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Documentation Index

Fetch the complete documentation index at: https://mintlify.com/chamals3n4/OpenATS/llms.txt

Use this file to discover all available pages before exploring further.

This guide covers how to add team members to jobs, manage permissions, and collaborate effectively throughout the hiring process.

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Understanding Hiring Teams

Each job in OpenATS has its own hiring team - the group of people who can:
  • View and review candidates
  • Move candidates through the pipeline
  • Add internal notes and feedback
  • Access job settings and configuration

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Team Roles

There are two primary roles in a hiring team: Hiring Manager
  • Created the job or was designated as hiring manager
  • Full control over job settings
  • Can add/remove team members
  • Cannot be removed from the team
Interviewer/Team Member
  • Can review candidates and add feedback
  • Can move candidates between stages
  • Cannot modify job settings or team members
  • Can be removed by the hiring manager

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Adding Team Members to a Job

1

Navigate to Job Details

  1. Go to Jobs in the sidebar
  2. Click on the job you want to configure
  3. Click the Hiring Team tab
2

Add a Hiring Manager

Under the Hiring Manager section:
  1. Click + Add New Hiring Manager
  2. Select a user from your organization
  3. Click Add
Jobs can have multiple hiring managers. All hiring managers have equal administrative access to the job.
3

Add Interviewers

Under the Interviewer section:
  1. Click + Add New Interviewer
  2. Select a user from your organization
  3. Click Add
Add all team members who will participate in the interview process, even if they’re only reviewing specific stages.
4

Verify Team Members

After adding, you’ll see:
  • User avatar and name
  • Their role (Hiring Manager or Interviewer)
  • Date they were added to the team

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API Method for Adding Team Members

Add team members programmatically: 
POST /api/jobs/{jobId}/hiring-team

{
  "userId": 5  // ID of the user to add
}
Response: 
{
  "data": {
    "id": 12,
    "jobId": 3,
    "userId": 5,
    "addedAt": "2024-01-15T10:30:00Z"
  }
}

​
Removing Team Members

1

Locate Team Member

In the Hiring Team tab, find the person you want to remove.
2

Remove Member

Click the X or remove icon next to their name.
3

Confirm Removal

In the confirmation dialog:
  • Review the person’s name
  • Click Remove to confirm
The job creator (hiring manager) cannot be removed from the hiring team. This ensures every job has at least one owner.

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What Happens When Someone is Removed

  • They immediately lose access to the job and its candidates
  • Their previous notes and actions remain visible
  • They won’t receive notifications about this job
  • They can be re-added at any time

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Team Member Permissions

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What Hiring Managers Can Do

✅ Job Management
  • Edit job title, description, and all settings
  • Change job status (active/inactive)
  • Delete or archive the job
  • Configure pipeline stages
  • Set up automated emails
✅ Team Management
  • Add hiring managers
  • Add interviewers
  • Remove team members (except themselves)
  • View team member activity
✅ Candidate Management
  • View all candidates
  • Move candidates between stages
  • Add internal notes
  • Send emails
  • Archive candidates

​
What Interviewers Can Do

✅ Candidate Review
  • View all candidates for the job
  • Read resumes and application materials
  • View assessment scores
  • Add internal notes and feedback
  • See communication history
✅ Limited Actions
  • Move candidates between stages
  • Send emails to candidates
  • Tag candidates
❌ Cannot Do
  • Edit job settings
  • Add/remove team members
  • Delete the job
  • Configure pipeline or automations

​
Collaboration Best Practices

Tag specific team members in internal notes to get their input:
@SarahTech This candidate has strong React experience. 
Can you review their portfolio before we schedule a 
technical interview?
Benefits:
  • Team members get notifications
  • Ensures the right person sees important feedback
  • Creates clear action items
Assign team members to specific interview stages:Example Structure:
  • Screening → Recruiter reviews applications
  • Phone Screen → Hiring manager conducts initial call
  • Technical Interview → Engineering team assesses skills
  • Final Interview → Department head makes decision
  • Offer → HR sends offer letter
Document who is responsible for each stage in the job’s Internal Notes.
Establish team guidelines:
Team Guidelines for [Job Title]:

- Initial screening: Within 2 business days
- Interview scheduling: Within 3 business days
- Post-interview feedback: Same day
- Final decisions: Within 1 week

Please add notes immediately after interviews while 
details are fresh.
Create a standard feedback template:
Interview Feedback - [Candidate Name]
Interviewer: [Your Name]
Date: [Date]
Stage: [Phone Screen/Technical/etc.]

