# JOIN Help Center

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Search for answers, explore our guides, learn best practices or get support from our team.

### Popular topics
Publishing JobsLearn how to create, edit, manage and publish your job ads. /files/Fevco4GoZcE63pk4vo09/pages/VQtSCxsIKBI9Uk4hVA74
Reviewing ApplicationsSet up your pipeline and move candidates through hiring stages with ease./files/B7RMtBNrtBOqXpzIRytX/pages/tGi7un333Me4c0vHegPp
Promoting JobsReach more candidates by boosting your job ad’s visibility using premium products./files/teuSPALFCCn4dsa3AMcn/pages/HD0MSllJIYKpecWs2sGx
CollaboratingAdd colleagues to your account, assign roles, and hire as a team./files/trBi6yZCnb6YFUznRhrv/pages/q1SC5jaKdjztnp2aaLLt
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Customisable Cards view/files/EDOEfw8HknaDDeHt6O09
Interview Templates/files/httIJsRJZDwnIM0DiV8A
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How can I create a career page? Creating a compelling career page with JOIN is straightforward and helps you attract top talent by showcasing your company's brand and open positions. Here's how you can do it: 1\. Customise your company account: * Access settings: Navigate to ‘Settings’ in the left navigation bar of your JOIN dashboard. * Company details: Go to ‘Company details’ to: * Upload your company logo (minimum 224px x 224px) * Enter your company name and website * Update the number of employees and specify your industry * Add a detailed company introduction (200-400 words recommended for good ranking on search engines) * Highlight your company's benefits and values * Save your changes * Enhance with visuals: Add images and videos to your gallery to showcase your office and team. This improves your visibility and attracts more applicants. 2\. Preview and publish the page: * Click the ‘Preview’ button in the top right corner to see the career page. * Your career page is automatically generated and kept up-to-date. You can find the link under ‘Settings’ > ‘Career Page’ > ‘Preview’. * Share your career page on social media, email, or integrate it with your website. This creates an additional application channel and centralises candidate management within JOIN. Key benefits of using JOIN Career Page: * Enhanced employer branding: Effectively communicate your company culture and values. * Increased application rates: Clients using the JOIN Career Page or Job Widget have seen a 30% increase in applications. * Streamlined candidate management: Reduce manual workload by 40% with centralised application management. * SEO optimisation: Detailed company descriptions and visuals improve the search engine visibility of your job ads. * Always up-to-date: Job openings are automatically updated on your career page. By following these steps, you can create a professional and effective career page that attracts the right talent and simplifies your hiring process.
How secure is my data? JOIN takes data security very seriously and follows strict security measures to protect your information. All data is encrypted and stored in the EU. We fully comply with GDPR (General Data Protection Regulation) and other relevant data protection laws, ensuring that your personal and candidate data is handled with the highest level of security and confidentiality. Here's how we keep your data safe: * Consent management: We actively manage candidate consent, promptly notifying recruiters when a candidate withdraws an application or rejects consent. (Note: It's also important for you to manage candidate data responsibly if stored outside of JOIN.) * Platform integrity: We conduct regular checks to remove fraudulent jobs, candidates, and companies, maintaining a secure and trustworthy platform. * Ongoing security: We employ robust security measures and regular updates to protect your information.
How is JOIN different from other recruiting tools? JOIN sets itself apart from the competition with a relentless drive for excellence and ease of use. Here's how JOIN stands out: 1\. Comprehensive, all-in-one recruiting solution JOIN streamlines the entire hiring process, from creating job postings to screening candidates and managing the hiring process, ensuring efficient talent acquisition. 2\. Free access to powerful features Unlike many platforms that come with hefty price tags, JOIN offers a freemium model, allowing you to post up to two jobs across 15+ free job boards simultaneously, including major sites like Indeed and Talent.com. This approach ensures you maximise your reach without compromising your budget. 3\. Effortless job distribution With JOIN's multiposting feature, your job ads can be published to over 15 job boards with a single click, saving you valuable time and expanding your talent pool. The reach and visibility of individual job ads can be significantly boosted by promoting them as discounted premium ads across more than 250 job boards. 4\. Intuitive software for non-recruiting professionals and professionals alike JOIN's primary goal is to build intuitive software that is easy to use for both HR and recruiting professionals, as well as those who are not specialists in these areas. The software is designed to be intuitive and user-friendly, such that no special onboarding or training is required. 5\. Customisable Career Page and Widget JOIN empowers you to create a personalised career page that reflects your brand's identity, enhancing your employer branding and attracting the right candidates. The platform also offers a job widget that seamlessly integrates with your existing website, ensuring real-time synchronisation of job postings. 6\. Intuitive Applicant Tracking System (ATS) JOIN's free ATS simplifies candidate management, allowing you to organise, track, and communicate with applicants effortlessly. This streamlined process ensures you can focus on selecting the best talent without getting bogged down by administrative tasks. 7\. Seamless integrations with existing hiring tools JOIN offers integrations with countless other ATS and People Management solutions, enhancing your recruiting capabilities and ensuring a smooth workflow. 8\. Transparent and flexible pricing JOIN's pricing structure is flexible and designed to meet the needs of businesses of all sizes. With our default pricing tier, you always have access to 2 free job postings. For access to additional features, you can choose from our tiered pricing plans. Unlike other software that requires upfront payment for annual contracts, JOIN offers the flexibility to scale up or down as needed without any yearly subscriptions. JOIN offers maximum flexibility with transparent monthly pricing. Unlike many other software providers that require upfront annual commitments, JOIN allows you to scale your hiring efforts up or down — and cancel monthly — based on your current needs.
*** ### Still have questions? > :mailbox\_with\_mail: **Email**\ > Email us at `contact@join.com` and we’ll get back to you shortly > :speech\_balloon: **Chat**\ > Message us for quick support. Available for signed-in users only # Account creation This article walks you through how to create your JOIN company account using a valid business email address and complete verification so you can start posting jobs. To use JOIN, your company must have a verified account. This ensures that your hiring activity — from job postings to candidate management — is centralised and secure. You can create a JOIN account if: 1. You are registering with a business email address (e.g. ) 2. No one from your company has already registered using the same email domain {% hint style="warning" %} JOIN does not support personal or free email domains like @gmail.com, @hotmail.com, @yahoo.com, or @outlook.com. {% endhint %} JOIN only allows one account per company domain. If multiple team members, recruiters, or office locations need access, we strongly recommend using JOIN’s roles and permissions feature rather than creating a separate account. This allows you to: * Add multiple recruiters to the same company account * Set different permission levels * Assign jobs to specific users * Manage multiple locations or business units from a shared environment Read our full guide to roles and permissions in [Hiring team](https://help.join.com/jobs/hiring-team#job-role-permissions-summary) and [Member management](https://help.join.com/account-settings-and-billing/member-management) for more information. If you're unsure who owns your company's JOIN account, or if something seems incorrect, [contact us](mailto:contact@join.com). *** ### Steps to create an account {% stepper %} {% step %} #### Sign up for a company account Go to [join.com/auth/signup/company](https://join.com/auth/signup/company). Fill in the required details, including your business email address, company name, location, personal information such as your first and last name, phone number, and a secure password. If you have a referral code, you can enter it by clicking on `I have a referral code`. Tick the boxes to accept the Terms & Conditions and the Data Processing Agreement. Once all fields are complete, click `Continue` to proceed and complete your registration. {% endstep %} {% step %} #### Verify your email address After signing up, you’ll receive a verification email from JOIN. Click the link in the email to confirm your address. Once verified, you’ll be redirected back to JOIN. If you don’t receive the email: * Check your spam or junk folder * Log in at[ https://join.com](https://join.com/) to trigger the verification email again If you received the email but the link doesn’t work: * Try opening the link in a private or incognito browser tab
Misspelled your email during registration? If you used the correct domain (after the @) but misspelled the part before it, and haven’t verified yet, you won’t be able to access your account. The fastest fix is to ask your IT team to temporarily create the mistyped email address. You can then log in at[ https://join.com](https://join.com/), re-trigger the verification email, and complete setup. Once verified, go to `Settings` → `Team`, invite your correctly spelled email, and let us know so we can transfer ownership. You can then remove the incorrect one. Alternatively, request account deletion by logging in at[ https://join.com](https://join.com/), or contact us at . Deletion takes 7 days. After that, you can register again with the correct address. If you mistyped the domain (after the @), just sign up again using the correct version.
{% endstep %} {% step %} #### Complete the setup steps Once your email is confirmed, you’ll be redirected to the `Setup` screen on JOIN where you can: * Create your first job posting * Connect your LinkedIn company profile (optional) * Complete your company profile From here, you can create and publish your first job, connect your JOIN account to your company's LinkedIn account, and complete your company profile. Completed items are marked with a green check mark to help you track your progress. {% hint style="info" %} As the next necessary step, please create a job at [https://join.com](https://join.com/) after verifying your email address. This is required for us to proceed with verifying your company account. Keep in mind, your job will appear in your account under Jobs, but it will not be published or visible online until your account has been fully verified. {% endhint %}
{% endstep %} {% step %} #### Additional verification (if required) Sometimes, additional verification is needed after your first job is created. If this is needed in your case, you’ll see this step the next time you log in after creating the job. The system will offer you one of two options: 1. Uploading a valid company registration document 2. Completing identity verification (e.g. as a company representative) If this applies, clear instructions will be shown on screen. If verification fails, you’ll be notified upon your next login. {% endstep %} {% endstepper %} *** ### Pre-existing company account If JOIN detects that your company domain is already in use, you’ll see this message: > “An existing account is linked to your domain.” This means someone in your organisation has already set up JOIN. You’ll see their name and partially hidden email address listed. To proceed: * Contact that person directly and ask to be added to the team via `Settings` → `Team` , or * Click `Contact support` or write an email to `contact@join.com` to reach JOIN’s support team
*** ### When do your jobs go live? Once your company account is verified: * Your job postings become publicly visible * They’re automatically distributed to partner job boards through JOIN's multiposting system If no further verification is required, this happens shortly after you create your first job. *** ### FAQs
Who can create a JOIN company account? Anyone registering with a business email and a domain not already used by your company. Free/personal domains (e.g. @gmail.com, @hotmail.com) aren’t supported.
Is it possible to have multiple JOIN accounts for the same company? No. JOIN allows one account per company domain. Add colleagues via roles and permissions instead of creating separate accounts.
How do I sign up? Go to , enter business email, company details, name, phone, and password. Accept Terms & Conditions and DPA, then click Continue.
I misspelled my email during registration. What now? If the domain is correct but the local part is wrong and you haven’t verified, ask IT to temporarily create the mistyped address. Log in at , re-trigger verification, then verify. Invite your correct email under Settings → Team, ask JOIN to transfer ownership, then remove the incorrect one. Or request deletion (takes 7 days) and re-register.
