Reviewer Tools

Overview

Reviewer Tools contains the controls for managing a candidate after they apply. Assign reviewers, control access, update the hiring stage, record notes, request references, schedule interviews, and manage candidate communications.

Go to Careers → Candidates, select the candidate’s name, and open Reviewer Tools.

The tools you can access depend on your permissions and the candidate’s visibility settings.

Use the links below to jump to a section:

Assign Reviewers

Use Assign Reviewer(s) to select the users responsible for reviewing the candidate.

Select one or more reviewers.
Select Save Changes.

Reviewers can receive email notifications when they are assigned or removed. Assigned reviewers can also receive notifications about new notes, candidate communication responses, completed references, and interview responses.

To assign reviewers automatically to new applications, configure Default Reviewer(s) under Careers → Settings → Candidates.

Only Viewable by Assigned Reviewers

Enable Only Viewable by Assigned Reviewers to restrict access to the candidate’s private information.

When enabled, assigned reviewers can access the candidate’s contact information, documents, interviewer evaluation results, reviewer tools, and activity. Unassigned users see the Application Summary and the candidate’s first, middle, and last name.

Select the required reviewers before enabling this option, then select Save Changes.

Highlight Candidate

Use Highlight Candidate to mark someone for additional attention, such as a strong candidate or a person awaiting a hiring decision.

Enable the option and select Save Changes. Highlighted candidates are visually identified in the Candidates list.

Candidate Review Stage

Use Candidate Review Stage to record where the candidate is in your hiring process.

Select the appropriate stage.
Select Save Changes.

Available stages are configured under Careers → Settings → Taxonomy, in the Candidates → Stages settings.

Your stages might include Needs Review, Reviewing, Interview Scheduled, Evaluation, Offer Sent, Hired, or Rejected. The options depend on your configured workflow.

Stages also appear in candidate filters, dashboard summaries, reporting, and the Candidate Pipeline. Moving a candidate between pipeline columns updates this same review stage.

Notes

Use Notes to record internal feedback, interview observations, follow-up reminders, or hiring decisions.

Add a Note

Select Add New Note.
Enter a title.
Enter the note content.
Select Save Note.

Notes are internal and are not sent to the candidate.

View or Delete a Note

The Notes table shows the status, title, author, date, and available actions. Select View to read a note or Delete to remove it.

Reference Questionnaire

Use Reference Questionnaire to request feedback from a candidate’s references.

Send a Reference Request

Select Add Reference.
Enter the reference’s first name, last name, and email address.
Enter your questions.
Review the email and questionnaire using the preview controls.
Select Send Email.

You can include up to 10 questions. Question 1 is required; the remaining questions are optional.

The reference receives an email containing a private questionnaire link. Their answers are saved to the candidate record when they submit the questionnaire.

Status, Reminders, and Expiry

The reference table shows whether a request is Sent, Answered, or Expired.

Reference links expire after 90 days. Unanswered requests are eligible for a reminder after three days.

Candidate Communication

Use Candidate Communication to select the type of message you want to send:

Schedule Interviews.
Evaluations.
Offers.
Hired.
Rejection.

Selecting a type displays its communication history and the button for creating a new message.

Communication History

History tables show the status, subject, author, date, and available actions.

Drafts provide Edit Draft. Sent messages and received responses provide View. Reply appears on received candidate messages.

The Evaluations option sends questions to the candidate. Interviewer evaluations are assigned separately when setting up an accepted interview.

Understanding the Message Field

For candidate communications, the Message field contains the content shown on the private page opened from the email.

That content also appears in the email when the configured template includes the {{communication_message}} placeholder. Read the instructions below the field and use both previews to check the result.

Confirmed interview information is sent directly in the meeting email.

Preview Messages

Preview Email

Select Preview Email to check the notification before sending it.

The preview displays the subject, email layout, resolved candidate and job information, and any links or action buttons included in the template.

Preview Candidate View

Select Preview Candidate View to check the private page the recipient will open from the email.

The preview uses your current message, questions, attachments, or interview options. It excludes the website header and footer, and its forms cannot be submitted.

For reference requests, this preview shows the reference questionnaire.

Select Back to Message to return to the composer. Opening either preview does not save or send the message.

Save a Draft

Interview invitations, candidate evaluations, offers, hired messages, and rejection messages can be saved as drafts.

Open the relevant composer.
Enter the information you have.
Select Save Draft.

Edit or Send a Draft

To continue later, find the draft in its history table and select Edit Draft. Make your changes, then select Save Draft again or Send Email.

Drafts retain saved attachments. Interview drafts can also retain incomplete date options so you can finish them later.

Saving a draft does not send an email. Required information must be completed before sending.

