A recruiting team is a predefined group of users who work together on a job. It enables structured and efficient collaboration in the application process - from screening to the final decision.
Convenient: A recruiting team can be assigned to a job with just one click—automatically adding the entire group to the job team.
Benefits of a Recruiting Team
Function | Description |
✅ Team Assignment | Selection of recruiters and reviewers for specific roles |
✅ Internal Communication | Comment feature for internal coordination regarding applications |
✅ Transparent Processes | Shared approval and evaluation processes within the recruiting team |
✅ Automatic Updates | Changes to the team automatically affect all associated jobs |
Automatic Update of Job Assignments
If the composition of a recruiting team changes—for example, by adding or removing members—the system automatically adjusts all assignments in linked jobs (effective February 27, 2025).
Important to note:
When a recruiting team is deleted, the members remain assigned to the linked jobs, but the team itself is removed.
The automatic update applies only to jobs created on or after February 27, 2025. Existing jobs are not affected.
How it works in detail
➕ Add a new recruiting team
A new recruiting team can be added in the hiring section under "User Management" → "Recruiting Teams" by clicking the "+ Create recruiting team" button.
Examples of common recruiting team names
In practice, various common names for recruiting teams have become established, helping with orientation and recognition. Here are some typical examples:
Based on company structure
Headquarters HR Team
North HR Department
Based on specialist areas or departments
Tech Recruiting
Sales Recruiting
Based on roles or functions
Recruiters & Hiring Managers
Talent Acquisition Team
Based on locations or organizational units
Berlin Recruiting Team
South Location
💡Tip: Choose team names that are clear, consistent, and easy for everyone involved to identify—especially when dealing with multiple locations or organizational units. Standardized naming conventions simplify administration and improve system clarity.
➕ Adding users to the recruiting team
Go to "Settings" > "User Management" > "Recruiting Teams".
Select an existing team.
Clicking the "Add User" button opens a confirmation dialog:
By default, the user is automatically assigned to all jobs currently linked to the team.
You can disable this option if you wish to update the team without assigning specific jobs.
4. Confirm by clicking "Add & Save".
➖ Removing users from the recruiting team
When you remove a member, a similar confirmation window appears.
By default, the user is removed from all linked jobs.
Here, too, you can choose to retain the job assignments by disabling the option.
Save your selection using "Remove and Save".
Difference between recruiting team and job team
Feature | Recruiting Team | Job Team |
💼 Scope | Central administration; can be assigned to multiple jobs | Defined individually for each job |
🔄 Dynamics | Changes automatically affect jobs (effective Feb 27, 2025) | Changes must be made manually for each job |
🔔 Notifications | Based on Job Team membership | Only members of the specific Job Team receive notifications |
👥 Function | Organizational grouping for team assignment | Operational user management for each individual position |
👉 Conclusion: The recruiting team handles the structured management of responsibilities, while the job team governs operational access rights and email notifications at the job level.
Usage with sub-tenants
If you work with sub-tenants in softgarden, please note the following:
Recruiting teams are tenant-specific. A team created in a main tenant is not automatically available in sub-tenants.
If a recruiting team is needed across multiple tenants, it must be created separately within each relevant tenant.
Assigning recruiting teams to multiple jobs simultaneously
You can assign a recruiting team to multiple jobs in a single step. This reduces manual effort and significantly speeds up the setup of new teams.
How does it work?
In the team overview, alongside "Edit" and "Delete," you will find a third action: "Invite to jobs."
The invitation window displays only the jobs for which the team members have authorization.
You can select individual jobs or mark all filtered jobs.
After clicking the "Send invitation to job" button, all team members are added to all selected jobs:
Members already assigned to a job → are skipped
New members → receive a notification