How can I create a career page? Follow these steps to build and publish your career page 1. Open `Settings` in the sidebar menu, then go to `Company details` 2. Upload your logo (minimum 224 × 224 px), enter your company name and website, set employee count and industry 3. Add a detailed company description (200–400 words recommended for SEO) and highlight benefits and values 4. Add images and videos in your gallery to showcase your team and workplace 5. Click `Save` 6. Preview your page via `Settings` → `Career page` → `Preview`. The link is available there for sharing 7. Share the link on social channels, email, or embed with the job widget on your website **Key benefits** * Stronger employer brand and higher application rates * Automatic syncing of open roles * SEO-friendly content with media support
# Quickstart Get up and running with JOIN in just a few minutes. Learn how to post your first job, complete your profile, and start hiring today. JOIN gives you all the tools you need for hiring — from writing and publishing job ads to reviewing applications and making confident recruitment decisions in collaboration with your team using our ATS. At JOIN, our mission is to provide an intuitive and accessible applicant tracking system that helps you attract candidates across multiple channels, collaborate with your team, and move seamlessly from job posting to making the final hire. You’ll need an account to start publishing jobs, attracting candidates, reviewing applications, messaging candidates, and scheduling interviews. Sign upLog in *** ## Discover features JOIN offers powerful tools to support every part of your hiring process. Already created an account? Here’s what you can do next:
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Publish a jobCreate a job and post your open roles across multiple organic channels./pages/VQtSCxsIKBI9Uk4hVA74/pages/VQtSCxsIKBI9Uk4hVA74/files/Cpn8ccQnwz4LNHAmUHWY
Promote a jobBoost job visibility on premium job boards to reach even more candidates./pages/HD0MSllJIYKpecWs2sGx/pages/HD0MSllJIYKpecWs2sGx/files/TQV7X0tQCAyL7lOirfmW
Review incoming applicationsManage applications from different channels in real time, using pipelines./pages/tGi7un333Me4c0vHegPp/pages/tGi7un333Me4c0vHegPp/files/FxDhcpSdV8esTVIQUgsY
Communicate with candidatesSend and manage candidate emails in one central hiring mailbox./pages/reKN35PZuahN59pvPG7F/files/50sZ0qpy4AyoFHmyNCMf
Schedule interviewsConnect your calendar or workspace to schedule interviews./pages/okHdOZGE8Js6deraKczt/files/6ewfCAP5ebeKohDFyXDA
Evaluate applicationsCollect structured team feedback with scorecards and assessments./pages/NlYEZQzeOZ8ChHGqaVyp/files/RdEElLtMc9IwnegqQqSj
Connect your LinkedInAdd your LinkedIn company profile on JOIN to allow organic multiposting of your jobs./pages/mDTTcqWrdIEvwhaamsXe/pages/cxaY0H3x6qdGSKwSRrKD/files/OFhvZMy1H4450RyjW1ix
Invite team membersCollaborate by adding your team to your account with the right permissions./pages/q1SC5jaKdjztnp2aaLLt/pages/q1SC5jaKdjztnp2aaLLt/files/Dz2hE4O3ZiPsXs7GD9yz
# Hiring process Use this quick guide to learn what you can do in JOIN throughout the hiring process. JOIN is a **complete** hiring tool — from writing and publishing your job ad and getting you applications to sending the final offer to hire a candidate. Once your job is live and applications start coming in, JOIN gives you the tools to manage every step in one place. You can screen candidates, collaborate with your team, schedule interviews, send emails, and reject applicants without leaving the platform. This guide walks you through the full process. Here’s what you can do in JOIN:
TaskWhat you can do in JOIN
Create job adsWrite job ads manually or use AI to create a first draft.
Publish jobsPublish your job ad and start receiving applications.
Customise application formsChoose required documents and add screening questions.
Screen applications automaticallyUse Knockout Questions to reject candidates who miss essential requirements.
Manage candidate progressCreate stages that match your process and assign a custom pipeline to each job. Move candidates through pipeline stages, hire them, or reject them.
Automate candidate communicationSend application confirmations and stage-based emails with templates.
Assign your hiring teamGive teammates job-level access with the right permissions.
View candidatesOpen candidate profiles to review CVs, applications, and activity history.
Find the right candidatesSearch, filter, sort, and customise your application views.
Take bulk actionsMove, reject, tag, export, or remove multiple applications at once.
Collaborate on decisionsLeave notes, @mention teammates, and use tags to keep context with each candidate.
Evaluate interviewsUse scorecards to collect structured feedback from your hiring team and compare candidates.
Schedule interviewsConnect Google Workspace or Microsoft 365 calendars and send interview invites. Calendars sync automatically and candidates can schedule interviews using booking links.
Communicate with candidatesSend emails, use shared templates, create private conversations, and schedule emails to be sent later. Manager your dedicated hiring mailbox.
Protect candidate dataManage candidate data in JOIN and support GDPR-compliant workflows.
*** ## Step-by-step hiring process {% stepper %} {% step %} ### Create and publish your job Create your job ad in the Job Editor, then add the application form, workflow, and hiring team. When everything is ready, click `Publish` to start receiving applications. Each published job is automatically shared through [organic multiposting](/promoting-jobs/organic-multiposting). This distributes it to eligible free job boards based on your plan, job location, and board requirements. {% hint style="danger" %} To post organically on LinkedIn, you must connect a verified LinkedIn Company Page to JOIN. You must also enable basic job posting in LinkedIn. See [LinkedIn setup](/integrations/external-profiles/linkedin). {% endhint %} When your job is published, open the `Postings` sub-tab within a job to see every channel where it is posted and its current status. See [Postings status](/promoting-jobs/postings-status). Visit the [Store](/promoting-jobs/paid-multiposting) to explore options to promote your job for extended reach and visibility. For the full setup flow, see [Job creation](/jobs/job-creation). {% hint style="info" icon="lightbulb-on" %} Publish all current job openings together when possible. This strengthens your SEO and maximises organic reach across job boards. {% endhint %} {% endstep %} {% step %} ### Set up hiring pipeline A pipeline is the series of stages a candidate moves through during your hiring process — from application to final decision. Set it up before applications arrive, so your process matches how your team actually hires. You can add custom stages such as `Phone interview`, `Assessment`, or `Team fit round`. To set up or customise a pipeline, go to `Settings` → `Pipelines`. {% hint style="info" icon="lightbulb-on" %} Create different pipeline templates for different role types. For example, use a shorter pipeline for junior roles and a more structured one for senior hires. {% endhint %} For the full setup flow, see [Pipeline management](/candidates-and-applications/pipeline-management) {% endstep %} {% step %} ### Filter candidates automatically If a role has hard requirements, such as language skills, a work permit, or availability, you can screen for them automatically with Knockout Questions. Knockout rejections are based on application form answers. Candidates who do not meet the criteria are rejected automatically before they reach your pipeline. [Read more](/jobs/job-creation#screening-questions) {% endstep %} {% step %} ### Invite your team If hiring managers or teammates need to review candidates, invite them to JOIN instead of forwarding CVs by email. To invite a team member, go to `Settings` → `Team`. Once assigned, they can open candidate profiles, leave notes, and track progress. For more, see [Member management](/account-settings-and-billing/member-management) and [Hiring team](/jobs/hiring-team) {% endstep %} {% step %} ### Review incoming applications All incoming applications from different job channels appear in the `Applications` sub-tab of each job. You can review and manage candidates directly in JOIN, without exporting files or any manual work. {% hint style="info" icon="lightbulb-on" %} From the pipeline view, you can: * Click any application to go to that candidate profile and view their CV, cover letter, and activity logs * Sort by `Time in stage` to surface candidates who have been waiting longest * Move candidates between stages by dragging cards or using the `Stage` dropdown * Select multiple candidates with checkboxes to perform bulk actions like rejections, export or adding tags. {% endhint %} For more, see [Applications overview & filters](/candidates-and-applications/candidates-overview-and-filters) {% endstep %} {% step %} ### Send emails JOIN lets you send emails and manage rejections directly from the platform. You can also add custom templates your whole team can access. **Messaging**\ Send candidates emails directly from their profile. Use templates to keep communication consistent and on-brand. **Rejecting candidates**\ To reject one or more candidates: 1. Select the candidate in the pipeline 2. Click `Reject` 3. Choose a rejection template or write a one-off message JOIN sends the email and moves the candidate to the `Rejected` stage automatically. To set up shared templates, go to `Settings` → `Automated messages`. {% hint style="info" %} Rejected candidates can be restored to any active stage with `Undo rejection`. Emails that have already been sent cannot be unsent. {% endhint %} For more, see [Candidate Messaging](/candidates-and-applications/candidate-messaging), [Email Templates](/candidates-and-applications/candidate-messaging/email-templates), [Automated Emails](/candidates-and-applications/candidate-messaging/automated-emails), and [Rejecting candidates](/candidates-and-applications/reject-delete-or-block). {% endstep %} {% step %} ### Schedule interviews Once a candidate is ready for interviews, you can schedule everything directly from their profile. To schedule an interview: 1. Open the candidate profile 2. Click `Schedule interview` 3. Choose or create an interview template 4. Set the format, duration, and interviewers 5. Send the invite JOIN sends calendar invites to the candidate and all interviewers. Interviews sync with Google Workspace or Microsoft 365. Set this up under `Settings` → `Integrations`. For more, see [Interview Scheduling](/candidates-and-applications/interview-scheduling). {% endstep %} {% step %} ### Collaborate for discussions Instead of discussing candidates over email, keep the full decision history on the candidate profile. Tags help you label candidates with custom markers, for example: Technical fit, `Pro`, or `On hold`. Everyone with access to the job can see them. [Notes](/candidates-and-applications/notes) help your team collaborate in context. You can @mention teammates, reply to notes, react with emojis, and keep track of all related conversions. [Scorecards](/candidates-and-applications/scorecards) help your team evaluate and leave feedback for the candidate after an interview. This makes decisions more consistent and centralised, especially when several people are involved. {% endstep %} {% endstepper %} *** ## Migrate to JOIN If you post jobs in JOIN but then move the rest of the process into spreadsheets, email threads, or separate tools, you create avoidable work. Everything you need to hire successfully is already built in: | If you're currently doing this externally… | Do it in JOIN instead | | ------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------- | | Filtering CVs in a spreadsheet | Use pipeline filters by stage, tag, answer, or date | | Sharing CVs with hiring managers by email | Share access to candidate profiles and use notes | | Tracking candidate status in a separate doc | Move candidates through pipeline stages in real time | | Scheduling interviews by email and slack messages back-and-forth | Use built-in interview scheduling with calendar sync | | Sending rejection emails manually | Use rejection templates and automated emails | | Auto-disqualifying candidates manually | Use Knockout Questions | | Creating separate profiles on different hiring platforms and sorting applications from multiple places | Post a job to enable it getting multiposted to 10+ organic job boards and applications can be viewed and managed from one place | | Deleting candidate CVs manually to stay GDPR compliant | All data stays within the platform. We use encrypted storage in the EU and support GDPR-compliant hiring workflows. | *** ## FAQs
Do I need to set up a pipeline before I start receiving applications? No. JOIN applies a default pipeline to every job automatically. Setting up your own pipeline first helps candidates enter the right stages personalised for your company from the start.
Can hiring managers access JOIN without seeing all jobs in the account? Yes. Users with `Standard` or `Limited` company roles only see the jobs they are assigned to. `System Admins` can see all jobs by default.
Can I still export candidate data if I need to? Yes. You can export applications from the pipeline view with bulk actions. Export is available to `System Admin` users.
Are candidates notified when I move them between pipeline stages? No. Candidates are not notified when you move them between stages. Notifications are only sent when you message or reject them, or when you use configured automations.
