What this feature does and when to use it?
The Submit Candidates feature allows you to share candidates assigned to a job with clients, hiring managers, or other contacts directly from Recruit CRM. It provides a centralized way to present shortlisted candidates, collect structured feedback, and collaborate on hiring decisions.
Using shared candidate lists or email submissions, you can control which candidates and candidate fields are visible to recipients, collect feedback in a structured format, and allow contacts to update candidate hiring stages directly.
Use this feature when:
• You want to send shortlisted candidates to a client or hiring manager directly from Recruit CRM.
• You need an efficient way to collect candidate feedback without relying on lengthy email threads.
• You want clients or interviewers to review candidates through a shared list or Kanban-style view.
• You want contacts to update candidate hiring stages directly from the shared link.
📌 Note: Candidates do not receive any email or notification when their profiles are submitted to a contact through the Submit Candidates feature.
Submit Candidates to a Contact
Follow the steps below to access the Candidate Pipeline and share candidates with a client or hiring manager.
Access the Candidate Pipeline
You will be taken to the Job Details page.
Scroll down to the Candidate Pipeline section, where you can view all candidates assigned to the job and manage candidate submissions.
From here, you can configure candidate visibility, choose which fields to share, and submit candidates to your contacts.
Configure Candidate Visibility
Before submitting candidates, you must decide which candidates should be visible to the client.
Use the visibility toggle next to each candidate to control whether they will appear in the shared candidate list.
• Visibility ON – The candidate will be visible to the client.
• Visibility OFF – The candidate will not be included in the shared list.
•Not Available – Candidates in the Applied stage cannot have their visibility updated.
To update the visibility, please update the stage from 'Applied' to another hiring stage.
If you need to update the visibility of multiple candidates at once, click Set Candidate Visibility button at the top of the Candidate Pipeline tab and choose whether to turn visibility on or off for all candidates in the job.
Configure Fields Shared with Clients
You can control which candidate information is visible to clients.
For a Specific Job
In the Candidate Pipeline, click Fields Shared & Kanban Customization.
Select the candidate fields you want clients to see for that particular job from the list on your right.
These settings only apply to the selected job.
For All Jobs:
Navigate to Admin Settings → Fields Shared with Clients.
Select the fields that should be shared with clients across the account.
These settings become the default for all jobs.
Submit Candidates
Once visibility and shared fields have been configured:
In the Candidate Pipeline, click Submit Candidates.
Select one of the available submission methods:
• Online Candidate List
• Email with Attachments and Candidate Grid
• Executive Search Report
Note
For Online Candidate List and Email with Attachments and Candidate Grid, you can configure an automation that updates the candidate's hiring stage when the submission email is sent.
Online Candidate List
This option sends an email containing a secure link to the selected contact.
The shared link displays only:
• Candidates whose visibility is turned on
• Fields that have been configured for sharing
Before sending:
Click Preview List to verify the candidates and fields that will be visible.
Confirm everything appears correctly.
Please note: A red dot badge appears on the Remark icon whenever the candidate's current hiring stage contains a remark added by the client. Click the Remark icon to view the remark.
📌 Note:
Your email needs to be connected here to generate the shared link, or the preview list.
Here's how to connect your email if it's not connected:
Once the client opens the link, they can switch between:
• List View
• Kanban View
From either view, clients can:
• Review candidate profiles
• Add feedback and remarks
• Move candidates between hiring stages
Control Which Hiring Stages Clients Can Use:
You can control which hiring stages clients are allowed to use when reviewing candidates through the shared Online Candidate List.
To configure this:
Navigate to Admin Settings → Hiring Pipeline.
Locate the Master hiring pipeline at the top and click on edit and find the stage you want to make available to clients.
Enable the Let Clients Use option for that stage.
Only stages with this option enabled will be available to clients when they move candidates between stages from the shared List or Kanban view.
Control CSV Export Permissions:
You can also decide whether clients can download the shared candidate list as a CSV file.
To configure this:
Navigate to Admin Settings → Fields Shared with Clients.
Scroll down to locate the Export to CSV toggle.
Turn the toggle ON to allow clients to export the candidate list.
