A structured application process requires clear responsibilities, transparent communication, and efficient collaboration. In softgarden, the job team plays a central role: It defines who has access to applications, who gets notified, and who is actively involved in the selection process.
What is a Job Team?
A job team is the group of people actively involved in filling a specific position. It is assembled individually for each job and consists of internal users who, depending on their role, gain access to applications and are involved in the selection process.
The job team includes all individuals involved in the recruiting process – including the person with the job owner function.
What Are the Tasks of a Job Team?
The job team performs key functions in the application process:
Reviewing and evaluating applications: Members can view, comment on, and evaluate applications.
Internal communication: Coordination takes place directly in the system through the comment function.
Notifications: Team members are automatically informed about new applications and status changes.
Access control: Only members of the job team have access to the applications for the respective position.
The Role of the Job Owner
The job owner function is a special role within the job team. It serves both internally and towards softgarden as the central contact person for the respective job. The job owner takes on organizational responsibility and manages the job posting.
Important notes regarding the job owner function:
Only users with the role of Administrator or Recruiter (not "Recruiter (Field)") can be designated as job owners.
In the use of automatic rejections, the signature of the job owner is always used.
In individual layouts, the job owner can be automatically displayed on the posting.
Who Can Be Added to a Job Team?
A job team can be assembled in two ways:
Add individual users: Users with a softgarden account can be specifically invited – e.g., department heads or project managers.
Assign recruiting team: A predefined recruiting team can be assigned to the job team with a click. All members of this team automatically gain access to the job.
Changes to a recruiting team will automatically affect all linked job teams starting February 27, 2025.
Who May Manage a Job Team?
Only users with certain roles are allowed to add or remove colleagues or recruiting teams from a job team.
Required Roles:
Recruiter
Administrator
These roles can:
Define the job team when creating a job
Make changes to the job team afterwards
Add or remove individual users or entire recruiting teams
Users with other roles can only make changes to the job team if they have explicitly been assigned the "edit job team" right.
Technical Conditions
Invitation to a job team is only possible if the job was created in the user's own tenant or in a subordinate tenant. An invitation to jobs in "sibling" or main tenants is not possible if the user is established in a sub-tenant.
At the request of an administrator, a user account can be moved to the main tenant to allow cross-tenant invitations.
The read marking of emails (e.g., application notifications) is account-based and is not synchronized between team members.
A complete overview of all applications – regardless of job team affiliation – is only possible with an administrator account.
Distinction: Job Team vs. Recruiting Team
Feature | Job Team | Recruiting Team |
Level | Defined individually per job | Created centrally in user management |
Composition | Individual users and/or recruiting teams | Predefined user groups |
Purpose | Operational collaboration on a specific job | Structured team management for multiple jobs |
Dynamics | Changes made manually per job | Changes automatically affect linked jobs (as of 27.02.2025) |
Notifications | Only members of the respective job team | Only if the recruiting team is assigned to a job team |
Conclusion
The job team is a central element in the application process of softgarden. It enables targeted, role-based collaboration on individual positions and ensures clear responsibilities. The combination of individual user assignment, the integration of recruiting teams, and the clearly defined job owner function makes the job team a flexible and powerful tool, considering the system's tenant structure.