*** ## Related articles * [Job creation](/jobs/job-creation) * [Pipeline management](/candidates-and-applications/pipeline-management) * [Applications overview & filters](/candidates-and-applications/candidates-overview-and-filters) * [Hiring team](/jobs/hiring-team) * [Interview Scheduling](/candidates-and-applications/interview-scheduling) [^1]: Knockout Questions are screening questions that automatically reject candidates when they give a disqualifying answer. Use them for must-have criteria such as work permits, language requirements, or availability. [^2]: A candidate profile is the central view for one candidate in JOIN. It brings together their details, CV, application history, emails, interviews, scorecards, notes, and pipeline progress in one place. See [Candidate profile](/candidates-and-applications/candidate-profile). # Job creation This guide walks you through JOIN's Job Editor. Learn how to create a compelling job ad, either by using AI assistance or by entering the job details manually. Creating a job in JOIN is a simple, guided process that helps you publish compelling job ads and start collecting applications in just a few steps. You can start creating a job from multiple places in the JOIN interface: 1. **Sidebar menu**: Click the blue `Create job` button at the bottom of the left-hand menu. 2. **Dashboard**: Click `+` icon on the top-right of your JOIN Dashboard 3. **Jobs tab**: Navigate to the `Jobs` tab from the sidebar. Each sub-tab (e.g. `Active`, `Drafts`, `Archived`) has a `Create job` button in the top-right corner. If you don’t have any jobs yet, you’ll also see a `Create job` button in the centre of these screens. Clicking any of these `Create job` buttons will open the **Job Editor**. #### Steps to create a job Creating a job using the Job Editor consists of four main steps: {% stepper %} {% step %} Enter your [job ad details](#user-content-fn-1)[^1] {% endstep %} {% step %} Customise your [application form](#user-content-fn-2)[^2] {% endstep %} {% step %} Set up your workflow[^3] {% endstep %} {% step %} Assign the hiring team {% endstep %} {% endstepper %} {% hint style="info" %} Once you start creating a job, you can `Save as draft` at any time during this process to continue working on it later. {% endhint %} ## Job Ad Details ### Job ad description {% tabs %} {% tab title="Create job manually " %} If you prefer full control from the start, you can create your job ad manually by entering all the details yourself. This allows you to tailor every section precisely to your company’s tone, expectations, and role requirements. * `Intro`: A brief introduction about your company and the role * `Tasks`: Main responsibilities and day-to-day duties * `Requirements`: Required skills, qualifications, and experience * `Benefits`: Perks and reasons to join your company. You can also click `Import from last job` to reuse previous entries * `Closing`: A final message to encourage candidates to apply {% hint style="info" %} Use the text editor toolbar in each field to format your content — add bullet points, links, and emphasise key points to improve readability. {% endhint %} {% endtab %} {% tab title="Create job using AI " %} If you prefer a quicker start, JOIN's Smart Job Ad Builder can generate your job ad details for you using AI. 1. Enter the `Job title` 2. Click `Create job ad with AI` at the centre-bottom of the screen 3. Choose a writing style for your job ad: `Professional style` or `Casual style` 4. The AI will populate all fields for you: `Intro`, `Tasks`, `Requirements`, `Benefits`, and `Closing` 5. In addition to the job ad content, the AI will also prefill fields in the `Additional information` section, including: `Employment type` , `Category` , `Sub-category` , `Seniority` , and `Skills` :hand-point-ribbon: It’s highly recommended to review all of these fields carefully before proceeding, to ensure the selections align with your specific job requirements. #### Customise and refine * Click into any text field (e.g. `Tasks`, `Requirements`) to reveal the `Ask AI` button * Use the `Ask AI` dropdown to regenerate or refine content within that specific section * Options include: Fix spelling & grammar, Make shorter, Make longer, or Change tone * You can also format your text using the input toolbar — add bullet points, links, or adjust styling * Next to each field in the `Additional information` section, you’ll see a dropdown menu — simply click to reveal available options. Read more about this in the next section. {% hint style="info" %} You’re always in control — every part of the AI-generated content can be edited, rewritten, or removed to suit your exact needs. Adjust the wording, tone, or structure at any time to match your company’s voice. {% endhint %} #### How does it work? It’s simple. Once you input a job title, JOIN analyses keywords and typical role expectations, then cross-references these with a large database of job descriptions. Our Smart Job Ad Builder also includes information you’ve entered on your company profile — like your values, perks, and culture — to tailor the content even further. The result is a job ad draft that matches your specific company tone and hiring goals. {% endtab %} {% endtabs %} ### Additional information After your job description, you’ll be prompted to provide more structured details about the role. Next to each field, you’ll see a dropdown menu — simply click to reveal available options. These fields help classify and publish your job ad effectively across job boards: * `Workplace` : Choose from `On-site`, `Remote`, or `Hybrid` * `On-site` and `Hybrid`: Location is required * Selecting `Remote` will give you an option to select the type of remote job. These can be: * `Remote from anywhere`: No location is required, but a country may still be pulled from the default location to support job board rules * `Remote within specific country`: Select `Employer Location` which gives you the option to choose from the countries of your created locations * `Location`: Select a location or click `Add location` * Clicking `Add location` will open a form where you can enter the following: * `Location name` * `Street name` and `House number` * `City` and `Postal code` (City and Country are required) * `Country` (defaults to your company’s registered country) * You can also enable the `Default location` toggle to make this location automatically selected for future jobs * Alternatively, you can also manage your locations in the `Settings` tab under `Locations`. [Read more](/account-settings-and-billing/locations) * `Application form language`: Set the language used in the job ad and candidate communication * `Category` and `Sub-category`: Select the most relevant match from the dropdown options. If your job category isn’t listed, choose `Other` * `Employment type`: Select from the available options such as `Employee`, `Part-time`, `Freelance`, `Contract`, `Internship`, `Traineeship`, and more. Choose the one that best fits how you intend to hire for this role. * `Seniority`: Select seniority level required for the job from the dropdown from Entry-level to Executive etc. * `Salary` (optional): Add a minimum and maximum range if applicable * `Skills`: Add relevant keywords (e.g. project management, Python) Click `Proceed to Application form` to continue. {% hint style="info" %} A job can only be assigned to one location at a time. To post a job in multiple locations, create separate job ads for each location. {% endhint %} *** ## Application form This step of job creation helps you customise the application form to collect the right information from candidates during the job application process. These settings help you manage expectations upfront and collect the level of detail you need to assess each candidate. ### Application documents Define which documents applicants need to submit when applying : * `CV`: Choose from `Required` or `Optional` * `Cover letter`: Choose from `Required`, `Optional`, or `Hidden` ### Screening questions #### What are Screening Questions? Screening questions are custom or pre-set questions included in the application form to help you gather important information from candidates early in the hiring process. These questions can cover availability, skills, experience, or qualifications — making it easier to identify strong matches right from the start. By filtering out unsuitable applicants early on, they help streamline your recruitment process and focus your attention on the most relevant candidates. #### Default Screening Questions JOIN provides a curated list of ready-made screening questions designed to cover the most common applicant criteria. These are available to all users. When you reach the second step of the job creation flow, you will see two default screening questions added to your job to get you started: `Start date` and `Salary expectation` You can find more of these default questions in the `Add question` section as clickable options. These questions are pre-written and cannot be edited. However, you can choose how each one behaves by selecting one of the following types: * `Optional`: The candidate can skip the question * `Required`: The candidate must answer the question * `Knockout`: The application is automatically rejected if the answer does not meet your criteria To remove a question, click the trash icon :trash-can: next to it. #### Custom Screening Questions Custom screening questions are personalised questions that you create to collect specific information from candidates that default templates don’t cover. These questions give you full control over the wording, topic, and answer format — helping you tailor the application process to match your hiring needs more precisely.
If you want to tailor a question to your specific needs or ask something not listed here, use the `+ Custom` button to create your own question. Custom Screening Questions give you full flexibility over wording, structure, and response types. Custom questions are ideal when you need more flexibility — for example, asking candidates to upload a design portfolio, confirm certifications, specify shift availability, or share preferences and working conditions. {% hint style="warning" %} Custom Screening Questions are only available on the **Advanced** and **Enterprise** plans. If you're on the Standard plan, you can upgrade to unlock full flexibility in creating your own tailored questions. View plans {% endhint %} #### To create a custom screening question: 1. Scroll to the `Add question` section 2. Click the `+ Custom` button. From the dropdown, choose an `Answer type`: * `Short text` *(cannot be used with Knockout)* * `Yes / No` * `Single choice` * `Multiple choice` * `Date` * `Number` * `File upload` *(cannot be used with Knockout)* 3. A new question card will appear where you can: 1. Enter your question (e.g. *Do you have a valid working visa?*) 2. Set the question status as: * `Optional`: Candidate can skip the question * `Required`: Candidate must answer the question * `Knockout`: Candidate will be automatically rejected if they give a disqualifying response (e.g. “No” to visa eligibility) {% hint style="info" %} Here’s what happens when a candidate triggers a `Knockout Screening Question` : * You will not receive a notification about their application. * The candidate will still appear in your JOIN account, marked as rejected. * You can review the application and withdraw the rejection before the email is sent. * If not withdrawn, the candidate will automatically receive a rejection email the next day that they are not suited for the role. {% endhint %} You can find the answers to the screening questions directly in a candidate's profile, by opening the candidate overview. Once you’ve set up your application form, click `Proceed to Workflow` to move to the next step. *** ## Workflow In this section, you can define how applications will be managed for this job after you receive candidates. ### Pipeline template #### What is a pipeline? A pipeline is a series of hiring steps that candidates move through during the hiring process — from the moment they apply to when a final decision is made. Each stage in the pipeline (e.g. screening, interview, offer) helps your team stay organised and ensures every application is reviewed consistently and efficiently. #### To assign a pipeline template to your job: You can select a pipeline template from the dropdown menu. Any pipeline that has been previously created and saved in `Settings` > `Pipelines` will appear here. If you'd like to create a Pipeline specific for your role, then you can go to [Pipelines](https://join.com/settings/company/pipelines) and click on `Add Pipeline` button on the top-right. To learn how to create or customise pipelines, refer to this article. ### Application confirmation Enable the `Auto-confirm application` toggle to automatically send an email to every candidate as soon as they submit their application. This message will come from a no-reply email address and confirms that the application has been received. Read more Use the `Email template` dropdown to choose which template to send. By default, JOIN provides a standard "Application Received" email. If you’d like to create or edit your own templates, go to `Settings` > `Email templates`. You can update the wording or add your own custom messages. Read more {% hint style="info" %} Automated emails are sent in the same language as the application form. You can change the language in the `Job ad details` step. {% endhint %} *** ## Hiring Team In the final step before publishing your job ad, you can assign specific team members who will help manage the job and its candidates. Only users who have already been added to your JOIN account will be available for selection here. You can’t invite new users from this step — to do that, head over to your account [Settings](https://join.com/settings/company/users) first. ### Team members Use the `Team members` dropdown to add colleagues who should have access to this job and its candidates. Each selected person will be listed under the `Hiring team` section. You can assign different roles to each team member (i.e. Job Admin, Reviewer, Hiring Manager) depending on the level of access you want them to have. {% hint style="info" %} Click `Compare job roles` next to the dropdown to learn more about what each role can do. {% endhint %} ### Contact person Choose one person from your hiring team to appear as the contact person in the published job ad. This person will: * Be displayed publicly on the job ad * Receive notifications when new applications come in * Be available for candidate questions (by email, though their address is not shown) You can select the contact person using the `Contact person` dropdown. {% hint style="success" %} Having a real person listed on the job ad can increase candidate applications by up to 15%. {% endhint %} *** Once you're happy with all the job settings and your hiring team is in place, click `Publish job ad now` to take your job live and start receiving applications. *** ### FAQs
Why can I not see AI suggestions? AI features including AI suggestions in the job editor are not available for accounts on the agency pricing model. If your company is using JOIN as a recruitment agency, AI suggestions will not be visible during job creation.
Why can I not choose multiple locations or languages for one job? JOIN currently supports only one location and one language per job posting. If you want to post a job in multiple locations or languages, you'll need to create a separate job for each variation.
Should I add a salary to my job post? Adding a salary is optional but highly recommended. While not legally required in most countries (yet), displaying a salary range can significantly increase your number of applications. It also ensures that the correct salary appears on job boards, instead of automatically generated estimates.
Why do I get a message saying the job limit is reached when trying to create a job? Each subscription plan includes a specific number of active jobs you can have at once. If you receive this message, it means you've reached your active job limit. To create a new job, you'll need to deactivate an existing one or upgrade your plan.
