Teams & Collaboration

By Varun Mishra

• 4 articles

Adding or removing team members

Overview: Stafio.ai provides administrators with intuitive tools to manage their recruiting teams, allowing for the precise addition and removal of team members. This article elaborates on the process of inviting new team members, as briefly introduced in "Getting Started" article 3, and also details how to remove individuals from your workspace. This manual administrative process ensures controlled access to your hiring pipeline and facilitates secure and efficient collaboration among your recruiting professionals. 1. Understanding User Access & Roles (Prerequisite) - Before adding new team members, it's important to understand that each user in Stafio.ai will be assigned a specific role (e.g., Recruiter, Hiring Manager, Admin). These roles dictate their level of access, permissions, and the actions they can perform within the platform. Assigning the correct role upon adding a member is a crucial step for maintaining data security and workflow integrity. As mentioned in "Getting Started" article 3, understanding these roles is helpful before inviting. 2. Adding New Team Members - Adding new users to your Stafio.ai account is a straightforward process managed by account administrators, building upon the "Invite New Member" functionality mentioned in "Getting Started" article 3. - Steps to Add a Member: - Navigate to the "Settings" on the lower left-hand panel of your dashboard. - From the Settings menu, select "User Management". This section allows you to manage all active team members, their assigned roles, and permissions. - Click on the "+ Invite New Member" button (or similar prominent button). - A form or pop-up will appear where you can enter the new team member's details: - Email Address: Enter the professional email of the person you want to invite. This will be their login ID. - First Name & Last Name: (Optional but recommended for personalizing their account). - Crucially, you must manually assign their initial Role (e.g., Recruiter, Hiring Manager, Admin). This determines their immediate access privileges. While "Getting Started" article 3 notes the invitation, the explicit role assignment is a key part of this more detailed process. - Click "Send Invitation". An invitation email will be automatically sent to the specified email address. The new team member will need to click the link in this email to activate their account and set up their password. - On your User Management screen, you'll see the invited user listed with a status like "Pending Invitation" until they accept. - Manual Intervention Point: This entire process of initiating an invitation and assigning a role is a manual actionperformed by an existing administrator to ensure controlled onboarding. 3. Removing Team Members - Removing a team member is equally simple and is necessary when an individual leaves the team or no longer requires access to Stafio.ai. - Steps to Remove a Member: - Go back to the same "User Management" section in your "Settings." - Locate the team member you wish to remove from the list of active users. - Click on the "Remove," "Deactivate," or "Delete" option associated with their profile. - The system may prompt you to confirm the action and, depending on your organization's settings, might ask about transferring ownership of any active candidates, jobs, or tasks assigned to the departing member. This transfer often requires manual selection to ensure no data is lost or left unmanaged. - Confirm the removal. The team member will immediately lose access to your Stafio.ai account. - Manual Intervention Point: The decision to remove a user and, if applicable, the reassignment of their owned tasks/data are manual actions to maintain accountability and data integrity. 4. Best Practices for Team Management - Regular Review: Periodically review your team member list and their assigned roles to ensure accuracy and compliance. - Role Assignment: Always assign the most appropriate role to each team member to align with their responsibilities and prevent unauthorized access (more on this in the next article). - Data Security: Timely removal of team members who no longer require access is crucial for safeguarding sensitive candidate and company data. Troubleshooting & Tips: Issue: New member didn't receive the invitation email? Suggested Fix: Advise them to check their spam/junk mail folder. Ensure you entered their email address correctly. You can also try to Resend Invitation from the User Management screen. If problems persist, their email server might be blocking automated emails – contact our support at Support@stafio.ai for assistance. Issue: Removed member still has access or data is unassigned? Suggested Fix: Ensure the removal process was fully completed. If prompted for data transfer, confirm you made the necessary manual selections. If issues persist, contact Stafio.ai support. Issue: Accidentally removed a team member? Suggested Fix: Contact Stafio.ai support immediately. Depending on the system's policy, it may be possible to reactivate or re-invite them. Issue: Cannot add or remove team members (button disabled)? Suggested Fix: Only users with Admin permissions or specific delegated permissions can invite new team members. Check your own user role in Settings > User Management. If you are not an Admin, contact your workspace administrator to request an invitation or have them invite the user directly.

Last updated on Oct 03, 2025

Assigning roles (recruiter, hiring manager, etc.)

