# Collaboration & Team Features

<figure><img src="/files/LbEbysjy0pSklp6jDj42" alt="" width="211"><figcaption><p>Share link</p></figcaption></figure>

> 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

<details>

<summary>Why Collaboration Matters</summary>

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

</details>

<details>

<summary>Collaboration Benefits</summary>

* **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

</details>

<details>

<summary>Privacy and Security</summary>

* **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

</details>

## Follow these simple steps to share agents, manage team access, give feedback, & work together efficiently

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> 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

<figure><img src="/files/oIPaMIixQoPReRFiuZEI" alt=""><figcaption></figcaption></figure>

<details>

<summary>Why this matters</summary>

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.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 2**</mark> Add Candidates to an Interview

From any agent card, click Add Candidates to bring candidates into that workflow.

<figure><img src="/files/mMp9QtSLa7OVmM9dsNLA" alt="" width="244"><figcaption></figcaption></figure>

<details>

<summary>Manual options</summary>

* **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.

</details>

<details>

<summary>Integrated options</summary>

* **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.

</details>

<details>

<summary>Why this matters</summary>

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.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 3**</mark> 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:

1. Upload PDF, CSV, or ZIP files
2. Wait for HeyMilo to extract candidate profiles
3. Review the extracted candidate information
4. **Choose which candidates to ingest or discard**

<figure><img src="/files/7x49KNujsvA4cST8zZsI" alt=""><figcaption></figcaption></figure>

<details>

<summary>Why this matters</summary>

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.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 4**</mark> Invite Your Teammates

HeyMilo supports unlimited teammates per workspace.

<figure><img src="/files/gWnjPLu1KqmEYF3Ebnaj" alt=""><figcaption></figcaption></figure>

To invite teammates:

* Go to **Settings → Team**
* 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

<details>

<summary>Why this matters</summary>

Hiring managers and stakeholders can review results without risking accidental changes to interview logic.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 5**</mark> 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.

<figure><img src="/files/6DRPbVXnte6YHWwxTVLL" alt=""><figcaption></figcaption></figure>

**Filter candidates, change views, and adjust visible columns**.

<details>

<summary>Filter candidates</summary>

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

</details>

<details>

<summary>Change how candidates are displayed (Workflow)</summary>

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.

</details>

<details>

<summary>Customize visible columns</summary>

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.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 6**</mark> Review, Rate, and Leave Feedback on Candidates

Open any candidate profile to review interview details and collaborate with your team.

<figure><img src="/files/xcnz8TTD93WsucJAeUHt" alt=""><figcaption></figcaption></figure>

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

<details>

<summary>Why this matters</summary>

All feedback stays tied to the candidate record, keeping decisions transparent and eliminating side conversations or lost context.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 7**</mark> 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** Choose which files to include (PDF report, resume, video, audio) in the Download Candidate Files Zip dialog

<figure><img src="/files/afTm0iGv8xN4aEb8LTCi" alt="" width="251"><figcaption></figcaption></figure>

Reports may include:

* interview transcripts
* scores and evaluations
* audio or video recordings
* diagnostics and integrity signals

<details>

<summary>Why this matters</summary>

This makes it easy to share candidates with hiring managers, attach reports to ATS records, or provide documentation for clients.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 8**</mark> Nudge or Dismiss Candidates

From the candidate list or profile, you can:

* **Nudge** candidates who haven’t completed interviews

<figure><img src="/files/5iAB1uz7bx3TTaZu9MGG" alt="" width="188"><figcaption></figcaption></figure>

* **Dismiss** candidates who are no longer moving forward

<figure><img src="/files/oDdhkUu8hx0UlRwbxwaS" alt="" width="134"><figcaption></figcaption></figure>

<details>

<summary>Why this matters</summary>

This keeps pipelines moving without manual follow-ups or external tracking.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 9**</mark> 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

<figure><img src="/files/1T18R8SPZrPooPn7I4bs" alt="" width="238"><figcaption></figcaption></figure>

<details>

<summary>Why this matters</summary>

This allows teams to scale what works and cleanly close out finished roles.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 10**</mark> View Results in Your ATS

When ATS integrations are enabled, interview results sync automatically.

<figure><img src="/files/pcuTLP5OZ5cAmsqPsCo0" alt=""><figcaption></figcaption></figure>

This can include:

* overall scores
* transcripts
* completion status
* candidate metadata

<details>

<summary>Why this matters</summary>

Recruiters can stay in their ATS while HeyMilo handles screening and evaluation behind the scenes.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 11**</mark> 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

<figure><img src="/files/bVD6JaqfZMAX2KgSsUQt" alt=""><figcaption><p>Analytics</p></figcaption></figure>

If no interviews have run yet, the dashboard will say “No data.”

<details>

<summary>Why this matters</summary>

Analytics help teams understand what’s working, identify drop-off early, and report outcomes to leadership or clients.

</details>
{% endstep %}
{% endstepper %}

## Best Practices for Team Collaboration

<details>

<summary>✅ Establishing Clear Processes</summary>

* **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

</details>

<details>

<summary>✅ Maintaining Communication</summary>

* **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

</details>

<details>

<summary>✅ Ensuring Quality</summary>

* **Calibration Sessions**: Align evaluation standards
* **Training Programs**: Develop team skills
* **Quality Reviews**: Regular assessment of decisions
* **Continuous Learning**: Adapt based on outcomes

</details>

{% hint style="success" %}
**Pro Tip**: The best hiring teams combine individual expertise with collective wisdom. Create processes that leverage both while maintaining efficiency and candidate experience.
{% endhint %}

## 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 <support@heymilo.ai> for guidance!


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