[^1]: **Job ad details** is where you define the content of your job — what the role involves, who you’re looking for, and why someone should apply. This includes fields like the job title, description, required qualifications, benefits, company details, etc. It’s the information candidates will see on job boards and your career page. [^2]: The **application form** refers to the form candidates fill out when applying for your job. It includes entering required documents like CVs and cover letters, as well as any custom or pre-set screening questions to help you gather key details early on — such as start date, language skills, or work eligibility. [^3]: A hiring **workflow** is the structured process your team follows to review, evaluate, and manage candidates you receive for a particular job. It includes your hiring pipeline, automated communication (like confirmation or rejection emails) — all designed to streamline the recruitment process and reduce manual tasks. # Job overview & filters Find, sort, and view your jobs efficiently using filters and layout options. Whether you’re managing two jobs or twenty, these tools help keep everything organised. ## Job overview In JOIN, your jobs are grouped into three tabs based on their current status: * `Active`: includes jobs that are currently set to `Online` or `Offline` status * `Drafts`: jobs you’re still working on that haven’t been published yet * `Archived`: closed jobs that are no longer visible to candidates or open for management You can navigate between these tabs using the `Jobs` section in the left-hand sidebar. Each view gives you access to the relevant filters, job details, and layout options. *** ## Job views You can customise how jobs are displayed in the `Active`, `Drafts`, or `Archived` tabs. JOIN offers two different display formats to help you browse and manage your job listings. You can toggle between these views depending on your needs: 1. Click the settings icon :gear: (top-right of the job list) 2. Under `Show as`, select `Cards` or `Table` {% hint style="info" %} Your selected view is remembered the next time you return to the page. {% endhint %} ### Cards view Cards view shows each job in a separate card with basic information like title, location, promotion options, job status, and last updated time — ideal for a quick scan. ### Table view Table view displays jobs in a structured list with sortable columns — best for reviewing and comparing job data at a glance. In this view, you can control which columns are shown in the list. This allows you to focus on the job details most relevant to your hiring process. #### To customise columns in Table view: 1. Click the settings icon :gear: 2. Under `Visible data`, toggle the following fields on or off: * `Location` * `Status` * `Applications` * `Date created` * `Last updated` You can enable all columns for a full overview or hide the ones you don’t need. {% hint style="success" %} Customising the visible data helps reduce visual clutter and keep your job overview focused. {% endhint %} *** ## Sorting jobs You can sort your jobs by different fields in both `Cards` and `Table` views. 1. Click the settings icon 2. Under `Sort by`, choose how you'd like to order your jobs: * `Title: A to Z` / `Z to A` * `Applications: less to more` / `more to less` * `Date created: Oldest first` / `Recent first` * `Last updated: Oldest first` / `Recent first` {% hint style="success" %} This is especially useful when managing many jobs — for example, sorting by `Applications` to quickly spot high-traffic listings or by `Last updated` to see your most recently managed jobs. {% endhint %} *** ## Filtering jobs Use filters to quickly find specific jobs based on their details. Click the `Filters` button (:filter:) above the job list to open advanced filtering options. You can choose from: * `Job Status`: Online, Offline * `Job Ad Language` * `Job Location` * `Category` * `Employment Type` * `Date Created` * `Date Updated` {% hint style="info" %} Sorting options and filters work independently and are applied across whichever tab and view you’re using. {% endhint %} For fast results, use the frequently used filtering fields next to `Filters`: * `Job Status`: instantly switch between Online, Offline, or Archived jobs * `Job Location`: filter jobs by city or country {% hint style="success" %} Combine multiple filters to narrow your job list. For example, show only `Online` jobs in `Berlin` created in the last 30 days. {% endhint %} *** ## Managing jobs You can quickly access all essential tools for editing, updating, and maintaining your jobs. Go to the relevant tab from `Active`, `Drafts`, or `Archived` jobs and locate the job you want to manage. Click the three-dot menu (`...`) next to the job title (in `Cards`) or under the `Actions` column (in `Table`) and choose from the available options. ### Editing a job Click `Edit` in the job actions menu to update any part of a published or drafted job. This feature gives you full flexibility to improve or correct job postings without needing to start from scratch. This opens the full job editor where you can review and adjust everything you originally set during [job creation](/jobs/job-creation), including: * `Job Ad Details`: job title, location, description, salary, company info, etc. * `Application form`: the questions and fields candidates fill out when applying * `Workflow`: the application stages and process for managing candidates * `Hiring Team`: who’s involved in reviewing and managing applications Once you've made your changes, click the `Publish` button in the top-right corner to apply the updates. {% hint style="info" %} Once saved, changes are automatically updated across all job boards and channels where the job is live — including JOIN’s partner boards, your career page, and any shared links. Updates may take up to 24–48 hours to reflect on external job boards, depending on the platform. {% endhint %} ### Duplicating a job Click `Duplicate` in the job actions menu to quickly create a copy of an existing job ad. This is especially useful when hiring for similar roles across different locations, departments, or hiring periods. When you duplicate a job: * The job editor opens immediately with all sections pre-filled from the original job * The job title is automatically prefixed with `COPY OF` — you’ll be prompted to change it before continuing * All other settings — including job content, application form, workflow, and hiring team — are carried over from the original job From here, you can follow the usual steps used during[ job creation](/jobs/job-creation) to: * Review the copied content * Edit any sections you want to change (such as location, salary, tasks, hiring team members etc.) * Keep the details that stay the same Once you've made your changes, click the `Publish` button in the top-right corner to apply the updates or click `Save as draft` to save your changes and continue working on it later. ### Changing the job status Select `Change status` to update a job’s visibility or lifecycle. You can switch between: * `Online`: the job is live and accepting applications * `Offline`: the job is unpublished but still allows candidate management * `Archived`: the job is closed, and candidate management is disabled {% hint style="success" %} Changing the job statuses help you stay within your [job limit](#user-content-fn-1)[^1] while keeping your workspace organised. Switching a job to `Archived` frees up a slot in your [plan](https://join.com/settings/company/billing?source=companySettings). {% endhint %} {% content-ref url="/pages/TCQjmGOwhmMd5TFEcG3a" %} [Job statuses](/jobs/job-statuses) {% endcontent-ref %} ### Reviewing a job Click `Preview` to see exactly how your job appears to candidates. This is helpful before publishing or after making edits to check formatting and layout. The preview opens in a new tab and shows the live version of your job, including all active application fields. ### Promoting a job Click the blue `Promote` button (:bullhorn:) or select `Promote` from the menu to view premium posting options. JOIN offers the option to advertise your job with Paid Multiposting across premium job boards to maximise reach and visibility. You can promote a job at any time while it's `Online`. {% hint style="info" %} Offline or Archived jobs cannot be promoted. Switch their status to `Online` to enable promotion. {% endhint %} [Read more](/promoting-jobs/paid-multiposting) :arrow-up-right-from-square: ### Adding applications manually Click `Add application` to record candidates who applied outside JOIN — such as via referrals or email. This helps keep your hiring pipeline complete and centralised. You can: * `Add manually`: enter candidate details directly into JOIN * `Use Chrome Extension`: import candidates directly from sourcing platforms like LinkedIn [Read more](/candidates-and-applications/candidate-sourcing) :arrow-up-right-from-square: ### Exporting applications Use `Export applications` to download all candidate data linked to a specific job in CSV, XLSX, or ZIP format. This can be useful for internal reporting or backup purposes. {% hint style="info" %} This option is only available on Advanced and Enterprise plans. Upgrade your [plan](https://join.com/settings/company/billing?source=companySettings) to export applications from JOIN. {% endhint %} ### Disabling & enabling notifications Click `Disable notifications` to stop receiving email alerts related to the selected job. \ Click `Enable notifications` to start receiving email alerts related to the selected job. These includes notifications about: * New applications received * Application status changes * Candidate application deletions {% hint style="info" %} By default, the job-related notifications are enabled for all members of the hiring team. {% endhint %} ### Sharing a job Click `Share` to copy a direct link to your job posting. You can share this with candidates, team members, or post it on social platforms. The link leads to the job’s application page and always reflects the most up-to-date version of your listing. ***
Do Offline jobs count towards my job limit? Yes. `Online` and `Offline` jobs both count as `Active` jobs. `Draft` and `Archived` jobs do not. [Learn more](https://help.join.com/jobs/job-statuses)
Where do I edit, duplicate or change a job's status? Use the three-dot menu on each job (or Actions column in Table). Choose `Edit`, `Duplicate`, or `Change status`.
How do I preview a job before posting? Open the job’s menu and click `Preview` to see the candidate-facing page in a new tab.
Who can sort and filter jobs? Anyone with access to the Jobs page can sort and filter jobs. Learn more about managing your hiring team [here](https://help.join.com/jobs/hiring-team). Sorting and filtering work in both Cards and Table views, across `Active`, `Drafts`, and `Archived`. How to sort: 1. Click the gear icon :gear:. 2. Choose Sort by: Title (A to Z/Z to A), Applications (less to more/more to less), Date created, Last updated. How to filter: * Select filters: Job Status, Job Ad Language, Job Location, Category, Employment Type, Date Created, Date Updated. * Use quick filters next to Filters for Job Status and Job Location.
[^1]: Your **job limit** refers to the maximum number of active jobs you can have at the same time, based on your current JOIN subscription plan. An **active job** is any job with the status `Online` or `Offline`. These count toward your job limit because they are considered part of your live or ongoing hiring activity. Jobs in `Draft` or `Archived` status **do not** count toward your job limit. # Job statuses Understand the different job statuses and how they help you manage job visibility, candidate flow, and job limits effectively. In the `Jobs` section of the left-hand sidebar, you’ll see three categories: `Active`, `Drafts`, and `Archived`. These represent the current states of your job postings: * `Active` includes both `Online` and `Offline` jobs * `Drafts` contains unpublished jobs still in progress * `Archived` stores completed or paused job ads that are no longer being managed
*** ## Online {% hint style="success" %} You can change a job’s status by clicking the three-dot menu :square-ellipsis: on the job and selecting `Change status`. {% endhint %} Jobs with `Online` status are live, published, and visible to candidates. They appear on JOIN’s partner job boards, your JOIN career page, and any job widgets you’ve integrated. This status allows you to receive new applications and manage candidates directly in JOIN. `Online` jobs: * Count towards your job limit * Can be promoted with premium bookings * Are discoverable by candidates {% hint style="warning" %} Changing an `Online` job to `Offline` or `Archived` will immediately cancel any active premium job ads running on that job. To avoid losing premium visibility, you can wait until the promotion ends before updating the status. {% endhint %} *** ## Offline Jobs with `Offline` status are hidden from job boards and candidates can no longer apply. Use this status when: * You’re pausing hiring but still managing existing candidates * You want to stop receiving new applications temporarily * You’re running interviews or reviewing submitted applications `Offline` jobs: * Still appear in the `Active` tab * Count towards your job limit * Cannot be promoted until set back to `Online` {% hint style="warning" %} Changes to visibility on external job boards can take 24–48 hours to take full effect. {% endhint %} *** ## Archived `Archived` jobs are fully closed positions. They are no longer visible to candidates and candidate management is disabled. Use the `Archived` status to: * Declutter your `Active` tab * Store historical job data * Free up space in your job limit Archived jobs: * Do not count towards your job limit * Cannot be edited or promoted * Retain linked applications, which become view-only {% hint style="warning" %} To manage candidates again for an archived job, switch its status back to `Offline` or `Online`. {% endhint %} *** ## Managing job limit JOIN's subscription plans include a job limit that applies only to jobs in the `Online` or `Offline` state. `Draft` and `Archived` jobs do not count towards your job limit. If you reach your job limit: * You won’t be able to publish new jobs * An information banner will appear in your `Active` jobs view * To proceed, either upgrade your plan or archive an existing job *** ## Changing job status You can update a job's status directly from the `Active` tab: 1. Go to the `Jobs` section and select `Active` 2. Click the three-dot menu (`...`) on the job card 3. Hover over `Change status` and select one of the following: * `Online` * `Offline` * `Archived` Your change will apply immediately in JOIN, though it may take up to 48 hours to reflect on external job boards. Learn more about [how job limits work](/account-settings-and-billing/subscription-plans) and how to manage your plan. *** ### FAQs
What is an active job? Jobs with `Online` or `Offline` status are active. `Online` is visible and receives applications; `Offline` is hidden but still manageable. `Archived` jobs are closed and don’t count toward your limit.
What happens if I reach my job limit? You can’t publish new jobs. You’ll see a banner in `Active`. Either upgrade your plan or archive an existing job.
How can I delete or archive a job posting? Currently, it is not possible to delete a job posting on JOIN. However, you can set the job ad to `Offline` or `Archive`. Both actions will take the job off all Standard job boards, typically within 24-48 hours. Setting the job ad to `Archive` instead of deleting it has the advantage that you can use it as a template for new job postings or republish it if a new person is needed for the same position in the future. To archive or set the job to offline, simply navigate to the `Jobs` tab, select the overflow menu next to the job or open the job directly, and change its status accordingly.
Can I manage candidates if a job is archived? No. `Archived` disables candidate management. Applications are retained as view‑only. Switch back to `Offline` or `Online` to manage candidates again.
What happens if I archive a synced job in JOIN? Archiving a job labelled `Synced` with a green check stops syncing until you restore it from `Archived`.
Can I pause hiring without losing premium visibility? If you switch an `Online` job to `Offline`/`Archived`, premium ads are cancelled immediately. To avoid losing visibility, wait until promotions end before changing status.