Overview: Effective team collaboration on Stafio.ai is underpinned by a robust system of user roles, each with specific permissions. This article elaborates on "Getting Started" article 4, "Understanding User Roles & Permissions", detailing the predefined roles and providing step-by-step guidance on how administrators can manually assign or change these roles, or even create custom ones, to align with their team's responsibilities and ensure appropriate access levels. 1. Understanding Stafio.ai's Predefined Roles Stafio.ai offers a set of predefined roles tailored to common recruitment functions, each with specific capabilities across various actions within the platform. Understanding these roles is crucial for efficient workflow and data security. - Administrator (Admin): - Access: Full and unrestricted access to all features, data, and settings within the Stafio.ai workspace. - Permissions Include: Managing company profile settings, inviting and managing all team members (including roles), creating/editing/publishing/deleting all jobs, managing all candidates, assessments, interviews, and full access to analytics, reports, billing, and the ability to define custom user roles. - Best For: Head of HR, Talent Acquisition Leads, System Administrators, or Business Owners. - Recruiter: - Access: Comprehensive access to day-to-day recruitment tasks. - Permissions Include: Creating, publishing, editing, and managing job postings; sourcing, inviting, and managing candidates; assigning assessments, scheduling interviews, and managing candidate pipelines; collaborating on evaluations; and access to job-specific analytics. They can archive jobs but generally not permanently delete them. - Best For: Individual recruiters, talent specialists, and talent acquisition managers. - Hiring Manager: - Access: Focused access on reviewing candidates and making hiring decisions for their specific assigned roles/departments. - Permissions Include: Viewing assigned jobs; reviewing candidate profiles; providing feedback and evaluations; participating in and managing interview schedules they are part of. They have limited access to settings and no access to team management or billing. - Best For: Department heads, team leads actively hiring for their teams. - Interviewer (or Reviewer): - Access: Limited access, focused solely on candidate evaluation for specific assignments. - Permissions Include: Accessing specific candidates or interview schedules they are assigned to; conducting interviews and submitting interview feedback forms. They have no access to job creation, candidate sourcing (beyond assigned profiles), team management, or billing. - Best For: Employees from any department participating in interviews or candidate reviews. - Viewer: - Access: Read-only access to specific data within the platform. - Permissions Include: Viewing jobs, candidate pipelines, and basic reports they are granted access to. They cannot make any changes, invite users, access sensitive settings, or perform any operational actions. - Best For: Executive stakeholders, legal teams, or auditors who require oversight without operational involvement. - Understanding Granular Permissions (Capabilities): As an Administrator, you can view how permissions are defined for various actions. This includes capabilities like "View (Own)" (view items they created or are assigned to) vs. "View (Global)" (view all items of that type across the workspace), along with "Edit," "Create," "Restore," and other specific actions like "Delete," "Publish," or "Archive". 2. How to Assign/Change a User's Role Assigning or changing a team member's role is a manual administrative action performed by an Administrator. - Steps to View/Change a User's Role: - As an Administrator, navigate to Settings > User Management from your dashboard. - Locate the team member whose role you want to view or change in the list. - Click the three-dot menu (⋮) or an "Actions" button next to their name and select "Change Role" or "Edit Permissions". - Select the new role from the dropdown menu and Save your changes. - Manual Intervention Point: Only users with Administrator permissions can change user roles, highlighting the manual control over access levels. 3. Creating Custom Roles (for Administrators) If the standard roles don't perfectly fit your organizational structure, Administrators can manually create custom roles with tailored permissions. - Steps to Create a Custom Role: - Navigate to Settings > User Management. - Look for an "Add New Role" section or button on the screen. - Enter a unique Role Name (e.g., "Senior Recruiter - Tech," "HR Generalist"). - Systematically go through the list of "Actions" (e.g., Applications, Jobs, Interviews) and check the specific "Capabilities" (View, Edit, Create, etc.) you want to grant for that role. - Click "Save Role" or "Create Role" to finalize. - This new custom role will then be available in the dropdown when inviting new members or changing existing user roles. - Manual Intervention Point: The configuration of custom roles is a manual, granular process performed by an Administrator to ensure precise permission alignment. 4. Best Practices for Role Management - Principle of Least Privilege: Always assign the minimum permissions necessary for a user to perform their job effectively. This enhances security. - Regular Audits: Periodically review assigned roles and custom role definitions to ensure they remain appropriate as responsibilities or team members change. - Training & Communication: Ensure all team members understand their role's permissions and limitations to prevent confusion and misuse. Troubleshooting & Tips: Issue: User can't perform an action (e.g., post a job, view certain candidates)? Suggested Fix: The user likely doesn't have the necessary permissions for their assigned role. Verify their assigned role in Settings > User Management. If they need higher permissions, an Administrator must update their role. Issue: Incorrect data being viewed by a user (e.g., can see all applications when they should only see their own)? Suggested Fix: Review the user's assigned role and the specific "Capabilities" (e.g., "View (Global)" vs. "View (Own)") granted to that role for the relevant action. Adjust their role or permissions if necessary. If the issue persists, contact Support@stafio.ai. Issue: "Add New Role" option not visible? Suggested Fix: Only users with Admin permissions have the ability to create or modify custom roles. If you need a custom role, contact your workspace administrator. Issue: User's permissions seem stuck/not updating after role change? Suggested Fix: Ask the user to log out and log back in to refresh their session. If the problem persists, clear browser cache and cookies. If still an issue, contact Support@stafio.ai.

