Overview

A community delivers value only when your team actively works the prospects inside it. Engaging prospects means narrowing the pool to the right people, reaching out through the right channel, and screening for fit so qualified candidates are ready for an open requisition. From filtering and ownership to outreach and screening, every step lives inside the community, so recruiters can take a prospect from interest to qualified in one connected workflow.

Required Permissions

Before you begin

• Confirm the community has prospects added and calibration confirmed so match scores are reliable.
• Confirm prospect ownership rules are configured by your admin if you want owners auto-assigned.
• (Recommended) Have your screening questions or feedback form ready so screeners capture consistent inputs.

Assign a prospect owner

You can assign ownership to a single candidate or perform a bulk assignment for multiple candidates within a pipeline.

1. Navigate to the relevant Community pipeline.
2. Select the checkbox next to the candidate(s) you wish to assign.
3. Click Update Prospect Owner in the action bar.
4. In the Update Prospect Owner modal, search for the sourcer by name or email.
5. Select the sourcer from the dropdown list.
   Note: The modal displays the calculated expiry date based on your organization’s configuration.
6. Click Update.

To remove ownership, follow the steps above and select Unassigned.

Filter by Prospect owner

To locate candidates assigned to you or a specific team member:

1. Open the Filters menu in your pipeline.
2. Expand the Prospect owner filter group.
3. Select a specific sourcer to view their active prospects.
4. Select No prospect owner to view unassigned candidates.

Automate ownership

You can configure Workflow Automation to assign prospect ownership automatically based on engagement activities, such as sending an email or changing a candidate's stage. This ensures attribution without manual data entry.

Configure Auto-Assignment rules

1. Navigate to the Workflow configuration for the relevant Position, Community, or Event.
2. Create a new rule or edit an existing trigger (for example, When 'Contact' is logged or When 'Candidate Replied').
3. In the Then section, select the action Assign Prospect Owner.
4. In the Assign to dropdown, select one of the following options:
   • User Triggering Action: Assigns ownership to the user performing the task (for example, the person sending the email).
   • Specific User: Assigns ownership to a predefined user (for example, a specific Sourcer or Coordinator), regardless of who triggers the rule.
   • Ownerless: Removes the current owner from the prospect.
5. Save the workflow configuration.

Notify Prospect Owners

Reach out to filtered prospects in bulk or one-to-one, using the channel that fits your audience.

1. From the filtered list, select prospects:
   1. Single: check the box next to a prospect, or open the prospect profile.
   2. Bulk: check multiple prospects, or select all in the filtered view.
2. Click the contact action you want to use:
   1. Email to send a personalized or templated message.
   2. SMS or WhatsApp for quick, high-open-rate outreach (requires Twilio integration).
3. Review and send.

Prospects move to the Contacted stage, the Contacted column updates, and any opens, clicks, and replies are logged on the prospect profile and in the activity timeline.

You can also configure automated emails to alert the current prospect owner about candidate updates.

1. In the Workflow configuration, create a rule for the desired event (for example, Candidate status changes to 'Review').
2. Select the Send Email action.
3. In the Recipient dropdown, select {{Prospect owner}}.
   Note: This variable dynamically targets the user currently assigned to the candidate profile.
4. Select the email template and save the configuration.

Screen Prospects with Scheduling

Move engaged prospects into a screening conversation without leaving the community.

1. From the prospect profile or bulk selection, click Schedule.
2. Fill up the meeting details and interviewer details.
3. Send the scheduling invite to the prospect via email.

Once the prospect picks a slot, the meeting is added to both calendars and the scheduled screen appears in the prospect's activity timeline.

Capture Screening Feedback

Capture consistent inputs from every screen so hiring decisions stay data-driven and auditable.

1. Open the prospect's profile after the screen.
2. Click Provide Feedback, or use the feedback form sent via the calendar invite or post-screen email.
3. Fill in the screening questions, ratings, and notes configured by your admin.
4. Save. The feedback is tied to the prospect's record and visible to the team for future reference and reporting.

The feedback is saved to the prospect's profile under Feedback and tied to their record for downstream reporting.

Progress Qualified Prospects

Once a prospect is screened and qualified, take them out of engagement and into hiring. For step-by-step guidance, see:

1. Advancing Prospects Through Community Stages to move them to the next community stage. [Documentation link to Advancing Prospect in Community]
2. Inviting Prospects to Apply to a Requisition to invite engaged prospects to open roles. [Documentation link to Move Prospects from Community]
3. Adding a Prospect to ATS from a Community to attach them directly to a specific requisition.