What this feature does and when to use it?
The Passcode for Public Pages feature allows you to protect external Recruit CRM pages with a passcode, ensuring that only authorized users can access them. Supported pages include online candidate list links shared with clients and candidate profile update request forms.
You can configure a single account-level passcode for each type of public page, or create unique job-level passcodes that override the account-level passcode for specific online candidate lists.
This feature is intended for account owners, admins, and users with the appropriate permissions who need greater control over access to externally shared Recruit CRM pages.
Use this feature when:
• You share online candidate lists with clients and want to restrict access to authorized viewers only
• You send profile update request forms to candidates and want to protect those links with a passcode
• You want a single passcode to secure public pages across your account
• You need unique passcodes for specific jobs while maintaining a default account-level passcode for all other public pages
Important Notes
Account Owners and Admins can now enable or disable passcodes independently for the Profile Update Request Form and Candidate Submission Links.
Passcodes can include numbers, letters, and special characters, with a length requirement of 4 to 12 characters.
Users with edit permissions can set unique passcodes for individual jobs in the Candidate Pipeline tab.
How to set a passcode for Profile Update Request Forms?
Follow these steps to protect your profile update request forms with a passcode:
Scroll down to the Set Passcode for Public Pages section and select Request Update / Profile Update Request Forms.
Enable the password toggle and enter the passcode you want candidates to enter before accessing the form.
Click Save Passcode to apply your changes.
Once enabled, anyone opening a profile update request form will be prompted to enter the passcode before they can access and submit the form.
Set a Passcode for Online Candidate List Pages (Account Level)
Follow these steps to protect Online Candidate Lists shared with clients using an account-level passcode:
Scroll down to the Set Passcode for Public Pages section and select Online Candidate List Pages.
Enable the Passcode toggle and enter the passcode you want clients to enter before accessing shared Online Candidate Lists.
Click Save Passcode to apply your changes.
Once enabled, anyone opening an Online Candidate List shared from your account will be prompted to enter the passcode before they can view the candidate information.
Note: If the account-level passcode is updated later, it will apply to all jobs except those that have custom, job-specific passcodes.
Create a Unique Passcode for an Individual Job (Job-Level)
If you want a specific job to have its own passcode, you can create a job-level passcode that overrides the account-level passcode for that job's Online Candidate List.
Follow these steps:
Open the job for which you want to create a unique passcode.
Navigate to the Candidate Pipeline section.
Scroll down and locate the Passcode for Online Candidate List option.
Click the Edit (✏️) icon next to the passcode field.
Enter the passcode you want to use for that specific job.
Click Save to apply the changes.
Once saved, anyone accessing the Online Candidate List for that job will be prompted to enter the job-specific passcode. This passcode will override the account-level passcode configured for Online Candidate List pages.
Which public pages can be protected with a passcode?
When passcode protection is enabled, users will be required to enter the correct passcode before accessing the supported public pages.
Currently, passcodes can be applied to the following Recruit CRM pages:
Online Candidate Lists submitted to the client
Online Candidate Lists submitted to the client
Online Candidate Lists are shared with clients when candidates are submitted for a job.
To share an Online Candidate List:
Go to the Jobs list page and open the relevant job.
Click Submit Candidates.
Click on the 'Submit Candidates' button to submit a list of candidates to the contact associated with that job.
When a client receives an email, they will receive a list of candidates that can be accessed only by entering the passcode you shared.
Once the candidate list is shared, the recipient will receive a link to the Online Candidate List. If passcode protection is enabled, they must enter the correct passcode before viewing the candidate information.
Profile Update Request Forms
Profile Update Request Forms
Profile Update Request Forms are used to request updated information from candidates.
To send a profile update request:
Go to the Candidates list page.
Select one or more candidates whose profiles need updating.
Click Request Updated Profile.
The candidate will receive an email containing a link to their profile update form. If passcode protection is enabled, they must enter the correct passcode before accessing and updating their profile information.
Troubleshooting
Problem: Client cannot access the online candidate list (passcode rejected)
Problem: Client cannot access the online candidate list (passcode rejected)
Likely cause: The passcode shared with the client does not match the active passcode.
What to check:
•Confirm whether a job-level passcode is set for that job.
•Verify the passcode in the “Set passcode for public pages” section (account level) and in the job’s Candidate Pipeline section.
Resolution:
•Share the correct, current passcode with the client.
•If needed, reset the passcode (either at account level or job level), save it, and resend the link with the updated passcode.
Problem: Candidate cannot open the profile update request form
Problem: Candidate cannot open the profile update request form
Likely cause: The candidate is entering an incorrect passcode or the account-level passcode has recently changed.
What to check:
•Confirm the current passcode set under “Set passcode for public pages” for profile update request forms.
•Ensure the candidate has the updated passcode.
Resolution:
•Provide the candidate with the correct passcode.
•If you change the passcode, resend the profile update email with instructions to use the new passcode.
FAQs
Who can enable or disable passcodes at the account level?
Who can enable or disable passcodes at the account level?
Only account owners and admins can enable or disable passcodes for profile update request forms and online candidate list pages in the admin settings.
Conclusion:
Securing public pages in Recruit CRM with passcodes helps you control who can access candidate lists and profile update forms while keeping your data safe. If you need further assistance configuring passcodes or reviewing your setup, please contact your account owner, admin, or Recruit CRM support.