Managing item visibility allows you to select who within your account can view sensitive candidate details. By restricting visibility, you ensure that team members only access information relevant to their hiring role while safeguarding confidential applicant data.
You can restrict the visibility of:
Emails
Email templates
Screening questions
Profile fields
Notes
Note: Items with restricted visibility display with a yellow background in the app for quick visual identification.
Change default visibility settings
By default, newly created items are set to Visible to everyone. You can adjust this setting whenever you create or edit an item.
Visible to selected members
Restricts access to specific individuals or designated hiring roles:
1. Click the visibility dropdown menu on the item.
2. Choose Selected members
3. Select individual team members or hiring roles who should have access.
Note: All Administrators can view any item marked as Visible to selected members, regardless of the specific user or role selections made. Any files attached to emails, notes, or screening questions inherit the exact visibility settings of their parent item.
Visible only to me
Restricts access exclusively to you.
Note: The Visible only to me option is available only for notes and email templates
Manage visibility for specific features
Customizing visibility varies depending on whether you are configuring automated workflows, candidate profiles, or job application forms.
Automated actions
When setting up automated emails or notes triggered by pipeline stages or disqualification reasons, you can define their visibility upfront.
Important: Once an automated note is triggered and posted to a candidate profile, its visibility setting cannot be changed.
Profile fields
To restrict custom profile fields across candidate profiles:
1. Go to Settings > Recruitee > Templates > Candidate profile fields.
2. Choose a profile field template and click the pencil icon.
3.Adjust the field visibility options as needed.
Note: Team members can only edit profile field visibility if their assigned hiring role includes the Manage templates fields permission and they are included in the field's visibility list. Profile fields added manually to an individual candidate profile remain public to everyone with profile access.
Screening questions
You can manage the visibility of screening questions when setting up individual job forms or globally in your templates.
Option 1: Edit visibility on a specific job
1. Go to Jobs and click Edit next to your chosen job.
2. Select Application from the left-hand menu.
3. Locate the screening question, click the pencil icon, and set your desired visibility.
Option 2: Edit visibility in global templates
1. Go to Settings > Recruitee > Templates > Screening questions.
2. Locate the question template, click the pencil icon in the right corner of the screening question, and adjust the visibility settings as needed.
Note: Team members can only adjust screening question visibility if their assigned hiring role includes the Manage templates permission and they are included in the question's visibility list.