What this feature does and when to use it?
The Hiring Manager Portal (HMP) allows your clients to securely access the jobs, candidate pipelines, and timesheets you've shared with them. You can invite clients directly from Recruit CRM or from within the Hiring Manager Portal itself.
This feature is useful when you want to:
Invite a single client to the Hiring Manager Portal.
Invite multiple contacts from the same company at once.
Send invitations directly from the Hiring Manager Portal.
Manage and revoke client portal access.
Share recruitment updates securely with your clients.
Please note: There are no email domain restrictions when inviting clients. Invitations can be sent to any valid email address, including personal email providers such as Gmail or Rediffmail.
Invite clients to the Hiring Manager Portal
Recruit CRM offers three different ways to invite clients to the Hiring Manager Portal.
1. Invite a client from the Contact Details page
Use this method when you want to invite a single contact.
Open the required Contact record.
Click the three-dot menu and select Enable Portal.
Confirm the action when prompted. An invitation email will be sent to the contact.
Email validation:
Before sending the invitation, Recruit CRM validates the contact's email address.
If no email address is available, you'll be prompted to add one before continuing.
If the email address is already associated with an existing Hiring Manager Portal account (either within your Recruit CRM account or another agency's account), the invitation cannot be sent.
Once the invitation is sent, an Invite Sent tag appears on the contact. After the client completes the signup process, the tag automatically changes to Client Portal Enabled. You can hover over the tag to see who sent the invitation and when.
Please Note: When enabling portal access for the first time, if the contact is associated with multiple companies, you'll be prompted to choose the company for which you'd like to enable portal access. The client will then be linked to that company's Hiring Manager Portal.
2. Invite multiple clients from the Company Details page
Use this method when you want to invite several contacts from the same company.
Open the required Company record.
Click the three-dot menu and select Enable Portal.
A dropdown will appear listing the contacts in that company who can still be invited. Select the contacts you want to invite.
Who appears in the dropdown?
Who appears in the dropdown?
Only contacts who have not yet been invited or have not yet activated their portal account are available for selection. Contacts who already have an invitation pending, an active portal account, or belong to a subsidiary or group company won't appear in the list.
If every eligible contact already has portal access, the Enable Portal option will be disabled, along with a tooltip explaining why.
Review any validation messages and make the required corrections before sending the invitations.
Each selected contact will receive a separate email at their respective email address.
3. Invite clients from the Hiring Manager Portal
Sign in to the Hiring Manager Portal and click the Hiring Managers icon from the left navigation menu.
Click Invite Hiring Manager and enter the client's email address, and click Send Invite.
Pro Tip: Use Add Another Email to invite multiple users at the same time.
The client will receive an invitation email containing a signup link. After clicking the link, the client can complete the signup process using the same email address that received the invitation.
Share Jobs with Your Hiring Manager
Share jobs with your Hiring Managers through the HMP so they can review candidates and collaborate with your team.
Disable a client's portal access
Navigate to the contact's details page.
Click on the three-dot menu or on the "client Portal Enabled" tag and select the option to disable the portal. A warning modal will appear.
Once confirmed, an email is sent to the client, the portal tag is updated across all records associated with that email, and the contact can no longer log in.
Please note: If you enable portal access again later, a new invitation email will automatically be sent to the client.
Troubleshooting
Problem: The Enable Portal option is disabled for a company.
Problem: The Enable Portal option is disabled for a company.
Likely Cause: All eligible contacts within the company already have invitations pending or active portal accounts.
What to Check: Review the contacts associated with the company.
Resolution: No further invitations are required unless you add a new eligible contact.
FAQs
1. How many times can I send an invite to the same contact?
1. How many times can I send an invite to the same contact?
You can send the invite up to 3 times a day from the Contact Details page. If you change the contact's email, the limit resets and the 'Invite Sent' tag is removed.
2. What happens if another agency has already invited the same contact?
2. What happens if another agency has already invited the same contact?
The agency that successfully sends the invitation first owns the Hiring Manager Portal relationship for that email address. If you try to invite a contact whose email is already linked to a portal account belonging to another agency, Recruit CRM will display a message that a portal account already exists, and the invitation will not be sent.
3. When two contact records have the same email address, will both be linked to the Hiring Manager Portal account?
3. When two contact records have the same email address, will both be linked to the Hiring Manager Portal account?
Yes. When the client signs up using the invited email address, all contact records with that same email address are linked to the same Hiring Manager Portal account, and the Client Portal Enabled tag appears on both records.
4. What happens if I change a contact's email address after sending an invitation but before the client signs up?
4. What happens if I change a contact's email address after sending an invitation but before the client signs up?
The client can still sign up using the original invitation link. However, since the email address on the contact record no longer matches the email address used for the invitation, the Client Portal Enabled tag will not appear on the updated contact record in Recruit CRM. Additionally, timesheets associated with that contact will no longer be visible to the client in the Hiring Manager Portal (HMP).
5. Will the client see who invited them to the Hiring Manager Portal?
5. Will the client see who invited them to the Hiring Manager Portal?
No, the client cannot see who sent them the invitation. The name of the team member who sent the invitation and the date and time it was sent are visible only to your team in Recruit CRM. You can view these details by hovering over the Invite Sent tag on the contact record.
These details are for internal reference only and are not displayed in the Hiring Manager Portal or the client's view of the portal.
Conclusion
The Hiring Manager Portal makes it easy to collaborate with your clients by giving them secure access to jobs, candidate pipelines, and timesheets you've chosen to share. Whether you're inviting a single contact, multiple contacts, or managing portal access, Recruit CRM provides flexible options to simplify client collaboration.