What does this feature do & when to use it?
Recruit CRM lets you share any record with any user by mentioning them in the note section of that record. When you mention a teammate using the at symbol (@) in a note, Recruit CRM sends that user an email that includes the note details and a direct link to the record.
For restricted users, access to that record still follows restricted‑access rules.
The Restricted Access role is generally used by companies to grant access to RPO Clients & Freelance/Part-Time Teammates.
While Inviting your teammates to Recruit CRM, you set their Roles (Recruiter or Admin) and Access (Full Access or Restricted Access).
They will only be able to open the shared record if they already have permission to view it, typically by being a collaborator on the related job or by having added the data themselves.
Before you begin
Make sure the teammate you want to share records with has a Recruit CRM user account with the correct role and access level (full access or restricted access).
Understand that restricted users can only see data they added themselves, or candidates assigned to jobs where they are added as collaborators on the job.
If you want a restricted user to work on a specific job or its candidates, you must add them as a collaborator on that job first.
Share a record using @mention
Open the record you want to share (for example, a candidate or another type of record).
Go to the note section of that record.
Type a new note and use the at symbol (@) followed by your teammate’s name to mention them in the note.
Save the note. Recruit CRM will send the mentioned user an email with the note details and a link to the record.
Give a restricted user access by adding them as a collaborator:
Open the job you want the restricted user to access.
Click the option to edit the job.
In the job view, select the Edit Job action.
In the Edit Job form, locate the collaborator section.
Start typing the restricted user’s name in the collaborator section and select them from the list.
Save the job. Once added as a collaborator, the restricted user will have access to that job and the candidates assigned to it.
What restricted users see and what happens on access errors:
A user with restricted access will get an error message when they try to access the data that is not available for them.
Here you can see the list of Jobs inside the login of a user with "Restricted Access",
They have access to jobs & Candidates inside while they are not "Owners" because they have been added as collaborators on those jobs.
Conclusion:
Using @mentions together with collaborator settings lets you share candidates and other records efficiently while keeping restricted users limited to only the jobs and data they should see.