# Hiring team Learn how to assign hiring team members to jobs and choose the right role for them. To assign a hiring team to a job in JOIN, you must first invite your team members to your company account. Only existing team members can be added to a job. If you haven’t done that yet, start with the [Member management](/account-settings-and-billing/member-management) guide to learn how to invite users and assign them a company role. Before assigning job-level roles, it’s important to understand company-level roles, which define what a user can access across your account: * **System Admin**: Full access to all jobs, features, and settings * **Standard**: Can create jobs and manage limited settings * **Limited**: View-only access to selected areas Once team members are added, you can assign them to specific jobs and define their job-level roles—these control what they can do within each job. *** There are three roles available for hiring team members: ### Reviewer A Reviewer can view the job, access candidate profiles, review applications, view and submit scorecards. They cannot make changes to job ads, assign candidates, or update hiring stages. > **Use case:**\ > Use this role for colleagues who are involved in reviewing applications and giving structured feedback, but who should not be able to alter the job ad or move candidates through the hiring process. For example, team leads, department members, or subject matter experts. ### Hiring Manager A Hiring Manager can do everything a Reviewer can, plus edit the job ad, assign candidates to jobs, update application pipeline stages, and make hiring decisions. > **Use case:**\ > Assign this role to individuals responsible for managing the hiring process for a particular role. Ideal for department heads or functional managers who are deeply involved in candidate evaluation and role fit but don’t need full admin rights. ### Job Admins A Job Admin has full access to the job, including managing the job ad, candidates, and hiring team members. They can reject or delete applications, change job visibility, and assign others to the job. > **Use case:**\ > This role should be given to recruiters or talent acquisition leads who are responsible for the end-to-end management of the job. They may collaborate with multiple hiring managers and reviewers and need full control over job and team settings. {% hint style="warning" %} System Admins always have full access to jobs irrespective of the job-level permission that are assigned to them. {% endhint %} *** ### Job role permissions summary Click `Compare job roles` to view a full breakdown of permissions. Here’s a quick summary of what each role can do:
FeatureReviewerHiring ManagerJob Admin
View job:check::check::check:
Edit job:xmark::check::check:
Edit job status:xmark::xmark::check:
View candidates:check::check::check:
Assign candidates to jobs:xmark::check::check:
Manually import candidates to job:xmark::check::check:
Update applications' pipeline stage:xmark::check::check:
View candidates' scorecards:check::check::check:
Submit candidates' scorecards:check::check::check:
Reject applications:xmark::check::check:
Delete applications:xmark::xmark::check:
Manage hiring team members:xmark::xmark::check:
You can change a member’s role any time by clicking the dropdown beside their name in the `Hiring Team` section. # Job optimisation Optimising a job helps to create high-performing job ads that reach more candidates and attract better applications. This section provides guidance and tips to improve visibility across job boards. Once you’ve learned how to create a job in JOIN, the next step is making sure your job ad performs well across job boards. Job optimisation helps you improve visibility, attract stronger candidates, and get better results from your hiring efforts. By following the tips and best practices in this section, you’ll be able to fine-tune your job ads and get the most value from your JOIN account. *** ### Benefits Improving your job ad helps you achieve better hiring results with minimal effort. Job optimisation can: * Increase visibility by making your job more relevant for job board search algorithms * Attract higher‑quality candidates through clearer, more engaging content * Reduce time-to-hire by improving application volume and relevance * Highlight areas that need improvement so you can adjust your job ad confidently These improvements help your job perform more effectively across both organic and premium job boards. *** For detailed instructions and improvements, refer to the dedicated articles in this section. # Job creation guidelines This article explains how to create effective job ads on JOIN that attract high‑quality candidates and improve response rates. Strengthen your job ad performance by following these best practices. Creating a job in JOIN is a simple and efficient process that helps you publish compelling job ads and start collecting applications in just a few steps. By following these best practices to optimise your jobs, you can strengthen your overall job ad performance. *** ### Job titles A well-crafted and concise job title helps your job ad appear in relevant searches and immediately signals the role to potential candidates. Aim for clarity and relevance. Best practice: * Use clear, keyword‑rich titles. Ideally, keep job titles between 2–4 words. * Choose terms candidates are likely to search for, such as “Frontend Developer”, “Marketing Manager”, or “Customer Support Engineer”. * Avoid vague or promotional titles like “Your dream job awaits” — these rarely match candidate search queries. *** ### Job description A structured job description helps candidates easily understand the role, what’s expected, and what life at your company might feel like. Include the following sections: Use bullet points and aim for 5–6 items per section. That tends to perform best in readability and engagement. *** ### Contact person Adding a contact name (ideally with a photo and job title) increases trust and can raise your response rate by \~15%. If appropriate, consider adding a photo of a team member. [Learn more](https://help.join.com/account-settings-and-billing/member-management#contact-person-and-job-notifications) *** ### Screening questions [Screening questions](https://help.join.com/faqs/frequently-asked-questions#how-do-screening-questions-work) can help you pre‑filter candidates, but overly long application forms often discourage completion. To optimise your job ad, consider: * Limiting the screening to 3–5 essential questions that help assess whether the candidate meets key criteria for the role. * Avoid asking anything that could be gleaned from the résumé or cover letter. *** ### Salary range and benefits Candidates often prioritise clarity around compensation. Including a salary range or at least a general pay bracket can improve application rates and attract candidates aligned with your budget. Similarly, highlight concrete benefits and workplace culture that can make you stand out from the competition — for example: * Flexible work hours or remote options * Career development or training support budget * Health insurance or wellness programmes * Company values, team culture or mission-driven work {% hint style="info" %} Being transparent and honest about what you offer can reduce mismatched applications and improve candidate‐employer fit. {% endhint %} *** ### Inclusive and clear language Write in a way that appeals to a diverse range of candidates. Avoid gendered wording or exclusive language that might deter otherwise qualified applicants. Learn more about [job quality guidelines](https://help.join.com/legal-and-data-privacy/job-quality-guidelines). *** ### Formatting and layout Well‑formatted ads are easier to read and more likely to engage candidates: * Use bold and cursive fonts as well as other formatting options to break up text. * Consider using bullet points rather than relying solely on large blocks of text. * Ensure the ad looks good on both desktop and mobile (many candidates view job ads on their phone). *** ### Monitoring performance After you publish a job ad, track key metrics such as: number of applications, completion rate (if you use screening questions), and time-to-hire. A data-driven approach helps you learn what works best for your target candidates. If performance is low, try changing one element at a time — for example: * Adjust the job title * Add or change benefits * Improve clarity of tasks or requirements *** ### Extended reach with Multiposting Even the best-written job ad needs visibility in the right places. JOIN helps you promote your ads through both organic and paid channels, reaching top talent across multiple platforms. * Organic Multiposting: When you publish a job via JOIN, it’s automatically shared to free job boards (like Indeed, Talent.com, Google for Jobs) based on relevance and category. This ensures a wide reach without extra cost. [Learn more](https://help.join.com/promoting-jobs/organic-multiposting) * Paid Multiposting: For even greater exposure, consider promoting your ad on premium job boards (like LinkedIn, StepStone, or Monster). JOIN offers tailored bundles that help you boost visibility where it counts. [Learn more](https://help.join.com/promoting-jobs/paid-multiposting) You can manage all promotions directly from the Promote view of the job editor. JOIN also recommends the most relevant boards based on your job content — making it easier to choose the right channels. {% hint style="info" %} Using both Organic and Paid Multiposting can significantly improve visibility, attract more qualified applicants, and help you fill roles faster, especially in competitive job markets. {% endhint %} *** ### FAQs
What are some useful tips to create a good job ad? Creating a strong job ad helps you attract the right candidates quickly and improve your ad’s visibility across job boards. Here are some practical tips: **Tip 1: Short and meaningful job titles** * Keep titles clear and concise (3–4 words). * Include relevant keywords that candidates are likely to search for. * Avoid vague or promotional titles like “Your dream job awaits”. * Test different titles to see which performs best. Changing the job title in JOIN instantly updates it on your career page (if you use the Job Widget) and across all job boards where it’s published. **Tip 2: Clear job description** Make it easy for candidates to understand the role, daily responsibilities, and what makes your company appealing. Recommended sections: * Key Tasks & Responsibilities * Required Qualifications * Company Benefits * Location & Work Type (office, hybrid, remote, etc.). Use bullet points for clarity. Based on over 500,000 JOIN job ads, 5–6 concise points per section work best. **Tip 3: Add a job category** Select the correct category for the role (not the company’s industry). This helps JOIN’s algorithms recommend the best-performing job boards for promoting your job. **Tip 4: Add a contact person** Including a name, photo, and position for a contact person makes your ad more personal — increasing applications by up to 15%. * Candidates see these details on your job ad. * The contact person receives any questions about the job via email. * You can edit this information under `User settings`. **Tip 5: Add screening questions** Add [screening questions](https://help.join.com/jobs/job-creation#screening-questions) in the JOIN [Job Editor](https://help.join.com/jobs/job-creation) to pre-qualify candidates. * Keep it short — 60% of candidates abandon applications that take too long. * Ask 3–5 key questions to identify suitability early. This approach saves time, filters out unqualified applicants, and improves your interview-to-hire ratio.
Can I track the performance of my job posting? Yes. JOIN provides insights on: * Application sources: See which boards deliver the most applications * Application numbers: Monitor total applications per job * Candidate location: View applicant geographies Use these data to refine job content, focus on effective sources, and make informed decisions. Access analytics and exports in the `Applications` tab.
Is there a limit to the number of applications I can receive? No, there is no limit to the number of applications you can receive. You can get as many applications as you want, ensuring you have a wide selection of candidates to choose from. Even if you successfully hire a candidate through JOIN, there are no additional costs involved.
# Job visibility Understand how JOIN distributes your jobs across job boards and learn how to attract more location-relevant candidates. This article explains general job visibility as well as why you may receive applications from outside your target region. Learn about practical tips to improve local visibility, including how to use regional job boards, screening questions, and clear location requirements. *** ### Job ad distribution When you publish a job via JOIN, it is automatically distributed to multiple partner job boards. These job boards can have different scopes: some focus on local regions, while others have national or international reach. Because of this, some applications may come from candidates who live outside your target area or even from other countries. {% hint style="warning" %} JOIN currently does not offer a direct setting to adjust or restrict the radius of a job ad. {% endhint %} *** ### Attracting local talent Although you cannot restrict the location radius directly, there are several effective ways to attract candidates who are better aligned with your location preferences. #### 1. Use regional job boards You can increase the visibility of your job in a specific area by promoting it through regional premium job boards. * Go to the Store tab to explore and book targeted job board promotions * Look for boards with a local focus relevant to your desired location {% hint style="info" %} Visit the [JOIN store](https://join.com/promote/discover) to browse premium options. {% endhint %} #### 2. Add location-specific requirements to the job ad Clearly mentioning location-based expectations in your job description can help filter out unsuitable candidates early. For example: * A valid work permit or visa * A local address or the ability and willingness to commute * A requirement for a driver’s licence #### 3. Use screening questions to pre-filter applicants JOIN’s screening questions allow you to identify key requirements early in the application process. * All users can use the default screening questions * With the Advanced plan, you can add custom questions (e.g. “Are you able to work onsite in Berlin?”) This helps ensure you focus only on candidates who meet your location-related criteria. {% hint style="info" %} Utilise [knockout questions](https://help.join.com/jobs/job-creation#custom-screening-questions) to effectively filter relevant candidates early stage. {% endhint %} #### 4. Specify the job location clearly The location you select when creating a job ad is visible to candidates and influences how your ad is displayed on job boards. * Ensure the Location field accurately reflects the job site * Avoid remote or hybrid settings if you’re only looking for local applicants *** ### FAQs
Is there a way to automatically filter applicants? While JOIN does not use automatic filtering, it provides powerful tools to help you efficiently manage and prioritise applicants. You can use customisable Scorecards to rate candidates, leave internal notes on candidate profiles, and move them through different stages in your hiring pipeline to keep track of their progress. Additionally, you can add tags to each candidate, making it easy to categorise them based on skills, experience, or other relevant criteria. By using filters, you can quickly search for specific tags to find the most suitable candidates, ensuring a more streamlined and organised hiring process.
Can I manage multiple companies or locations in one account? Yes, you can create a JOIN account for your company's main location and then add additional locations to the same JOIN account. This can be done by creating additional locations in Settings → [Locations](https://join.com/settings/company/offices) and assigning them to jobs. However, creating an agency-like structure with multiple companies under one account is not possible at the moment. Each company can have one JOIN account, but adding more companies under a single holding is not supported yet.
Why am I not receiving enough applications? There are several factors that can influence the number of applications you receive, and unfortunately, we don't have direct control over all of them. While we do our best to ensure your jobs reach the right audience, the overall response rate depends on various elements: * Job offer: The attractiveness of the job itself is crucial. Factors like salary, working conditions, career opportunities, and additional benefits can all influence the number of people who apply. * Location: The geographical location of the job can also play a role. Some regions may experience high demand for certain skills, while others may have a surplus of qualified candidates. * Economic/job market situation: The current state of the job market can significantly impact the number of applicants. During periods of high employment or skills shortages, it might be more challenging to find suitable candidates. * Timing & Seasonality: Around public holidays and vacations, since applications can fluctuate. While we can't control these external factors, we're constantly working to optimise your job postings and ensure they reach the most relevant candidates. We maintain close relationships with our partner job boards to improve the performance of published jobs and maximise your chances of finding the right talent.
