If a client you're recruiting for uses Workable, they'll invite you to collaborate in Workable as an External Recruiter. You’ll receive an invitation email which contains the details of the job you're recruiting for. If it's the first time you are using Workable, the email will include a unique link that you should use to sign up and access your account:
Once you set a password and join the account, you’ll be logged in to Workable and will be able to upload candidates straight in the platform.
When you log in to Workable, the first screen you’ll see is the dashboard, giving you access to your clients' jobs.
You can upload candidates into the jobs on the dashboard. This will create a candidate profile in Workable which you and your client can collaborate on. Uploaded candidates will appear in the Sourced stage of the relevant job.
There are two ways you can submit candidates to your client’s jobs:
Simply reply to the invitation email with candidate resumes attached. If you need to add several candidates to your client's account, you can attach multiple resumes to your reply. Make sure to only attach resumes and not other documents (e.g. cover letters).
If you need to add individual comments about each candidate, we suggest attaching one resume per email and include your notes in the body of each email. This way, the notes will be added to the candidate’s profile and be visible to your client.
You can reply to the invitation email as many times as you need, as long as your client's job in Workable remains active (published or internal). Workable will recognize .pdf, .rtf, .odt, .html, .doc or .docx resume files.
2) Upload candidates directly
To upload candidates directly, log in to your Workable account. When you arrive at the dashboard you’ll see all the jobs to which you’ve been invited. Click the small cog button shown at the top right of each job pipeline to reveal a drop-down menu. Select ‘Upload Candidates’:
This will open the drag and drop window:
Workable will recognize .pdf, .rtf, .odt, .html, .doc or .docx files. Just drag and drop the resumes you want to upload into that window or select the files from your desktop by clicking “browse & choose files”.
Do not try to upload files that are not resumes (e.g. cover letters). Instead, once the candidate is uploaded you can attach extra files or include additional information as a comment in the candidate’s timeline.
Note: We do not recommend submitting resumes by filling out the Workable application form as this process has been created for direct applicants only. You will not be credited as the candidate's source and will not be able to collaborate on the candidate's profile in Workable.
A candidate's resume should include only the candidate's email address; not extraneous contact details like your own email or a generic inbox at your company. These other email addresses might be marked as duplicates when resume files are parsed and, as a result, the candidate will not be visible in your client's account in Workable.
Interacting with candidates
After uploading a candidate you can collaborate with your client. Your client will be able to see all the candidate you upload and all of your interactions with candidates. Click on the Sourced stage interact with newly uploaded candidates:
If the candidate has moved forward in the hiring process, they can be in one of the following stages of the pipeline.
When viewing a candidate you'll see options at the top of their profile to interact with them.
Send emails and schedule events with the candidate. Click the speech bubble icon to leave an internal comment.
Keep in mind that your client will see any actions that you perform. It may be important to check in with them before taking action with a candidate.