Schedule Interviews

Choose Schedule Interviews to send proposed interview times to a candidate.

Select Add Interview.
Enter the date, start time, end time, and time zone for Interview option 1.
Add Interview option 2 if needed.
Review the subject and enter a message.
Add attachments if required.
Preview the email and candidate page.
Select Send Email, or Save Draft to finish later.

The first interview option is required when sending. The second is optional.

Selecting a date displays calendar entries for that day. Check the time zone for each option before sending.

Responses and Expiry

The candidate uses their private link to respond to the proposed times and can include a message. Their response is saved in the interview history.

Interview request links expire after 90 days. Unanswered requests are eligible for a reminder after three days.

Set Up an Accepted Interview

After the candidate accepts a time, complete the interview setup:

Open their interview response using View.
Select Set up interview beside the accepted time.
Choose the meeting type.
Enter the connection or location details.
Under Attending Interview, enter each attendee’s Name and Email.
Select an Evaluation for each attendee who should provide feedback.
Use Add another attendee to include additional people.
Include a message if needed.
Select Send Interview Information.

Meeting Type

Video: Enter a video meeting link.
Phone: Enter the number the candidate should call.
Location: Enter the meeting address.

Interview Emails and Calendar

The candidate receives the interview information, and each listed attendee receives a separate interviewer email.

The emails include Google Calendar and Outlook Calendar links and an attached interview.ics file.

Attendees with an evaluation selected also receive a Candidate Evaluation button in their email. The button opens their individual evaluation page.

The interview appears as scheduled in the recruitment calendar once meeting setup is complete.

Interviewer Evaluations

Interviewer evaluations collect feedback from the people attending an interview. Create reusable question sets under Careers → Evaluations.

Each set has a title and questions that can collect a score from 1 to 10, optional notes, or notes only.

Create a Question Set

Go to Careers → Evaluations.
Select Add New.
Enter a title.
Use Add Question to enter the questions.
Enable Score for questions that require a rating, or disable it for notes-only questions.
Select Save Changes.

The saved set becomes available in each attendee’s Evaluation selector during interview setup. It must contain at least one question before it can be assigned.

You can assign the same set to multiple attendees or choose different sets for different interviewers. Leave the selector blank for attendees who only need the meeting information.

See Evaluations for the full guide to creating and managing question sets.

Complete an Interviewer Evaluation

The interviewer opens their interview email and selects Candidate Evaluation.

The evaluation page displays the candidate’s name, interview date, and assigned questions. The interviewer selects a rating for every scored question, adds any notes, and selects Submit Evaluation.

Notes are optional. Every scored question requires a rating.

Each assignment has its own private link. Links expire 60 days after the assignment is created and stop accepting responses once submitted or revoked.

An unfinished evaluation receives one reminder three days after the interview ends, provided the assignment is still active and has not expired.

Review Completed Evaluations

Completed interviewer evaluations appear in the candidate’s Evaluation section before Reviewer Tools.

The table shows:

The interviewer’s name.
The overall percentage, or Not scored.
The completion date.
A View action.

Select View to read the saved questions, individual scores, and notes.

The overall percentage uses only scored questions. For example, 32 points across four scored questions gives a result of 80%. Notes-only questions do not affect the percentage.

Editing a question set changes future assignments. Existing assignments retain their original questions and scoring settings.

View Interview Information

Select View on an interview information record to review its saved details.

The view displays the meeting information without editable fields, along with the available message dates and status information.

Cancel or Reschedule an Interview

Select Cancel / reschedule on the interview information record.

Choose the action you need:

Send a message / propose new times: Send a follow-up message, or include new date options to request a different interview time.
Cancel meeting: Cancel the current meeting and send the accompanying message.

A message without new dates leaves the meeting status unchanged. Proposing new times places the meeting into the rescheduling process.

Cancelled meetings and meetings awaiting new dates are removed from the scheduled calendar.

Reschedule a Cancelled Interview

If a candidate replies to a cancelled interview, their response provides a Reschedule action. Use it to choose a new date, time, and time zone, review the meeting details, and send the updated interview information.

Interviewer Evaluation Assignments

Cancelling an interview revokes its unfinished interviewer evaluation links. Removing an attendee’s evaluation assignment also revokes that unfinished link.

Rescheduling creates new evaluation assignments for attendees with an evaluation selected. Interviewers should use the links in the latest interview email. Completed results remain on the candidate’s record.

Candidate Evaluations

Choose Evaluations under Candidate Communication to send questions for the candidate to answer.

Select Add Evaluation.
Review the subject and enter a message.
Add attachments if needed.
Enter up to five questions.
Preview the email and evaluation page.
Select Send Email or Save Draft.

The candidate’s answers and any accompanying message are saved to their record.