# Organic Multiposting Publish your job ads across multiple job boards with JOIN’s multiposting feature. This article explains how it works, the types available, and how to track performance and visibility. Multiposting in JOIN refers to the automatic distribution of your job ads across multiple job boards to help you attract candidates with less manual effort. ### Types of multiposting JOIN supports three types of job distribution:
FeatureOrganic MultipostingPaid Multiposting
Plan requiredAvailable to all usersAvailable to all users
CostIncluded in planAdditional cost per premium product or promotion
Job board reachOrganic posting on limited job boards (e.g. LinkedIn, Indeed, Xing, Jobrapido, Jooble, Google for Jobs, etc.1 )Paid posting on the job board and the product of your choice
Performance impactOrganic visibilityPaid visibility. Enhanced exposure, targeted reach, priority placement
Access methodPostings sub-tab within your jobPromote button or the Store tabs
ControlAutomatic free postingAutomatic free posting
> 1 Exact boards may vary depending on your account country, job location, and job board regulations in your region. *** ### Organic Job Boards Every job you publish via JOIN is automatically posted to a selection of organic 2, free job boards—based on your plan, location, and other criteria. These boards help generate organic traffic and candidate applications without any manual work of creating and maintaining profiles on other platforms. The `Postings` sub-tab gives you a transparent view of where your job is being published organically. This page is available within every job and shows the real-time distribution status across all eligible standard job boards depending on your subscription tier.
By default, JOIN shares your job ad on the following organic job boards * Google for Jobs * Jobchannel * Careerjet * meinstadt.de * LinkedIn * Indeed * Glassdoor * Kimeta * Joblift * Talent.com * alleskralle * jobleads * Dr Job * Ambition * XING {% hint style="warning" %} The job boards where your job gets organically posted may vary by country and on your subsciption plan. {% endhint %}
You can use this view to: * Check which boards your job has been sent to * Monitor the publication status of each board * See how many candidates and clicks each board has generated If you want to see exactly where your job is being sent, JOIN provides a clear overview within each job. To check where your job is listed: 1. Click `Jobs` in the sidebar menu and select the job you want to review 2. Open the `Postings` sub-tab 3. Review the job boards shown, along with their status, number of candidates, and number of clicks > 2 We refer to these as "organic" or "free" job boards because JOIN sends your jobs to these job boards automatically in the form of **organic multipostings**—meaning the listing is published without requiring additional payment from your side, and visibility for your jobs is earned rather than purchased. To understand where your job is being posted, [read more](/promoting-jobs/postings-status#postings-table) about the 'Postings' page. {% hint style="info" %} Job performance on different job boards varies by board due to factors like labour market conditions, job location, and attractiveness of the role. While we do not directly control performance on job boards, we work closely with our partners to optimise placement and improve results wherever possible. {% endhint %} *** ### Job not visible on a job board A job may be rejected or removed from a job board for several reasons, including: * The job board’s guidelines or terms of use are not met * The content no longer complies with posting rules * Job board-specific restrictions on certain roles, locations, or industries If you notice that your job is missing from a job board, contact us at [contact@join.com](emailto:contact@join.com). Our team will review the issue and help determine whether it can be resolved on our side or whether it needs to be addressed directly with the job board. *** ### FAQs
What is multiposting, and why should I use it? Multiposting means automatically publishing your job ad on multiple job boards at once with just one click. A multiposting tool like JOIN automates this process, saving you time and effort. **Benefits of multiposting** * **Reach more candidates:** Different job seekers use different platforms. For example, a Graphic Designer may browse Behance, while a Content Marketing Manager might use OMR Jobs. Posting on multiple boards ensures your ad is visible to diverse and more relevant audiences. * **Faster hiring:** Wider reach brings in more applications, increasing your chances of finding the right candidate quickly and reducing time to hire. * **Better cost control:** By comparing performance across platforms, you can identify which job boards deliver the best results and optimise your recruitment budget, lowering your cost per hire. Using multiposting in JOIN helps you streamline job distribution, track performance, and attract the right candidates efficiently.
What is the difference between organic and premium job posting? At JOIN, the main distinction between **organic (standard)** and **premium** **(paid)** job posting lies in visibility, reach, and targeting power. Understanding how each works will help you choose the right strategy for your role. #### Organic job postings These are unpaid listings published on Standard job boards through JOIN's Basic or Advanced Multiposting. * **Cost**: Typically free (based on your JOIN plan) * **Visibility**: Depends on job board algorithms and relevance; visibility can decrease over time * **Audience**: Targets active job seekers actively browsing or searching * **Placement**: Appears in chronological or relevance-based order; not prioritised #### Premium job postings Premium postings are paid promotions that increase visibility and reach on high-traffic platforms. * **Cost**: Paid per job or bundled as part of a promotion package * **Visibility**: Boosted by the job board, often placed at the top of search results or highlighted * **Audience**: Reaches both active and passive candidates through enhanced targeting * **Placement**: Prioritised in listings; appears higher and more frequently than organic listings
FeatureFree/Organic Job AdPremium/paid Job Ad
CostFree (included in plan)Paid per product
VisibilityStandard search results; decreases over timeBoosted exposure via sponsored placement
AudienceActive job seekersActive and passive candidates
PlacementListed by relevance or dateProminently displayed and prioritised
TargetingNo advanced targetingEnhanced targeting done by job boards based on role, location, behaviour
JOIN allows you to start with organic reach for free and add premium promotion where needed—for critical roles, hard-to-fill locations, or senior positions.
On which organic/standard job boards are my jobs published automatically? Your jobs are distributed across JOIN's broad partner network depending on your subscription plan. Many boards receive your postings for free; the exact set depends on location and availability. Partners include major boards and country-specific or industry-specific sites. Need more reach? Promote jobs across 250+ premium boards directly in JOIN. **What this means** * Broad partner network for maximum reach * Location-specific selection of boards per country * Industry-relevant boards for roles in Tech & IT, Healthcare, Finance, Engineering, Hospitality, and more
Can I track the performance of my job posting? Yes. JOIN provides insights on: * Application sources: See which boards deliver the most applications * Application numbers: Monitor total applications per job * Candidate location: View applicant geographies Use these data to refine job content, focus on effective sources, and make informed decisions. Access analytics and exports in the `Applications` tab.
Can candidates use the Quick Apply feature on job ads across different job sites when I multipost a job? Yes. Candidates can use the Quick Apply feature directly on multiple job boards, such as Indeed and Stepstone. The Quick Apply feature greatly cuts down time spent on an application, improving your job ads’ conversion.
What are the benefits of multiposting? Multiposting enables you to post your job to multiple job boards at once with just one click. JOIN's Multiposting feature helps you create job ads effortlessly and post them across 15+ free job boards and 250+ premium job sites with minimal effort. Additionally, users can benefit from Paid Multiposting (includes premium job boards which cover a much wider range of sites and enable maximised reach to talent).
Why am I not receiving enough applications? There are several factors that can influence the number of applications you receive, and unfortunately, we don't have direct control over all of them. While we do our best to ensure your jobs reach the right audience, the overall response rate depends on various elements: * Job offer: The attractiveness of the job itself is crucial. Factors like salary, working conditions, career opportunities, and additional benefits can all influence the number of people who apply. * Location: The geographical location of the job can also play a role. Some regions may experience high demand for certain skills, while others may have a surplus of qualified candidates. * Economic/job market situation: The current state of the job market can significantly impact the number of applicants. During periods of high employment or skills shortages, it might be more challenging to find suitable candidates. * Timing & Seasonality: Around public holidays and vacations, applications can fluctuate. While we can't control these external factors, we're constantly working to optimise your job postings and ensure they reach the most relevant candidates. We maintain close relationships with our partner job boards to improve the performance of published jobs and maximise your chances of finding the right talent.
# Paid Multiposting Boost your job ad’s reach with premium job boards. This guide explains how Paid Multiposting works, how it differs from Organic (free) Multiposting, and how to use JOIN's promotion tools effectively. Paid Multiposting allows you to boost the visibility of your job ads using premium products, helping you reach more targeted and qualified candidates. While every job published in JOIN is shared across selected organic job channels, you can also enhance exposure through **Premium Job Boards**, available as part of JOIN’s Paid Multiposting functionality. All candidates, regardless of source, are collected centrally in JOIN, enabling you to manage your applications from a single interface. *** ### Premium Job Boards These are channels that offer paid products to share your job on premium channels, you must purchase a single product or slot, or a bundle of products with premium job boards suitable for your job ad. With JOIN, you get direct, one-click access to 250+ job boards. You can explore job boards and special offers on the Store > [Discover](https://join.com/promote/discover) tab in your account. {% hint style="success" %} For best performance, we recommend uploading all your company's current job openings to JOIN and allowing them to be posted on organic job boards. Publishing all your job ads simultaneously maximises your organic reach and gets even better performance for other premium bookings. {% endhint %} *** ## Benefits of promoting jobs Promoting your job on Premium Job Boards offers several advantages that can significantly enhance your hiring process: * **Enhanced visibility**: Premium postings receive top-tier placement and benefit from recurring refreshes, keeping your job ad at the top of search results. This ensures your listing is consistently seen by more job seekers compared to standard postings. * **Targeted reach**: Many Premium Job Boards offer audience targeting by industry, location, or job function. This not only helps you reach more active job seekers but also attracts qualified passive candidates who may not be browsing general job boards. * **Higher-quality candidates**: Premium platforms tend to attract skilled professionals who are serious about their next career move. This improves the quality of applications and increases your chances of finding a strong match more efficiently. *** ## Organic vs Paid job ads JOIN automatically distributes job ads for free across a wide range of job boards, aggregators, and search engines (e.g. Google for Jobs) through multiposting. These free job postings help you get basic visibility. Premium job ads, on the other hand, enables you to significantly increase exposure by promoting your job using premium products by various job boards. This can help you attract more candidates, faster. Think of this as running an adveritising campaign for your job. The main distinction is in visibility and, consequently, accessibility to candidates. Free ads initially appear at the top of search results when published but gradually move further down over time. Premium ads, however, are regularly refreshed by job boards, keeping them prominently displayed at the top of search results. This enhanced visibility allows candidates to find premium ads more quickly and easily, which can potentially lead to a higher number of applications. *** ## Ways to promote a job JOIN offers three main ways to promote your job ads with paid products: ### 1. Premium job boards Navigate to the `Active Jobs` tab, select your job, then go to the `Premium job boards` sub-tab. You’ll see two promotion options: #### Smart Spend Set a fixed budget and let JOIN’s hiring experts automatically allocate it across the best-performing job boards for your role. Smart Spend is a quick and hands-free way to get expert-backed reach across top platforms. [Read more about Smart Spend](/promoting-jobs/smart-spend) :arrow-up-right-from-square: #### Premium products If you prefer more control or are already sure about where you'd like to promote your job, you can browse and manually select from the various products types available, namely: * **Bundles** (e.g. Social Media Package, Top Seller Package) * **Individual job boards** (e.g. Stepstone, Indeed) * **Slots** (pre-purchased annual or flexible packages) ### 2. 'Promote' button In the `Jobs` tab under `Active`, you’ll see a `Promote` button (:bullhorn:) on each job. Click this to go directly to promotion options for that job. This will take you to the `Premium job boards` sub-tab where you can follow the same steps as [listed above](#id-1.-via-the-premium-job-boards-sub-tab). ### 3. Store Go to the `Store` tab to explore all paid promotion options, even before creating or selecting a job. The Store is divided into four main sub-tabs: #### Discover The `Discover` sub-tab is your central hub for browsing all premium products from individual job boards to bundles. Use the search bar or filters to narrow results by industry, board type, or job function. Each product shows pricing, discounts, cashback offers, and details. #### Inventory Go to the `Inventory` sub-tab to view shows all your previously purchased products: * Unassigned items (ready to be used on a job). Simply click `Assign to job` to manage assigning an available product to an active job. * Active products (running or queued) {% hint style="info" %} Products can be assigned immediately during checkout, allowing the job to be promoted right away. Alternatively, you can store them for later use in your `Inventory` tab and assign them when needed. Please note that unused products in your inventory must be used within one year of the purchase date, or they will expire. {% endhint %} #### Job boards Go to the `Job boards` sub-tab to browse the full catalog of 250+ job boards supported by JOIN. This section is useful for comparing reach and pricing across different products on various platforms. #### Bookings View all your current and past promotions in one place. Track where your jobs were promoted, monitor performance, and repurchase products with a single click. * See which platforms your job was promoted on * Check publication and expiration dates * Monitor performance metrics like views, clicks, and candidates * Quickly rebook with the `Buy again` button *** ## Types of product for paid job ads ### 1. Individual premium products These are fixed-price or performance-based postings on job platforms (e.g. Stepstone, Indeed, LinkedIn, etc). These products can have various discounts in the form of: #### Cashback or JOIN Credits Some products offer cashback, where you earn store credits (e.g. €30) after purchase. These credits can be used on future JOIN purchases. Look for the `Cashback` tag on eligible products. * Automatically applied as discounts on future orders * Check your `Credit` balance in the top-right of the `Store` #### Quantity discounts When purchasing multiple units of a product (e.g. 2 or more Pro Plus postings), you’ll see reduced pricing per unit. Savings are displayed clearly in the product dropdown menu. ### 2. Bundles Packages that group several platforms into one purchase for better value. These often include discounts and cashback (e.g. LinkedIn & XING Bundle, Social-Media Bundle, Top Seller Package, etc.). ### 3. Slots Annual or flexible subscriptions that allow you to post multiple jobs over time on the same board. Ideal for high-volume hiring. Slots offer: * Preferential pricing * Job exchanges * Scheduled posting (queueing) *** ## Billing models JOIN supports different billing models for paid products depending on the job board. The billing model is shown in the product details before purchase.
