Overview

Event teams give recruiters, hiring managers, and interviewers structured access to a specific event without requiring enterprise-wide role changes. Without a team in place, event managers can't assign interviewers to candidates or coordinate hiring across departments. Team setup is completed once per event and can be updated at any time, including for past and upcoming events.

Required permissions

Before you begin

• Confirm team member email addresses match your organization's domain. External email addresses aren't accepted.
• If you plan to create hiring teams, identify the hiring managers for each team before you start.
• To allow hiring managers and interviewers to self-register through the signup portal, the event must be internally published. Without internal publishing, the event doesn't appear in the signup portal and hiring managers and interviewers can't register for it.

Note: Team members can be added or removed at any time, including for past, current, and upcoming events. Removed members lose access to all event data immediately.

Understanding event team structure

Event teams are organized into three types based on their role in the recruitment process.

Adding core team members

Core team members can view and manage all aspects of an event, including candidates, positions, assessments, and campaigns.

1. Navigate to the Events page and select the event.
2. Click the Event Team tab. The 'Created By' field displays your name automatically as the event creator.
3. Click Add team member.
4. Enter the team member's email address to add them to the team.
5. To add multiple team members at once, click Add More and repeat step 4.
6. Click Save.

Once saved, the following occurs based on whether the team member exists in the system:

Creating hiring teams and assigning hiring managers

For large-scale or multi-department events, create separate hiring teams so hiring managers can independently manage their own interviewers.

1. Navigate to the Event Team tab and click Create team.
2. Enter the following details:
   • Team Name: A descriptive name for the team, such as Engineering Team or Sales Team.
   • Hiring Manager Email: The email address of the person who will manage this team.
3. Click Add.
4. Repeat steps 1 to 3 to create additional hiring teams.
5. Click Save.

The hiring manager receives an email notification confirming they have been added to the event. They can then access the event and add interviewers to their assigned team. Hiring managers can't view or edit interviewers from other teams.

Assigning roles to team members

Event managers can assign a role to each team member directly within the hiring team modal.

1. From the Event Team tab, select Manage Team next to the hiring team.
2. The Manage Hiring Team modal opens, displaying all current team members with their assigned role and status.
3. Click the Role dropdown next to the team member you want to update.
4. Select the appropriate role for the team member.
5. Click Save.

Note: The roles available in the dropdown are configured by your Admin in Admin Console. Contact your Admin if a required role isn't visible.

Moving a team member to a different team

Event managers can move a team member from one hiring team to another without removing, and re-adding them.

1. From the Event Team tab, click Manage Team next to the hiring team where the member currently belongs.
2. Click the three-dot menu next to the team member you want to move.
3. Click Change Team. A list of available teams appears.
4. Select the target team and role.
5. Click Save.

Signing up as a hiring manager

Hiring managers can self-register for internally published events through the event signup portal, without being added manually by an event manager.

1. Navigate to the Events homepage.
2. Click the 'more options' icon in the top-right corner and then click Sign up for an event.
3. Locate the event you want to sign up for from the list.
4. In the registration form, select Hiring Manager from the Role dropdown. If both Hiring Manager and Interviewer roles are available, select Hiring Manager.
5. Complete the registration form:
   1. Email: Pre-filled with your logged-in email address.
   2. Positions: Search and add the positions you'll hire for at this event.
   3. Team Name: Enter a name for your hiring team, such as Engineering Team or Sales Team.
6. Click Register.

After signup, a new Hiring Team is created with you as the hiring manager. You will receive a confirmation email and can begin adding interviewers to your team from the Event Team tab.

Note: You can manage only your own team. You can't view or edit interviewers from other hiring teams.

Signing up as an interviewer

Interviewers can self-register for internally published events through the event signup portal. Interviewers who sign up this way are added to the Registered Users Team rather than a specific hiring team.

1. Navigate to the Events homepage.
2. Click the 'more options' icon in the top-right corner and click Sign up for an event.
3. In the registration form, select Interviewer from the Role dropdown. If only the Interviewer role is available, the dropdown may be hidden and you are registered as an interviewer by default.
4. Confirm your email address in the Email field. This is pre-filled with your logged-in email.
5. Click Register.

After signup, you are added to the Registered Users Team. If a Registered Users Team doesn't yet exist for this event, the system creates one automatically. You receive a confirmation email and can access the event for scheduling and feedback based on your role permissions.

Note: Interviewers who sign up through the portal are automatically assigned the first configured role in the Registered Users Team. See [Configuring event teams in Admin Console] for instructions on setting up team roles.

Adding and managing event notes

Event notes help team members share venue details, candidate insights, schedule changes, or other event information. All team members across all teams can view each note and receive email notifications when notes are added or edited.

Adding a note

1. From the Event Team tab, scroll to the Event Notes section.
2. Click Add Note.
3. Enter your note content in the text field.
4. Click Save.

All team members receive an email notification when the note is posted.

Editing a note

You can edit only notes that you created.

1. Locate the note you want to edit in the Event Notes section.
2. Select the edit icon next to your note.
3. Make your changes in the text field.
4. Click Save.

All team members receive an email notification when the note is edited.