Use the vacancy sharing feature to involve other users in the selection process. Share a vacancy with external Teams, assign roles, and collect feedback directly within the platform.

The feature must be verified and configured by a system administrator.

For the preliminary configuration steps, refer to the dedicated guide:
Guide to Sharing CVs with Internal and External Teams

Setting up vacancies for sharing

To use the sharing feature correctly, set all vacancies with the option “Only specified users can access this vacancy” enabled.

This way you precisely control who can access the vacancy and its CVs, making Team and sharing management effective.

• Go to Recruiting > Vacancies
• Select the vacancy you are interested in
• Go to Properties > Permissions
• Enable the option “Only specified users can access this vacancy”
• Add the users allowed to access the vacancy

This setting restricts access to only the users explicitly added to the Team linked to the vacancy.

Sharing a vacancy with the Team

• Go to Recruiting > Vacancies
• Look up the vacancy using Quick search or Advanced search
• Click the Edit icon to open the vacancy properties
• Select the Team icon . It is available in the Summary and Properties tabs
• Select Add

👉 To add a user:

• Internal user: type the email, first name, or last name and pick the user from the list
• External user: enter the full email address and click Add. The system automatically creates the user in OTP mode
• Select the Role (Team Group) to assign. The group association takes place at the user's first sign-in
• Type a message to include in the sharing email (Optional)
• Select Notify team to send a message to all members (Optional) 

Email already used in another company

If you enter an external user's email and get an error because that address is already registered in another company on the platform, you can work around the block by manually creating the user in your own company before adding them to the Team.

1. Go to Setup > Users and create a new user
2. Enter the same email you want to share with
3. Set a username different from the email (for example firstnamelastname, email+company, or any unique identifier of your choice)
4. Enable the "Use OTP" flag to align the user with the access mode used by sharing (users created automatically by the sharing feature have this flag enabled)
5. Save the user
6. Go back to the vacancy, open Team > Add and look up the user by email: you will find them among the existing users and you can add them to the Team

The email address can be the same for users belonging to different companies, but the username must be unique. That is why, when the email is already in use elsewhere, you need to assign a different username.

Team members' access

External user

• Sign in through the link received by email
• Enter the 6-digit OTP code (valid for 5 minutes) received by email

Internal user (without Single Sign-On)

• Sign in through the link received
• Enter your password and complete any further checks required by your company policy

Internal user (with Single Sign-On)

• Sign in through the link received; the user is authenticated automatically through their own Identity Provider (e.g. Microsoft 365, Google Workspace or another SAML provider)

After authentication, you are redirected to the list of shared CVs.

Permissions are determined by membership in Team Groups and, for internal users, also in standard user groups.