Last updated on Oct 03, 2025

Collaborating on candidate reviews

Overview: Effective hiring is a team sport. Stafio.ai centralizes all candidate data and provides robust tools that enable seamless collaboration among recruiters, hiring managers, interviewers, and other stakeholders during the candidate review process. While AI significantly streamlines data collection and offers valuable insights, the ultimate review, feedback, and decision-making remain a manual, collaborative effort by your team, supported by Stafio.ai's powerful platform. 1. Centralized Candidate Profiles for Comprehensive Review - At the heart of collaborative reviews is the comprehensive candidate profile within Stafio.ai. This profile serves as a single source of truth, consolidating all relevant information for your team's review. - What's Available: - Application Details: Resume, cover letter, application form responses. - Assessment Results: Detailed scores and AI-powered insights from skill assessments. - Interview Records: Recordings, automated transcripts, and AI-generated conversational analysis from interviews. - Previous Notes & Interactions: Any prior communication logs or recruiter notes. - This holistic view ensures all collaborators have the complete context before providing their input, fostering a more informed and objective review process. 2. Providing Feedback and Evaluations - Stafio.ai provides structured mechanisms for team members to submit their evaluations directly on the candidate's profile, tailored to their specific roles and permissions. - Integrated Feedback Forms/Scorecards: - Team members (based on their assigned roles, e.g., Hiring Managers, Interviewers) can access and fill out structured feedback forms or scorecards. These forms often include specific competencies, rating scales, and open-text fields for qualitative comments. - For interviews, dedicated interview scorecards allow evaluators to rate candidates against predefined criteria immediately after the interaction. - AI-Assisted Insights for Reviewers: To aid human judgment, Stafio.ai integrates AI-powered insights directly into the review process: - From assessments, reviewers can see AI-identified strengths and weaknesses, or an AI-suggested score for subjective answers. - From interviews, AI analysis provides automated transcripts, sentiment analysis, key skill mentions, and automated summaries, allowing reviewers to quickly grasp the essence of the conversation and make informed decisions. - Manual Intervention Point: While AI offers valuable data points, the act of a human reviewer evaluating a candidate, assigning ratings, and providing qualitative comments is a manual, critical thinking process. 3. Team Discussions and Comments - Stafio.ai facilitates asynchronous communication and direct discussion around specific candidates. - Comment Sections: Dedicated comment threads on each candidate's profile allow team members to share observations, ask questions, and discuss aspects of the candidate's fit. - @Mentions: Team members can use @mentions to tag specific colleagues, drawing their attention to a particular candidate or question, streamlining communication. - This feature reduces the need for external emails or separate meetings, keeping all candidate-related discussions centralized and easily traceable. 4. Aggregating Feedback for Decision Making - Stafio.ai helps synthesize diverse feedback from multiple reviewers, providing a consolidated view for the final hiring decision. - Aggregated Summaries: The platform automatically compiles all submitted feedback forms and scorecards, often displaying average scores or a consensus rating. - Visual Dashboards: For a quick overview, dashboards might present a visual summary of combined team feedback, highlighting areas of strong consensus or significant disagreement. - Manual Decision Point: While Stafio.ai provides comprehensive data and clear aggregations, the final decision to move a candidate to the next stage (e.g., offer, rejection) is a manual decision made by the hiring team, often led by the Hiring Manager and Recruiter, based on the totality of information and discussion. 5. Best Practices for Collaborative Reviews - Define Clear Evaluation Criteria: Before starting the review, ensure all team members understand the job requirements and the competencies to be evaluated. - Encourage Timely Feedback: Prompt team members to submit their feedback shortly after their interaction with the candidate to ensure accuracy and maintain hiring momentum. - Utilize Structured Scorecards: Encourage the consistent use of structured feedback forms to promote objectivity and comparability across candidates. - Foster Open Discussion: Encourage constructive dialogue in the comment sections, especially when there are differing opinions, to reach a well-rounded team decision. Troubleshooting & Tips: Issue: A reviewer cannot see a specific candidate's profile or review section. Suggested Fix: Verify the reviewer's assigned role in Settings > User Management. Ensure their role has the necessary "View" permissions (e.g., "View (Global)" or "View (Own)" if the candidate is assigned to them) and that they are linked to the relevant job if their permissions are job-specific. Issue: Feedback forms or scorecards are not appearing for a reviewer. Suggested Fix: Check if the assessment or interview was properly linked to the candidate and if the reviewer's role has the "Edit" or "Create" feedback permission. Ensure the review period hasn't expired, if applicable. Issue: Team members have significantly conflicting opinions on a candidate. Suggested Fix: Encourage a focused discussion in the candidate's comment section. Refer back to the objective data (assessment scores, interview transcripts, AI insights) to guide the conversation. Consider an additional, targeted interview if necessary to resolve key disagreements. Issue: AI insights seem contradictory or less useful for a specific candidate. Suggested Fix: Remember that AI insights are tools to assist human judgment. If an AI insight seems off, rely on your team's collective human assessment, detailed notes, and direct interaction with the candidate. Provide feedback to Stafio.ai support if you believe the AI's analysis is consistently inaccurate. Issue: Difficulty getting timely feedback from team members. Suggested Fix: Send gentle reminders using the @mention feature. Communicate the importance of quick feedback for maintaining hiring velocity.