Technical Skills: [Rating/Comments]
Communication: [Rating/Comments]  
Culture Fit: [Rating/Comments]
Concerns: [Any red flags]

Recommendation: [Advance/Reject/Needs discussion]
Next Steps: [Action items]

​
Viewing Team Activity

Track what your team is doing:

​
Activity Log

View recent team actions:
  • Who moved which candidates
  • Notes and feedback added
  • Emails sent
  • Stage changes

​
Team Statistics

See hiring metrics per team member:
  • Number of candidates reviewed
  • Average time to decision
  • Feedback completion rate
  • Interview participation

​
Managing Organization-Wide Users

Administrators can manage all users from Settings → Users:
1

Add New Users

  1. Go to Settings → Users
  2. Click + Add User
  3. Enter their information:
    • First name
    • Last name
    • Email address
    • Role (Admin, Hiring Manager, Interviewer)
  4. Click Send Invite
Users receive an email invitation to set up their account and password.
2

Set User Roles

Choose the appropriate role:Administrator
  • Full system access
  • Can manage all jobs and settings
  • Can add/remove users
  • Access to billing and integrations
Hiring Manager
  • Can create jobs
  • Manages their own jobs
  • Can add team members to their jobs
Interviewer
  • Can only access jobs they’re added to
  • Cannot create jobs
  • Can review candidates and add feedback
3

Deactivate Users

When team members leave:
  1. Find the user in Settings → Users
  2. Click Deactivate
  3. Their access is immediately revoked
  4. Their historical actions remain visible
Deactivate rather than delete users to preserve audit trails and historical data.

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Notifications and Alerts

Team members receive notifications for: ✉️ Email Notifications
  • When they’re added to a hiring team
  • When they’re @mentioned in notes
  • When candidates move to their review stage
  • Daily/weekly digest of pending actions
🔔 In-App Notifications
  • New candidates applied
  • Team member comments
  • Urgent items requiring attention

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Configuring Notification Preferences

Users can customize their notifications:
  1. Click on your profile → Settings
  2. Go to Notifications tab
  3. Toggle notification types:
    • Email notifications
    • Browser notifications
    • Slack notifications (if integrated)
  4. Set frequency (real-time, daily digest, weekly)

​
Common Scenarios

When a hiring manager is unavailable:
  1. Add a temporary hiring manager to the job
  2. Add note explaining the situation: 
    @TempManager - [Original Manager] is on leave until [Date]. 
Please handle candidates for this role in the meantime.
  3. When they return, they still have access (don’t remove them)
For jobs requiring input from multiple departments:
  1. Add representatives from each department as interviewers
  2. Use pipeline stages to indicate which team reviews when:
    • Screening (HR)
    • Technical Interview (Engineering)
    • Team Fit Interview (Department)
    • Executive Interview (Leadership)
  3. Assign stage-specific reviewers in stage configuration
Working with external recruiters:
  1. Create a user account for the recruiter
  2. Add them only to specific jobs
  3. Set role as “Interviewer” to limit access
  4. Consider creating a “Recruiter” custom role with limited permissions
  5. Remove access when engagement ends
For organizations with multiple locations hiring for the same role:Option 1: Separate Jobs
  • Create separate job postings per location
  • Add location-specific hiring teams
  • Easier to track regional metrics
Option 2: Single Job with Tags
  • One job posting
  • Tag candidates by preferred location
  • Same hiring team reviews all
  • Use custom fields for location preference

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Troubleshooting

Common issues:
  • User doesn’t exist in your organization (add them in Settings → Users first)
  • User is already on the team
  • You don’t have permission (must be hiring manager)
  • Job is archived or closed
Verify:
  • They’re added to the hiring team (check Hiring Team tab)
  • Their account is active (not deactivated)
  • They’re logged in with the correct account
  • Browser cache is cleared
The job creator cannot be removed to ensure every job has an owner.Workaround:
  • Add another hiring manager
  • The new manager can modify settings
  • Original manager keeps access but doesn’t need to actively participate

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API Reference

​
Get Hiring Team

GET /api/jobs/{jobId}/hiring-team

​
Add Team Member

POST /api/jobs/{jobId}/hiring-team

Body:
{
  "userId": 5
}

​
Remove Team Member

DELETE /api/jobs/{jobId}/hiring-team/{userId}
For complete API documentation, see Hiring Team API Reference.

Creating Jobs

Set up job postings with hiring teams

Managing Candidates

Review and move candidates through pipeline

Email Templates

Configure automated team notifications

API Reference

Explore hiring team API endpoints

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