ModelDescription
Fixed-pricePay once for a set duration (e.g. 30 days on Stepstone)
CPCCost per click (you’re charged for each click your ad receives)
CPACost per application (you’re charged when a candidate applies)
P4PPay for performance (can include CPA or CPC depending on the board)
*** ## Managing products post purchase * After you purchase a product, you can manage it from the `Inventory` tab. Use the `Assign to job` button for unassigned products * Track active and expired bookings from the `Bookings` tab * Monitor performance and plan rebooking from the `Bookings` view Paid multiposting with JOIN gives you a flexible, efficient way to reach more candidates across premium platforms. Whether you use Smart Spend, manually choose bundles, or manage campaigns through slots, JOIN’s Store and promotion tools help you stay in control of your hiring strategy. *** ### FAQs
What is multiposting, and why should I use it? Multiposting means automatically publishing your job ad on multiple job boards at once with just one click. A multiposting tool like JOIN automates this process, saving you time and effort. **Benefits of multiposting** * **Reach more candidates:** Different job seekers use different platforms. For example, a Graphic Designer may browse Behance, while a Content Marketing Manager might use OMR Jobs. Posting on multiple boards ensures your ad is visible to diverse and more relevant audiences. * **Faster hiring:** Wider reach brings in more applications, increasing your chances of finding the right candidate quickly and reducing time to hire. * **Better cost control:** By comparing performance across platforms, you can identify which job boards deliver the best results and optimise your recruitment budget, lowering your cost per hire. Using multiposting in JOIN helps you streamline job distribution, track performance, and attract the right candidates efficiently.
Why should I use Paid Multiposting? You should consider using Paid Multiposting to boost visibility and attract even more qualified candidates across premium job boards. It can be especially useful for hard-to-fill jobs, such as jobs that require highly specific skillsets and senior or leadership roles. Here are a few benefits of Paid Multiposting: * Premium postings get top placement and recurring refreshes, staying higher in search results. * Many boards offer audience targeting by industry, location, or function. * Premium platforms tend to deliver higher-quality, more serious applicants. * All candidates, from any source, land in JOIN for centralised management. Try one-click budgeting with [Smart Spend](https://help.join.com/promoting-jobs/smart-spend) to quickly extend your reach.
What is the difference between organic and premium job posting? At JOIN, the main distinction between **organic (standard)** and **premium** **(paid)** job posting lies in visibility, reach, and targeting power. Understanding how each works will help you choose the right strategy for your role. #### Organic job postings These are unpaid listings published on Standard job boards through JOIN's Basic or Advanced Multiposting. * **Cost**: Typically free (based on your JOIN plan) * **Visibility**: Depends on job board algorithms and relevance; visibility can decrease over time * **Audience**: Targets active job seekers actively browsing or searching * **Placement**: Appears in chronological or relevance-based order; not prioritised #### Premium job postings Premium postings are paid promotions that increase visibility and reach on high-traffic platforms. * **Cost**: Paid per job or bundled as part of a promotion package * **Visibility**: Boosted by the job board, often placed at the top of search results or highlighted * **Audience**: Reaches both active and passive candidates through enhanced targeting * **Placement**: Prioritised in listings; appears higher and more frequently than organic listings
FeatureFree/Organic Job AdPremium/paid Job Ad
CostFree (included in plan)Paid per product
VisibilityStandard search results; decreases over timeBoosted exposure via sponsored placement
AudienceActive job seekersActive and passive candidates
PlacementListed by relevance or dateProminently displayed and prioritised
TargetingNo advanced targetingEnhanced targeting done by job boards based on role, location, behaviour
JOIN allows you to start with organic reach for free and add premium promotion where needed—for critical roles, hard-to-fill locations, or senior positions.
Can I track the performance of my job posting? Yes. JOIN provides insights on: * Application sources: See which boards deliver the most applications * Application numbers: Monitor total applications per job * Candidate location: View applicant geographies Use these data to refine job content, focus on effective sources, and make informed decisions. Access analytics and exports in the `Applications` tab.
Can candidates use the Quick Apply feature on job ads when I multipost a job? Yes. Candidates can use the Quick Apply feature directly on multiple job boards, such as Indeed and Stepstone. The Quick Apply feature greatly cuts down the time spent on an application, improving your job ads’ conversion.
What are the benefits of Multiposting? Multiposting enables you to post your job to multiple job boards at once with just one click. JOIN's Multiposting feature helps you create job ads effortlessly and post them across 15+ free job boards and 250+ premium job sites with minimal effort. Additionally, users can benefit from Paid Multiposting (includes premium job boards which cover a much wider range of sites and enable maximised reach to talent).
### Still have questions? > :mailbox\_with\_mail: **Email**\ > Email us at `contact@join.com` and we’ll get back to you shortly > :speech\_balloon: **Chat**\ > Message us for quick support. Available for signed-in users only # Postings status Learn how to track each job posting’s status and performance across organic and paid channels, including applications, clicks, and candidate quality. The `Postings` tab shows you every channel your job is distributed to, its current status, and how it's performing — organic and paid, in one place. To open the `Postings` tab: 1. Click `Jobs` > `Active` in the sidebar menu and select the job you want to review 2. Click the `Postings` sub-tab within the job page
*** ### Channel Performance chart At the top of the `Postings` tab, the `Channel Performance` chart shows your total applications over the last 8 weeks, broken down by organic and paid channels. * The **blue** area represents applications from organic channels * The **orange** area represents applications from paid channels * Hover over any week to see the exact count of applications for each channel type * See the count of total applications on the right of the chart * See the count of total active channels on the right of the chart If a channel is driving applications, you will see it reflected here.
Weeks with no paid postings show only the organic line. Weeks with no applications will show a flat line at 0. When you have no applications, you will see an empty state of the chart.
*** ### Postings table Below the chart, the postings table lists every channel your job is distributed to.
Each row shows: * **Channel**: The name of the job board/channel, logo, and product type (e.g. `Organic`, `Single Posting`, `LinkedIn Ultimate`) * **Status**: The current publication status of that posting (see [Posting statuses](https://claude.ai/chat/32eae75b-48cd-4dea-9942-ccf5c7c9d9b8#posting-statuses) below to understand the different types of status) * **Applications**: The number of applications received from that channel. Hover over the count to see the quality breakdown (see [Application quality](https://claude.ai/chat/32eae75b-48cd-4dea-9942-ccf5c7c9d9b8#application-quality) below). Rows with no applications show `–` * **Clicks**: The number of clicks your job ad received on that channel, where the board supports this data. Rows where click data is not available show `–` * **External link icon**: For postings with an `Online` status, click the link icon to open the live job ad directly on the partner platform. Use this to check how your ad looks or to share it with a hiring manager *** ### Posting statuses Each row in the table shows a status tag reflecting the real-time state of that posting on the partner platform. Hover over any status tag to see additional context, such as when a posting went live, when it expires, or details about a failure. Not all statuses apply to every type of posting. Some are specific to organic (free) postings, others to paid postings, and some can appear on both.
StatusWhat it meansApplies toDetails
OnlineThe job is live and visible on the job board.Organic and Paid postings
  • JOIN received a direct confirmation from the board, including the URL of the live job post.
  • For paid postings, the hover tooltip shows: Active since [date] · Expires [date].
  • For organic postings, the hover tooltip shows: Posted organically.
  • When a posting is Online, a link icon appears in the row. Click it to open the live ad on the partner platform.
SentThe job has been successfully sent to the job board, but the board has not sent a confirmation back to JOIN.Organic postings only
  • This happens with job boards that receive postings via an XML feed rather than a direct API connection.
  • This is normal behaviour for feed-based boards and does not mean anything went wrong.
  • JOIN cannot display a link to the job post or verify the exact moment it went live.
  • Your job has been sent successfully. To confirm it is live, visit the job board directly.
  • Application and click counts are not available.
  • You can still receive applications from these boards.
ProcessingJOIN has submitted the job to the board and is waiting for a response.Organic and Paid postings
  • This is a temporary state that usually resolves within a few minutes to a few hours depending on the board.
  • Application and click data are not yet available while a posting is in this state.
PausedThe posting has been paused by you. It is no longer actively running on the board. Paid postings (CPC products only)
  • The hover tooltip shows the date your paid job ad was paused.
ExpiredThe paid posting duration has ended and the job is no longer live on this board.Paid posting only
  • The hover tooltip shows: Live between [date] and [date].
  • You can repurchase the posting directly from the three-dot menu if no active order exists for that board.
FailedThe posting could not be published. Hover over the status tag for more detail.Organic and Paid postings
  • Hover over the Failed tag to see the reason and who is responsible for resolving it.
  • Error on your side: The tooltip shows the specific issue (e.g. a missing company profile connection). Resolve it and the posting will retry automatically.
  • Error on our side: An internal error occurred. JOIN's team has been notified and is working on it. No action is needed from you.
  • Error on the channel board's side: A technical error occurred on the job board's side. JOIN's team has been notified.
  • If a Failed posting has not resolved after 24 hours, contact us at contact@join.com.
InactiveThe organic posting is inactive because a paid posting is currently active for the same job board.Organic posting only
  • When a paid posting is running, the organic version steps back to avoid duplication.
  • The hover tooltip confirms this: Inactive due to a premium order being active on [Board Name].
  • Once the paid posting ends, the organic posting will resume.
ClosedThe posting was closed before its scheduled end date.Paid posting only
  • The hover tooltip shows the dates it stayed live: Live between [date] and [date].
  • You can repurchase the posting directly from the three-dot menu if no active order exists for that board.
{% hint style="info" %} Hover over any status tag to see additional context, such as when a posting went live, when it expires, or details about a failure. {% endhint %}
{% hint style="warning" icon="lightbulb-on" %} The key difference between `Sent` and `Online` status is whether the board sends JOIN a confirmation: **Online**: The board confirmed the posting is live and returned a URL. JOIN can show you the link directly. **Sent**: The board received the job and is expected to publish it, but does not send a confirmation back. JOIN cannot display a link or verify the exact moment it went live.\ Your job has been sent successfully. To confirm it is live, visit the job board directly. Application and click counts are not available for Sent postings. You will still receive applications from these boards — they will appear in your pipeline as normal. {% endhint %} {% hint style="danger" %} If you are unsure about a failed posting or it has not resolved after 24 hours, [contact us](mailto:contact@join.com). {% endhint %} *** ### Application quality
Hovering over the application count on any posting opens a breakdown of how candidates from that source have progressed through your pipeline: * **Unreviewed**: Candidates still in the `Application review` stage with no recruiter action yet * **Not qualified**: Candidates who were reviewed and not advanced * **Qualified**: Candidates who moved past the first stage (e.g. to Interview, Offer, or Hired) * **Qualified %**: The percentage of reviewed candidates who were qualified, shown in green. Calculated as: Qualified ÷ (total applications − unreviewed) The qualified percentage is only shown when there is at least one qualified candidate. If all applications are unreviewed or not qualified, no percentage is displayed. {% hint style="info" icon="lightbulb-on" %} Use this breakdown to compare which boards are sending candidates worth reviewing, rather than just the highest volume. {% endhint %} *** ### FAQs
Why does a posting show a status of Sent instead of Online? Some job boards, such as Adzuna, do not send confirmation back to JOIN when a job goes live. In these cases, JOIN marks the posting as `Sent` to indicate the job has been successfully transmitted to the board. This does not mean the job failed — it means confirmation is not available for that board.
Why does a posting show dashes instead of application or click counts? Dashes appear when data is not yet available. This happens when a posting is in `Processing` or `Sent` status, or when the job board does not share click or view data with JOIN. You will still receive applications from these job boards.
How is the qualified percentage calculated? The qualified percentage shows what share of reviewed candidates were advanced in your pipeline. It is calculated as: Qualified ÷ (total applications − unreviewed) Unreviewed candidates are excluded from the calculation because their outcome is not yet known. The percentage is rounded to the nearest whole number.
