and register
- Coordinator reviews teams before publishing to candidates
Event notes
Team members post notes visible to all. System timestamps, shows author, and emails notifications. Authors can edit their notes.
Note: Internal notes appear only to internal users, never to candidates.
When to use Event Teams
| Scenario | Recommended approach |
| University recruiting with 100+ interviewers across 15 teams | Create custom teams per function. Assign hiring managers. |
| Small event with 5 coordinators | Add coordinators to core team. No custom teams needed. |
| Always-on interview program with monthly opt-in | Publish internally each month for self-registration. |
| Virtual career fair with 30+ hiring managers | Create custom teams per department. |
Not designed for:
- Single-person recruiting (use position pipeline)
- External contractors (requires organizational emails)
- Long-term communities (use Talent Communities)
Best practices
Choose your approach before creating events. Decide on coordinator-managed, custom teams, or internal publishing. This impacts setup and cannot easily change after registration starts.
Write detailed internal notes. Include logistics and expectations when publishing internally. Hiring managers use these to decide whether to register.
Use functional team names. Name teams by function ("Backend Engineering") not org structure ("Jane's Team"). Functional names stay relevant as organizations change.
Review registrations before external publishing. Verify counts and position alignment after internal registration closes. Changing capacity after candidates register is disruptive.
Required permissions
| Permission | Description |
| perm_access_internal_events | Browse and register for internally published events |
| perm_events_manage_my_teams | Add/remove members in your team, register as hiring manager |
| perm_events_manage_all_teams | Manage any team across all events |
| perm_events_view_my_teams | View your team roster and details |
| perm_events_view_all_teams | View all teams (read-only) |
Frequently asked questions
Q: Can hiring managers edit interviewers in other teams? A: No. Hiring managers manage only their assigned team.
Q: Can hiring managers register multiple times for the same event? A: No. Register once, then edit your team directly to update interviewers.
Q: What if an interviewer self-registers when their hiring manager already added them? A: System creates duplicate membership. Communicate clearly whether your event uses hiring manager registration or individual signup.
Q: Can I edit internal notes after publishing? A: No. Notes and forms lock when publishing begins. To change them, unpublish, edit, and republish (disrupts existing registrations).