Once a candidate is hired, only the following teammates will have permission to view the candidate’s evaluations:

• Company role: Owner or Admin

• Position role: Recruiter and Hiring Manager

This is to ensure that all sensitive information regarding the new hire is kept restricted.

1. From your avatar at the top right, select My account > Profile.

2. Scroll down to Your signature.

3. Create or copy and paste a signature from your work email, including your company’s logo.

To create a position template:

1. Create a position from scratch or navigate to the position you would like to use as a template.

2. Click on the three dots (…) next to the position status.

3. Select ➕Add to templates.

   

Once done, Recruit will indicate that this is a template position. The next time you would like to use this template, simply click to Duplicate a position.

When someone is given a “lead” role for a position, it simply means that they have the primary role. When you create a new position, the recruiter and coordinator first assigned to the position are automatically set as the lead recruiter or lead coordinator. The lead recruiter or lead coordinator has no more power within a position than any of the other recruiters or coordinators; they are simply given the label of having the primary role.

Company or personal email templates can be used to send assignments to candidates. For example, if you want to send candidates a post-phone interview assignment, you can create an email template and attach the assignment to the template. You can also create an Administrative step after the phone interview in your position workflow to remind you to send the assignment. Learn more about company templates and managing candidate workflows.

Yes, you can revise your evaluations. To do this, go to the interview results in a candidate’s profile and click Edit. Your interview will be reopened, and you will be able to edit it as you wish.

Yes, you can click "Undo" to undo the last completed step.

You can notify a teammate in any candidate’s profile by making a Comment and using the @Mention feature. Read more about it here.

Yes, all Recruit webinars are recorded. If you register for a webinar, you’ll automatically receive a link to the recording by email after the session, even if you weren’t able to attend.

If you didn’t register, the recording will still be available. You can find all uploaded webinar recordings here.

Merging candidate profiles in Recruit is permanent and cannot be undone. However, here’s what you can do to recover the candidate information:

1. Download the CV you want to restore and save it locally.

2. Create a new candidate profile and add it to the workflow, uploading the CV you saved.

3. Remove the incorrect CV from the merged profile.

4. Add a note to both profiles explaining the merge and include a link between the two profiles for reference.

You can discuss any billing-related questions directly with our Finance department at finance@sparkhire.com.

If emails aren’t being delivered to a teammate in Recruit, it’s possible their email address was added to our suppression list after a previous email bounced from your email server.

Please contact the Support team via chat or at recruit.support@sparkhire.com, and provide the teammate’s email address. We’ll check the status and, if needed, remove the address from the suppression list so emails can be delivered again.

If you notice that tabs or buttons are missing in Recruit, your browser may be zoomed in too much, causing display issues.

You can fix this by resetting your browser zoom:

• Press Ctrl + 0 (Windows) or Command + 0 (Mac) to reset the zoom to default.

• Alternatively, adjust the zoom level in your browser settings, usually located in the menu near the URL bar.

Follow these steps when closing a position in Recruit:

1. Confirm an opening exists
   Make sure the position you’re closing has an active opening.

2. Hire a candidate (if applicable)
   If you’ve selected a candidate, complete the hiring process before closing the position. If no hire was made, you can still close it as unfulfilled.

3. Change the position status to “Closed”
   Update the position status to Closed. This will automatically unpublish the position. Keep in mind that on external job boards, it may take up to 24 hours for the change to reflect.

What happens to candidates?

• By default, candidates still in progress will be automatically rejected. Recruit will prompt you to notify them about the position closure.

• If you reopen the position in the future, these candidates will be restored to the last step they reached before closure.

Optional actions before closing:

• Review candidates in progress and consider whether any may be a good fit for other positions. You can transfer them to another position if appropriate.

• If you don’t want candidates to remain in progress for a potential reopening, manually reject them before closing the position.

To update your company name in Recruit, contact us at recruit.support@sparkhire.com and include the following information:

1. When would you like the change to happen?

   The company name change takes effect immediately. If you wish to have it done at a later date, please contact us on that date.

    

2. Would you also like to change your company name in your outbound email and position addresses?

   All outbound emails sent from Recruit have the following format:

   <Teammate-Name>@<Your-Company>.comeet-notifications.com

   Position email addresses to which applications are sent have the following format:

   • Public: <Your-Company>.<Position ID>@applynow.io

   • Custom: <Your-Company>.<Position-Name>@applynow.io

      

   Existing positions’ email addresses will not change automatically. After the company name is changed, new positions will have dedicated email addresses with your new company name. However, all the positions created before the change will still have your old company name in their email address. Emails and applications sent to the old position email will be automatically redirected to the new position email.

    

3. Would you like to change your company name on invoices issued by Recruit?

   Invoices will be issued with the old company name until you provide us with a copy of a certificate of the company name change approved by the Register of Companies (ROC).

For more information, we recommend reading our company name change article.

Interview invitations are often sent not only to interviewers but also to hiring team members based on their notification settings.

To stop receiving these invites:

• From your avatar at the top right, go to My Account > Notifications and uncheck the Send me all interview invites for interviews in my positions option.

  

An Admin or Owner can also adjust this setting for another teammate:

• Go to the Teammates page, select Edit teammate, and update the notification preferences.

  

This message means the teammate has started one or more interviews or evaluations that must be completed or canceled before you can reassign their open tasks.

