Collaboration & Team Features
HeyMilo's collaboration tools enable seamless teamwork throughout the hiring process, ensuring everyone stays aligned and candidates receive a consistent, professional experience at every touch point.
Team Collaboration Overview
Why Collaboration Matters
Effective hiring requires input from multiple stakeholders:
Diverse Perspectives: Different viewpoints improve decision quality
Shared Ownership: Team buy-in increases hiring success
Consistent Experience: Unified approach for candidates
Knowledge Sharing: Leverage collective expertise
Faster Decisions: Parallel evaluation and input
Collaboration Benefits
Better Hiring Outcomes: More informed decisions
Reduced Bias: Multiple perspectives minimize individual bias
Faster Process: Parallel review and evaluation
Team Alignment: Shared understanding of requirements
Improved Candidate Experience: Coordinated, professional approach
Privacy and Security
Access Controls: Limit viewing to authorized personnel
Audit Trails: Track who accessed what information
Data Protection: Ensure candidate information security
Compliance: Meet legal and regulatory requirements
Follow these simple steps to share agents, manage team access, give feedback, & work together efficiently
Step 1 Share Interview Agents
From any agent card, click Share to access the interview link.
This opens a panel where you can:
copy the live interview link
print a QR code poster for in-person or onsite hiring
Why this matters
This is one of the simplest ways to get candidates into an interview quickly.
Teams commonly use this to:
send the interview link directly to candidates
add the link to email or ATS automations
post the QR code in physical locations (e.g. job fairs, stores, warehouses)
Because the link points to a specific interview experience, candidates start the correct interview immediately without additional setup.
Step 2 Add Candidates to an Interview
From any agent card, click Add Candidates to bring candidates into that workflow.
Manual options
Ingest Candidates: Upload PDF, CSV, or ZIP files to add candidates in bulk. You’ll review extracted profiles before deciding who to ingest.
Interview Link: Share the link directly (email, SMS, job post, or automation) so candidates can start the interview themselves.
Integrated options
Link ATS Job: Automatically pull candidates from your ATS into this interview.
Indeed: Connect candidates coming directly from job board traffic.
Code: Add candidates programmatically using the API.
Why this matters
Not every team adds candidates the same way.
Some teams:
manually upload resumes
send links directly to candidates
run email or SMS campaigns outside their ATS
Others rely on ATS or job board integrations.
This step supports both manual and automated workflows, so you can reuse the same interview experience no matter how candidates enter your pipeline.
Step 3 Review Candidates Before Ingestion
Candidate ingestion is how you add candidates into an interview experience by uploading files such as resumes or candidate lists.
When you ingest candidates, they are not added automatically to interviews. First, HeyMilo follows a review-first process.
The ingestion flow includes:
Upload PDF, CSV, or ZIP files
Wait for HeyMilo to extract candidate profiles
Review the extracted candidate information
Choose which candidates to ingest or discard
Why this matters
This step acts as a quality checkpoint before candidates enter your interview workflow.
Teams use this to:
confirm extracted data is accurate
discard incomplete or irrelevant profiles
ensure only the right candidates move forward
This is especially useful when uploading candidates in bulk or migrating data from another system.
Step 4 Invite Your Teammates
HeyMilo supports unlimited teammates per workspace.
To invite teammates:
Go to Settings → Teammates
Click Invite and assign a role
Roles include:
Admin: can create, edit, and manage interview experiences
Viewer: can review candidates and results but cannot edit workflows
Step 5 Organize and Review Your Candidate List
Before taking action on candidates, you can customize how the candidate list is displayed so you’re focused on the right information.
Filter candidates, change views, and adjust visible columns.
Filter candidates
Use Filter to narrow the list by:
Status (e.g. New, Not Started, Completed)
Score range (Great, Good, or Bad)
Why this matters
This helps you quickly:
focus on top-performing candidates
identify candidates who haven’t engaged yet
prioritize follow-ups without scanning the full list
Change how candidates are displayed (Workflow)
Use Workflow to switch between:
Table View for detailed review
Map View (when location data is available)
Workflow View (Kanban) to see candidates grouped by stage (Resume Screen, Web Interview, Completed, etc.)
Why this matters
Workflow View makes it easy to spot bottlenecks and understand where candidates are progressing or getting stuck.
Customize visible columns
Click Columns to control what appears in your candidate table, including:
Profile
Status
Last engaged
Web interview status
Resume interview status
You can also choose how avatars are displayed (country flag or photo) and access Advanced Column Settings.
Why this matters
Different roles require different signals. Custom columns help reduce noise and surface the data that matters most.
Step 6 Review, Rate, and Leave Feedback on Candidates
Open any candidate profile to review interview details and collaborate with your team.
From the candidate profile, you can:
review transcripts, scores, and recordings
leave internal notes visible only to your team
rate candidates using stars or thumbs up/down
shortlist or dismiss candidates
Step 7 Download and Share Candidate Reports
From the candidate list or profile, click Download to access:
View Report (web-based summary)
Download PDF (shareable candidate report)
Package ZIP (full interview assets)
Reports may include:
interview transcripts
scores and evaluations
audio or video recordings
diagnostics and integrity signals
Step 9 Edit, Duplicate, or Archive Interview Experiences
Use the Actions menu on an interview experience to:
Edit Questions to refine screening criteria
Duplicate Interviewer for similar roles or locations
Create Template for future reuse
Manage Webhooks for automation
Archive Interviewer when hiring is complete
Step 11 Track Interview and Team Performance
Each interview experience includes an Analytics tab showing:
candidate volume
completion rates
interview activity over time
spend and estimated cost savings
recent candidate feed
If no interviews have run yet, the dashboard will say “No data.”
Best Practices for Team Collaboration
✅ Establishing Clear Processes
Define Roles: Clear responsibilities for each team member
Set Expectations: Timeline and quality standards
Create Templates: Standardized feedback formats
Document Decisions: Record reasoning and outcomes
✅ Maintaining Communication
Regular Check-ins: Scheduled team updates
Open Channels: Easy access for questions and discussion
Feedback Culture: Encourage honest, constructive input
Celebration: Recognize successful hires and team wins
✅ Ensuring Quality
Calibration Sessions: Align evaluation standards
Training Programs: Develop team skills
Quality Reviews: Regular assessment of decisions
Continuous Learning: Adapt based on outcomes
Pro Tip: The best hiring teams combine individual expertise with collective wisdom. Create processes that leverage both while maintaining efficiency and candidate experience.
You’re All Set!
HeyMilo makes it easy for teams to share interview agents, leave structured feedback, and stay aligned—without slowing down your process.
Once your agents are live, your team can rate candidates, leave notes, and see results flow directly into your ATS. All you have to do is invite your teammates and hit share.
📌 Don’t forget to check your Agent Analytics tab to track interviews and savings over time.
Need help? Reach out via live chat or contact [email protected] for guidance!
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