Spotlighting Applicants

Spotlighting an applicant allows a user to send an email notification to other users in the system to call attention to the applicant or applicants. The email includes a link directly to the application(s). The sender can include a message to the recipient(s), if desired. You can only send a spotlight email to other users in the system who have access to that applicant.

Spotlighted applicants are easily identified and accessed from the Spotlight (light bulb) icon in the header, and an indicator number in red shows for newly spotlighted applicants.

When the feature is enabled, spotlighting is automatically made accessible to all Admin, Posting Manager, Non-Posting Manager and Assigned Users.

Spotlighting is disabled by default, however, for Viewing Managers, but permission can be granted individually in their user profile. Viewing Managers do not have to have permission to SEND spotlights to RECEIVE spotlighted applications. Spotlight permission only needs to be given if you want a Viewing Manager to be able to spotlight applications to other users.

An email is generated to users receiving a spotlight notification. The email includes a link directly to that application or applications. The sender can include a message to the recipient(s), if desired.
Applicants can be spotlighted individually or as a group. And you can spotlight applicants from both the Applicants dash and the Jobs dashboard. Please see the corresponding instructions below.

 

Spotlight a Group of Applicants

You can spotlight a group of applicants from either the Jobs or the Applicants dashboard.

From the Applicants Dashboard:

From the Applicants dashboard, you can spotlight applicants in mass after choosing a job from the Applicants by Job tab.

Click the View button next to the job you wish to review. 

Select which applicants you want to spotlight by clicking the box to the left of the Action button or by clicking the Select All link.

From the Jobs Dashboard:

From the Jobs dashboard, you can spotlight applicants in mass after choosing a job from the Job Listings tab and then clicking Action>View Applicants

Select which applicants you want to spotlight by clicking the box to the left of the Action button or by clicking the Select All link. 

Click on the Spotlight button at the bottom of the section by Manage Selected Applicants. This will open the Spotlight window.

Select the users who will receive the spotlight by using the Send To drop-down menu. The list of available users will:

  • include all Admin users
  • include all Managers who have access to the applicant by department
  • include all Assigned users who have not already been assigned to the application
  • exclude yourself as a user

 

**Note** If there are users that do not show up in the list, make sure they have access to view these application(s). Applications spotlighted to Assigned Users will also be automatically assigned to those users, as well.

When finished selections, click outside the selection drop-down.

The number of people selected will appear in the Send To field.

Enter an Email Note, if desired. This message will be recorded on the application timeline, as well as in the email to the selected recipients.

Click Send to send emails to the selected recipients, or Cancel to exit without saving.

Each recipient selected will receive an email containing the message, if any, and both a Quick View button and a login link to each spotlighted applicant. The recipient can click the Quick View button in the email to be taken directly to a preview version of the application.  The preview version allows them to add an application note (if allowed, based on their user permissions, application notes are added as a Note on the Timeline), preview uploaded files, and to download the actual application.

Alternately, the recipient can click the login link where they will be required to log in to the system. They will then taken directly to the application, rather than their usual default login page, and can access the full functionality of the system, as usual.

Spotlight Individual Applications

To spotlight just one applicant within their application, click on the Actions button next to the specific applicant's name that you would like to spotlight and select View

Click on the Actions button and choose Spotlight Application to Another User option.

This will open the Spotlight window.

Follow the same instructions that were detailed above.

Select the users who will receive the spotlight by using the Send To drop-down menu. The list of available users will:

  • include all Admin users
  • include all Managers who have access to the applicant by department
  • include all Assigned users who have not already been assigned to the application
  • exclude yourself as a user

**Note** If there are users that do not show up in the list, make sure they have access to view these application(s). Applications spotlighted to Assigned Users will also be automatically assigned to those users, as well.

When finished selections, click outside the selection drop-down.

The number of people selected will appear in the Send To field.

Enter an Email Note, if desired. This message will be recorded on the application timeline, as well as in the email to the selected recipients.

Click Send to send emails to the selected recipients, or Cancel to exit without saving.

Each recipient selected will receive an email containing the message, if any, and both a Quick View button and a login link to each spotlighted applicant. The recipient can click the Quick View button in the email to be taken directly to a preview version of the application.  The preview version allows them to add an application note (if allowed, based on their user permissions, application notes are added as a Note on the Timeline), preview uploaded files, and to download the actual application.

Alternately, the recipient can click the login link where they will be required to log in to the system. They will then taken directly to the application, rather than their usual default login page, and can access the full functionality of the system, as usual.

Viewing Spotlighted Applicants

You can access spotlighted applicants from within the system at any time.

Click on the Lightbulb icon at the top of your screen. You will see an indicator number in red to show the number of new spotlights you have been assigned.

A new window will open displaying the applicant names that were spotlighted to you. Click on any applicant to view. The drop-down menu at the top allows you to view Active spotlights, Archived spotlights or Both.

Spotlights will remain Active until you click the red X which will Archive the spotlight (this doesn't archive the applicant, just the spotlight).

Common Questions

What does the spotlight feature do?

Spotlighting an applicant is simply sending an email notification to another user in the system. The email includes a link directly to that application, along with a message from the sender, if desired. Essentially, you are highlighting the application for another user to go in and view it. You can only send a spotlight email to other users in the system who have access to that applicant. 

How is spotlighting different than Share Application via Email?

Spotlighting an applicant is simply sending an email notification to another user that includes a message, if desired, and a link to that application. Essentially you are highlighting the application for another user to go in and view it in the system. You can only send a spotlight email to other users in the system who have access to that applicant. Because the recipient has access to the system, the recipient can see the entire application. You can spotlight several applicants to the same recipient at once using the Manage Selected Applicants area.

With "Share Application via Email" (optional), you can send applications through email to a Contact that does not have access to the system. Because the recipient does NOT have access to the system, you are prompted to include the pieces of the application you wish them to view. For example, you may wish to only send them the applicant's profile and resume. Or you may wish to include job questions, the resume and references, etc. If you do not have the Share Applications via Email option enabled on your account, an Admin user can request it by contacting the Support Team.

Who can I spotlight an application to?

You can spotlight an application to anyone in the list of users. The list of available users will include all Admin users, Managers with access to the applicants by department and the full list of Assigned users who have not already been assigned the application. If there are Manager users that do not show up in the list, make sure they have access to view these application(s). Applications spotlighted to Assigned Users will also be automatically assigned to those users, as well. Your own name will not appear in this list (you cannot send yourself a spotlight), but you can use the Application Follow feature instead. 

What appears on the timeline when an applicant is spotlighted?

Spotlight notes are messages sent with the application, they are not application notes. As such, spotlight notes are recorded in the Timeline area under Actions. This will show who sent the spotlight, the date, the message, and who the spotlight was sent to. Assigned Users and Viewing Managers may have access to Notes/Actions, depending on their user permissions.

What appears on the notification email when an applicant is spotlighted?

Email notes included with a spotlight notification are not application notes. As such, any message included as a Spotlight note is displayed to all recipients on the email notification, regardless of user permissions. The email notification includes the job title, applicant name and the name and email of the person who spotlighted the applications. The Quick View button allows the recipient to view the application without logging in. Views are still recorded on the timeline, as usual. The login link takes the recipient to the Login page. After logging in, the recipient is taken directly to the application, rather than their default page.