If you’re not sure which interviews are still in progress, contact the Support team via chat or at recruit.support@sparkhire.com. Provide the teammate’s name and email address, and we’ll send you the list of candidates whose evaluations are still pending.

A pop-up blocker in your browser may be preventing the calendar integration window from opening.

Please check your browser settings and make sure pop-ups are allowed for the calendar integration page. Once pop-ups are enabled, try connecting your calendar again.

To replace a teammate on the company level:

1. On the Teammates page, click on the three-dot menu next to the relevant teammate and select Reassign tasks & roles.

   

2. Select the name of the person who will take over the existing teammate's responsibilities.

3. If you need to distribute different positions to different teammates, replace them on the position level from the Hiring team tab.

By default, the Salary Expectation field is visible to these roles:

• Owners at the company level

• Admins at the company level (except for discreet positions where the Admin is not on the hiring team)

• Recruiters assigned to the specific position

You can also grant access to additional roles on a per-position basis. To configure this for each position, go to the Settings tab in the relevant position and scroll down to Salary details.

To control who is responsible for sending rejection notifications, adjust the following settings:

1. Assign the role responsible for sending notifications:
   Go to Settings > Hiring setup > Automation and select which role should handle the Send Notification step in the workflow. Common options include Lead recruiting coordinator or All recruiters.

   

2. Update the rejection templates:
   In each relevant rejection template, make sure the Create Send Notification Step option is enabled. This ensures that the notification step is added to the workflow.

   

3. Adjust permissions for other roles:
   In Permissions settings, ensure that roles like Managers and Hiring Managers are not allowed to complete steps on behalf of others. This prevents them from accidentally skipping the notification step that was assigned to the designated role.

Emails may be marked as spam for many reasons, including the email content, sender reputation, or recipients' email provider rules. You can learn more about possible causes and ways to improve deliverability in Emails landing in candidates' spam folders.

You can test SSO by following these steps:

1. In Recruit, go to Settings > Authentication & SSO.

2. Scroll to the bottom of the page, click Activate, and confirm activation in the pop-up.

   ⚠️ Important: Do not close or navigate away from this page.

3. Open a private/incognito window and go to Recruit.

4. On the login screen, select Sign in with SSO and enter the email address you’re testing.

5. You’ll be redirected to your SSO provider (e.g. Azure) to log in.

   • If you’re redirected to Recruit’s dashboard after logging in — SSO is working correctly.

   • If you’re redirected back to the login page, take a screenshot and send it to Support at recruit.support@sparkhire.com. Then, return to the original window and click Deactivate.

Updates to interview invites—both to interviewers and candidates—will always be sent from scheduler@comeet, even if there's a custom subdomain configured, to ensure that last-minute updates to interview invites are reliably delivered.

This serves to maintain the integrity of the interview scheduling process, as issues with email deliveries can cause significant dissatisfaction in the hiring process. The only way for us to ensure that these important communications are consistently delivered is to send and receive them from Recruit.

If you're unable to see a teammate in your dropdown when attempting to invite them to Recruit, your company may be using SSO, and this can affect your ability to invite teammates. If you log in to Recruit using your regular email address and password or LinkedIn credentials, you're not using SSO. However, if you are required to log in through a company-specific portal or an identity provider (such as Google or Microsoft), your company is likely using SSO.

If the user you're trying to invite doesn't appear in the dropdown, it's possible that they are either deactivated by SSO or deactivated. To check for this, navigate to the Teammates > Deactivated by SSO and "Deactivated" sections within Recruit and check if the user is listed there.

1. If you find the user listed under Deactivated by SSO or Deactivated: this means that they have been deactivated, and the only way to reactivate them is by having your IT team provision them. Please contact your IT team to proceed with the reactivation process.

2. If you don't find the user listed under Deactivated by SSO or Deactivated: you should reach out to your IT team to ensure that the user you are trying to invite is included in the Recruit SSO group and has been provisioned by your IT team.

If after provisioning is confirmed by your IT team, you still cannot see the user in the dropdown, please contact Recruit support at recruit.support@sparkhire.com, including a screenshot of the provisioning information.

If you're unable to locate specific candidates in "My Tasks," it's likely that your filtering options are affecting the visibility. To fix this, ensure you haven't applied specific filters that might exclude the candidates you're seeking.

Recruit enables teammates to act on behalf of others, but there may be instances where you wish to limit certain actions to specific roles. For example, you might want only designated roles to send emails to candidates after a go/no-go step. In such cases:

1. Ensure that the relevant email template is set to Create a send notification step in Library > Templates.

2. Navigate to Settings > Hiring setup > Automation and assign the relevant step to the position roles. Ensure that the position role indeed exists in the position, for example, Lead recruiting coordinator.

   

3. Navigate to Settings > Permissions > Complete steps on behalf of others and ensure that no other roles have the option to complete the workflow steps assigned to other teammates.

To become an Admin, you'll need to contact someone within your company who already has the Admin/Owner role. Only accounts with these roles have the authority to assign Company roles to other teammates. Reach out to the current Admin of your company and request the necessary permissions to become an Admin yourself.

To add a profile picture to your Recruit account:

1. From the avatar at the top right, click My Account.

2. In the Profile tab, click on the default picture to upload a new one.

   

3. Click Save.