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. Another agency has the same contact. What happens?
2. Another agency has the same contact. What happens?
Whichever agency successfully sends the invite first, owns the portal relationship for that email. If you try to invite a contact whose email already has a portal account on another agency, you will see a message that a portal account already exists, and the invite will not be sent.
3. Two of my contact records have the same email. Will both update?
3. Two of my contact records have the same email. Will both update?
Yes. When the client signs up, all contact records with that email address are linked to the same portal account and will show the 'Client Portal Enabled' tag.
4. I changed a contact's email after the invite was sent but before they signed up. What happens?
4. I changed a contact's email after the invite was sent but before they signed up. What happens?
The client can still sign up using the original invite link, but because the email on the record no longer matches, the 'Client Portal Enabled' tag will not appear on the updated record, and timesheets for that contact will no longer be visible.
5. Will the client see who invited them?
5. Will the client see who invited them?
The sender's name and timestamp are visible to your team on hover.
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.