Turn the toggle OFF to restrict exports and keep candidate information view-only within the shared portal.
Email with Attachments and Candidate Grid
This option sends an email directly to the contact containing:
• A candidate grid within the email body
• Candidate attachments
📌 Important:
Only the first 20 candidates are included when using this option. Candidates are selected based on the most recently updated records.
You can also use the Candidate Submission Agent to help draft your submission email. The Candidate Submission Agent uses AI to generate structured and professionally formatted candidate submission emails based on your configured instructions, branding preferences, and layouts. This helps create a more consistent client experience while reducing the time spent manually drafting submission emails.
Executive Search Report
This option generates a professional report of candidates assigned to the job.
When generating the report:
• You can select up to 100 candidates at once
• The report can be shared directly via email
• The report can be downloaded as a PDF and shared manually
This option is useful when presenting a larger group of candidates in a structured report format.
Sort Candidates in the Candidate Pipeline
The Candidate Pipeline also includes sorting options to help you organize and review candidates more efficiently.
From the Candidate Pipeline tab, you can sort candidates by:
• Name – Alphabetical order
• Hiring Stage – Pipeline stage
• Assigned On – Date assigned to the job
• Updated On – Most recently updated candidates
• Visibility – Visibility status
For each option, you can choose either:
• Ascending order
• Descending order
This makes it easier to focus on the candidates most relevant to your workflow.
Troubleshooting
Problem: The Online Candidate List link cannot be generated or previewed.
Problem: The Online Candidate List link cannot be generated or previewed.
Likely cause: Email is not connected in Recruit CRM.
What to check:
Confirm your email account is connected in your Recruit CRM profile -> email settings.
Resolution:
Connect your email, then retry generating or previewing the Online Candidate List link.
Problem: A candidate does not appear in the list shared with the client.
Problem: A candidate does not appear in the list shared with the client.
Likely cause: Candidate visibility is turned off for that job.
What to check:
In the job’s Candidate Pipeline, verify the visibility toggle for that candidate.
Resolution:
Turn visibility On for the candidate individually, or use Set Candidate's Visibility to apply visibility in bulk.
Problem: The client cannot see certain candidate fields.
Problem: The client cannot see certain candidate fields.
Likely cause: Those fields are not selected in Fields Shared with Clients.
What to check:
In Group Admin Settings > Fields Shared with Clients, review which fields are selected.
In the specific job, check the Fields Shared and Kanban Customization tab.
Resolution:
Select the required fields to Fields Shared with Clients globally or for the specific job, then resend or refresh the shared view.
Problem: Not all candidates are included when using Email with Attachments and Candidate Grid.
Problem: Not all candidates are included when using Email with Attachments and Candidate Grid.
Likely cause: This option is limited to the initial twenty candidates.
What to check:
Confirm how many candidates are in the pipeline and which ones were most recently updated.
Resolution:
Be aware only the first twenty, ordered by most recently updated, are sent.
If needed, adjust which candidates are most recently updated or use another submission option (such as Online Candidate List or Executive Search Report) to cover more candidates.
FAQs
Do candidates receive an email when I submit them to a contact?
Do candidates receive an email when I submit them to a contact?
No. Candidates do not receive any email when you send their application to a contact via any of the submission methods.
How many candidates can I include in an Executive Search Report?
How many candidates can I include in an Executive Search Report?
You can select up to one hundred candidates at once when generating an Executive Search Report.
Can clients change hiring stages and add remarks on the shared link?
Can clients change hiring stages and add remarks on the shared link?
Yes. On both the List view and Kanban view of the shared link, clients can change hiring stages and add remarks, provided the stages are enabled with Let Clients Use in Admin Settings.
Can clients export the candidate list to CSV?
Can clients export the candidate list to CSV?
Yes, but only if the Export to CSV toggle is enabled in Fields Shared with Clients.
Conclusion:
Submitting candidates to contacts in Recruit CRM lets you share curated candidate lists, gather structured feedback, and keep hiring stages up to date without leaving the platform. If you need more help using any of these submission options, contact your internal administrator or Recruit CRM support for further guidance.t to share with the client.
🎥 A quick video tutorial
Happy Recruiting!