The private link expires after 30 days or after the candidate submits their response.

Use candidate evaluations to collect answers from the candidate. Use the attendee’s Evaluation selector during interview setup to collect interviewer feedback.

Offers

Choose Offers to send an offer for the candidate to review.

Select Add Offer.
Review the subject.
Enter the offer message and add any attachments.
Preview the email and offer page.
Select Send Email or Save Draft.

The default offer email directs the candidate to their private offer page. That page contains the message, attachments, Accept Offer and Reject Offer controls, and an optional response field.

The candidate’s decision is saved to their record. The link expires after 30 days or after they respond.

Hired Messages

Choose Hired to send a hiring confirmation or next-step instructions.

Select Add Hired Message, review the subject, enter your message, and add any attachments. Use the previews to check the content, then select Send Email or Save Draft.

The candidate can read the message through their private link and submit a response. The link expires after 30 days or after they respond.

Rejection Messages

Choose Rejection to notify a candidate that their application will not proceed.

Select Add Rejection Message, review the subject, enter your message, and add any attachments. Preview the content, then select Send Email or Save Draft.

The candidate can read the message through their private link and submit a response. The link expires after 30 days or after they respond.

Reply to a Candidate

To reply to a received candidate message:

Find the response in the relevant communication history.
Select Reply.
Review the subject and enter your reply.
Add attachments if needed.
Preview the email and candidate page.
Select Send Reply.

Reply controls appear on received messages. Sent messages remain available through View.

Add to Talent Pool

Use Add to Talent Pool to retain a candidate for future opportunities or record keeping.

Enable the option and select Save Changes. The candidate moves from Careers → Candidates to Careers → Talent Pool.

Blacklist This Candidate

Use Blacklist This Candidate to block future applications from the candidate’s email address.

Enable the option and select Save Changes.

Future applications using that address are not saved or processed. The candidate is not notified that they have been blacklisted.

Save Changes

Select Save Changes after updating:

Reviewer assignments.
Visibility restrictions.
Highlight Candidate.
Candidate Review Stage.
Talent Pool status.
Blacklist status.

Notes and communications use their own save and send controls. Save changes to the candidate record before sending a message that depends on those changes.

Troubleshooting

Reviewer Tools Is Hidden

Check your account permissions and whether Only Viewable by Assigned Reviewers is enabled. If the candidate is restricted, an authorised user must review your assignment before you can access their private information and reviewer tools.

Reviewer Assignments or Stage Changes Were Not Saved

Select Save Changes after updating reviewer assignments, visibility restrictions, highlighting, or the candidate’s review stage.

Saving a note, saving a draft, or sending a communication does not save other unsaved changes on the candidate record.

A Message Is Still a Draft

Save Draft stores a message without sending it. Find the message in its communication history, select Edit Draft, complete the required fields, and select Send Email.

Opening Preview Email or Preview Candidate View does not save or send the message.

The Email Does Not Show the Message Content

The Message field supplies the content shown on the recipient’s private page. That content appears in the notification email only when its template includes the {{communication_message}} placeholder.

Check both previews. If the message should also appear in the email, review the configured email template.

An Interview Invitation Cannot Be Sent

Check that Interview option 1 contains a date, start time, end time, and time zone. The first option is required when sending, even if the invitation was previously saved as an incomplete draft.

An Accepted Interview Is Missing from the Calendar

Open the candidate’s interview response, select Set up interview beside the accepted time, complete the meeting details, and select Send Interview Information.

The interview appears as scheduled once meeting setup is complete. Cancelled meetings and meetings awaiting new dates are removed from the scheduled calendar.

An Evaluation Is Missing from the Attendee Selector

Confirm that the question set has been saved under Careers → Evaluations and contains at least one question. Close and reopen interview setup after saving a new set.

An Interviewer Has No Candidate Evaluation Button

Check that an evaluation was selected for that attendee before the interview information was sent. Attendees without an evaluation selection receive the meeting information without an evaluation button.

Completed Interviewer Feedback Is Missing

Confirm that the interviewer selected Submit Evaluation, then reload the candidate record. Only completed responses appear in the Evaluation section before Reviewer Tools.

Access to these results also follows the candidate’s visibility restrictions.

An Interviewer Evaluation Link No Longer Works

The link stops accepting responses after submission, expiry, or revocation. Interviewer evaluation links expire 60 days after assignment.

Cancelling an interview or removing an evaluation assignment revokes its unfinished link. After rescheduling, the interviewer should use the link in the latest interview email.

Reply Is Not Available

Find the received candidate response in the communication history. Reply appears on received messages; sent messages provide View.

A Candidate Disappeared from the Candidates List

If Add to Talent Pool was enabled and saved, open Careers → Talent Pool to find the record.