Last updated on Oct 03, 2025

Notification and email preferences

Overview: Stafio.ai keeps you informed about critical recruitment activities through a comprehensive notification system. To ensure you stay productive without being overwhelmed, the platform allows you to manually configure your email preferences. This personalized control ensures that you receive the most relevant updates in a way that suits your individual workflow and communication style, maintaining the balance between staying informed and focused. 1. Understanding Notification Types Stafio.ai provides various types of notifications to keep you updated on your recruitment pipeline. These primarily come as: - Email Notifications: Alerts sent to your registered email address. Common notification events include: - New job applications received. - Candidate moves to a new pipeline stage. - Assessments completed by candidates. - Interviews scheduled or completed. - New feedback submitted on a candidate by a team member. - Important system updates or announcements. 2. Managing Email Preferences Email notifications can be managed to control the frequency and types of updates sent to your inbox. - Steps to Manage: - In your user profile settings (typically accessed by clicking your User Profile picture/icon in the dashboard and selecting "Settings" or "My Preferences"), look for "Email Preferences" or "Email Alerts." - You can manually select which categories of emails you wish to receive (e.g., "Daily Summary of New Applications," "Instant Alerts for Interview Changes," "Weekly Performance Reports"). - Many platforms offer options for email frequency (e.g., instant, daily digest, weekly summary, or never). Select the option that best suits your need to stay informed without being overwhelmed. - Save Changes after making your selections. - Automated System Emails vs. Customizable Preference Emails: It's important to note that while you can customize your personal notification emails, certain automated system emails (e.g., password reset requests, critical system alerts) may be mandatory and cannot be unsubscribed from for security and operational reasons. - Manual Intervention Point: Your choices for email notification types and frequency are entirely manual selections to fit your personal email management strategy. [Placeholder for image: Screenshot of email notification settings with checkboxes for email types and frequency dropdowns] 3. Administrator-Level Defaults (for relevant emails) While individual users manage their personal email preferences, administrators may be able to set default templates for certain outgoing system emails that go to candidates or other team members not covered by personal preferences (as mentioned in "Getting Started" article 2, "Setting Up Your Company Profile"). - These are usually for broad communications like interview invitations, assessment requests, or rejection notices, ensuring brand consistency. However, these do not override an individual user's personal preferences for receivingnotifications themselves. 4. Troubleshooting & Tips: Issue: Not receiving expected email notifications. Suggested Fix: Verify your email preferences are enabled for the specific event type. Check your spam/junk folder. Ensure your email address is correct in your user profile. If issues persist, contact Stafio.ai support. Issue: Receiving too many unwanted emails. Suggested Fix: Go to your "Email Preferences" and manually toggle off or unsubscribe from the types of alerts you no longer wish to receive. Adjust email frequency to a daily/weekly digest instead of instant alerts if available. Issue: Email settings are not saving. Suggested Fix: Ensure you click the "Save" or "Update Preferences" button after making changes. Try clearing your browser's cache and cookies. If the problem persists, contact Stafio.ai support. Issue: Can't find the email preferences settings. Suggested Fix: Confirm you are logged in as yourself. Look for a setting tab , then email templates/email integration. If you still can't find it, your user role might have limited access, or the interface may differ slightly; contact your administrator or Stafio.ai support.

Last updated on Oct 03, 2025