Why can I not see a link icon on some postings? The external link icon only appears on postings with an `Online` status. Postings that are `Processing`, `Sent`, `Expired`, `Failed`, or `Closed` do not have a live URL to link to. For `Sent` postings specifically, this is because the job board does not return a URL to JOIN. The job has been sent successfully — you can check the board directly to find the live ad.
# Job Boards Learn about the various job platforms and multiposting options available at JOIN. Explore the perfect way to broaden your job ad’s exposure and connect with the right candidates.
# LinkedIn Use JOIN to post jobs on LinkedIn through organic or promoted listings. Learn how to meet LinkedIn’s posting requirements, and reach top candidates worldwide. LinkedIn is one of the most widely used platforms for professional networking and job search. JOIN allows you to post your jobs to LinkedIn through both standard (organic) and paid multiposting options. ### **Details**
TypeGeneralist
Global reach830+ million members
Target groupWhite-collar jobs
Posting types
  • Organic multiposting
  • Paid multiposting
Active users
  • 260+ million monthly active users
  • 57+ million companies
Region
  • International job network
  • 200+ countries
{% hint style="warning" %} **Jobs posted through JOIN will only appear on LinkedIn if**: * Your [JOIN account is connected to a verified LinkedIn Company Page](/integrations/external-profiles/linkedin#connect-your-linkedin-company-page-to-join) and, * Your LinkedIn account has [enabled basic job posting from JOIN](/integrations/external-profiles/linkedin#enable-basic-job-posting-on-linkedin). Without these settings, your jobs won’t be published or may be taken down. [Read more](https://help.join.com/integrations/external-profiles/linkedin#connect-your-linkedin-company-page-to-join) {% endhint %} {% hint style="warning" %} To get the most out of your premium LinkedIn postings, make sure `Easy Apply` is enabled — it streamlines the application process for candidates, helping you attract more applicants, faster. [Read more](https://app.gitbook.com/o/YPZ8fCQFQPSrFbbnzfCn/s/EdFjOFlkC1DEfDv3nGRh/~/changes/150/integrations/external-profiles/linkedin#linkedin-easy-apply) {% endhint %} *** ### Organic vs. paid postings on LinkedIn JOIN offers both organic and paid multiposting options for LinkedIn. | Organic job ad on LinkedIn | Paid job ad on LinkedIn | | ---------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | | Shown in LinkedIn search results and your company page | Displayed prominently in search results, job recommendations, feeds, and notifications, with a `Promoted` tag | | May receive fewer views over time as newer postings push yours down | No cap on the number of views over time and additional reach to active job seekers and passive candidates. Direct notifications sent to suitable candidates | | Applications are sent back to and can be directly managed through JOIN | Applications are sent back to and can be directly managed through JOIN | | Free to post. No cost per click or per application | Pay-for-Performance (P4P) pricing model - meaning you only pay when a candidate clicks on your job ad | | Candidates apply through your JOIN career page | Candidate apply using [Easy Apply](#user-content-fn-1)[^1] on directly on LinkedIn using their profile information | {% hint style="success" %} On average, promoted jobs receive **up to 3x more qualified applicants** than organic listings. {% endhint %} {% hint style="warning" %} **If you're a recruiting agency**, note that **LinkedIn organic posting is not available** for your use. To effectively attract candidates on LinkedIn, it's recommended to utilise LinkedIn Premium products available through our Store. By promoting your job listings with these premium options, you can enhance visibility and increase your reach to find the right candidates efficiently. {% endhint %} *** ### LinkedIn premium products You can purchase the following LinkedIn promotion products from the `Store` tab or through the `Promote` button on any job. Explore LinkedIn products #### Individual products
Product nameDurationBest for
LinkedIn Urgent15 daysBest for quick hiring for easy-to-fill job roles
LinkedIn Pro30 daysIdeal for all kinds of roles, with expanded reach
LinkedIn Ultimate45 daysBest for harder-to-fill roles, provides maximum visibility and results. The Invited Candidates feature boosts job visibility even further.
{% hint style="success" icon="bullhorn" %} All premium products include: * Top placement in LinkedIn search results * Visibility in job recommendations, emails, feed, and notifications * LinkedIn Easy Apply (which lets candidates apply directly using their LinkedIn profile - for a streamlined candidate experience) * Mobile push notifications to relevant candidates {% endhint %} #### Bundled products LinkedIn premium products are also available as package es combined with other job boards. You can also choose bundles[^2] that combine LinkedIn with other job boards like XING or Indeed for a wider reach. *** ### How the ad looks Once your paid job ad is published, it will appear on LinkedIn's job feed. Candidates can discover your ad in their LinkedIn job search results or via personalised notifications sent to them.
**Search results view**: candidates see your company logo, job title, location, work model, and salary range at a glance. Your ad is labeled `Promoted by hirer`, which increases visibility to the top of search results, and signals an active placement. The `Easy Apply` button allows candidates to send their application directly from this view. **Job view**: clicking on the ad opens the full posting with your complete job description, an Easy Apply button (powered by LinkedIn's native application flow), and social proof elements like applicant count and network connections at your company. {% hint style="info" icon="lightbulb-on" %} Make sure your LinkedIn company profile is connected in JOIN before publishing. Without it, your ad cannot go live on LinkedIn. Connect LinkedIn {% endhint %} *** ### LinkedIn Pay-for-Performance (P4P) We support LinkedIn's Pay-for-Performance (P4P) model for all LinkedIn premium job ads. This billing model gives you more control over your recruitment budget. Your budget is only spent when candidates actively engage with your job ad, and not when LinkedIn shows it. #### How P4P works * Your budget is only used when a candidate clicks to view your job. * You set a total campaign budget, not a price per click. LinkedIn uses this amount to promote your job across the platform. * Cost per click varies based on job title, location, and competition in your industry or region. * Duplicate clicks (e.g. the same person clicking multiple times) or clicks from outside your target audience are not charged. * Candidates can apply directly with their LinkedIn profile using Easy Apply, streamlining the process and increasing application rates. #### Benefits of P4P * Cost control: Choose a budget that matches the urgency of your role. * Targeted reach: Ads are shown to relevant candidates through search results, personalised job recommendations, emails, LinkedIn feed, and mobile notifications. * Performance-based spending: Pay only for qualified engagement, not for general visibility. #### What influences costs The cost per click (CPC) is dynamic and depends on: * The job’s location * The title and competition for similar roles * Market activity in your industry or region Certain irrelevant clicks are excluded, such as multiple clicks from the same person in one day or clicks from outside your target market. {% hint style="success" %} P4P ensures your investment is spent effectively by reaching candidates who are genuinely interested in your role, while giving you flexibility to scale visibility with the budget you set. {% endhint %} *** ### Invited Candidates Invited Candidates is a LinkedIn feature included in the *LinkedIn Ultimate* product. It helps you attract more relevant professionals by allowing LinkedIn to proactively invite suitable candidates to apply to your job. #### How it works When you promote a job using LinkedIn Ultimate: * LinkedIn automatically analyses the job details and identifies professionals who are a good match. * For the first 14 days, LinkedIn can invite up to 25 qualified professionals per day (maximum 350 invitations in total). * These candidates receive a personalised in-app notification directly from LinkedIn encouraging them to apply. When they click on the notification, they are taken straight to your job post, where they can review the details and submit their application normally. This feature increases your job’s exposure to relevant talent and helps bring in higher-quality applications without any additional work on your side. *** ### LinkedIn Slots In addition to individual products and bundles, JOIN also supports LinkedIn Slot integrations. Slots are a flexible posting option designed for companies with ongoing or high-volume hiring needs. A LinkedIn Slot gives you the flexibility to keep multiple premium job ads active at any time. Jobs can be rotated in and out of a slot daily, allowing you to decide which roles receive premium visibility on LinkedIn. {% hint style="info" %} If you already purchased Slots directly from LinkedIn, you can still connect them to JOIN. Please reach out to our [support team](mailto:contact@join.com), and we will help you set up the integration. {% endhint %} #### How LinkedIn slots work: * Slots are based on an annual contract and require a custom agreement. * Any existing LinkedIn slot contract can be connected to JOIN, even if it was purchased directly with LinkedIn. * You can assign any active job on JOIN to an integrated LinkedIn slot at any time. * Jobs assigned to a slot will be published as premium ads on LinkedIn. * You can swap jobs in and out of your slot on a daily basis which is useful when hiring priorities shift frequently. * All applications sync directly to JOIN. * Slots are managed entirely from within JOIN. There is no need to switch between platforms. {% hint style="warning" %} LinkedIn slots are not available in the JOIN Store. They can only be set up through a custom agreement. If you are interested in LinkedIn Slots, please contact your dedicated Account Manager or our [Support team](mailto:contact@join.com). {% endhint %} #### Benefits of using slots through JOIN * Exchange jobs in and out of slots on a daily basis. * Slots are often more cost-effective than paying separately for individual promoted postings. * Assign jobs to slots directly within JOIN and manage everything from your JOIN inventory. * All applications from promoted jobs sync directly into your JOIN account. * Promoted jobs through slots also benefit from LinkedIn’s Easy Apply feature. *** ### Job quality guidelines LinkedIn enforces quality standards for all job ads. To keep your job postings live and effective on LinkedIn, it’s essential to follow their job quality standards. All jobs posted must include accurate, complete, and clear information about the role and your company. Posts that do not meet these standards may be removed without notice. #### Key guidelines to follow: * Do not discriminate based on protected characteristics (age, gender, origin, religion, disability, etc.). * Ensure the title matches the description and responsibilities. * Clearly state if the role is unpaid (e.g. internships, volunteering). * Include the role’s location and any travel/relocation expectations. * Only post genuine, currently open positions. * Use professional, error-free language (avoid emojis, slang, or jargon). * Do not ask for personal information upfront (e.g. ID, photos). * Use your company’s domain email to increase trust with candidates. * Avoid changing your job title after a booking is active. Editing the title can trigger an automatic re-categorisation of your job, which may affect how it is indexed on LinkedIn and other job boards. {% hint style="danger" %} LinkedIn may remove job posts that don’t meet these standards, even if posted via JOIN. {% endhint %} For full details, see LinkedIn’s [quality job post guidelines](https://www.linkedin.com/help/linkedin/answer/a521792/quality-job-post-guidelines?lang=en). *** ### Performance You can track the status and performance of your LinkedIn bookings at any time in the [Postings](/promoting-jobs/postings-status) tab of your job on JOIN.
LinkedIn is particularly strong for white-collar, professional, and specialist roles. Performance depends on a number of factors including job title, location, seniority level, industry, and how competitive the talent market is for that specific role. A few general guidelines: * Promoted postings consistently outperform organic listings in terms of both reach and application volume. * LinkedIn Ultimate with Invited Candidates tends to deliver the best results for harder-to-fill or specialist roles. * Easy Apply lowers the barrier to apply and typically increases application volume. * Jobs with clear, specific titles and well-written descriptions perform better across all products. {% hint style="warning" icon="lightbulb-on" %} If a job is not performing as expected, reviewing the job title and description is usually the most effective first step. Role titles that match how candidates actually search tend to attract more relevant applicants. {% endhint %} *** ### FAQs
Do I need a LinkedIn Company Page to post jobs through JOIN? Yes. All jobs published on LinkedIn via JOIN must be linked to a verified LinkedIn Company Page. Without this connection, your ads may not be published or could be removed by LinkedIn. See this article for step-by-step instructions: [LinkedIn](/integrations/external-profiles/linkedin#connect-your-linkedin-company-page-to-join)
What is the difference between organic and paid LinkedIn postings? Organic posting on LinkedIn appears in search results and on your company page but gradually lose visibility. Jobs that are promoted using a paid or premium LinkedIn product reach more candidates and maintain consistent performance through targeted recommendations, top placements in search results and feed, individual notifications sent to candidates, and also reaching passive candidates who are not actively looking for a job.
My job is not appearing on LinkedIn. What should I do? First, check that your LinkedIn Company Page is connected in JOIN (`Settings` > `Integrations` > `LinkedIn`). If you are posting an organic job for the first time, you may also need to enable basic job posting in your LinkedIn Company Page settings. See this article for full instructions: [LinkedIn](/integrations/external-profiles/linkedin#enable-basic-job-posting-on-linkedin)
Do I need to enable Invited Candidates? No. Invited Candidates is automatically included when you choose the [LinkedIn Ultimate](/promoting-jobs/job-boards/linkedin#individual-products) product. No additional setup or configuration is required in JOIN.
What does Pay-for-Performance mean in practice? You only pay when a candidate clicks on your job ad. You define a total budget upfront and are not charged for impressions or irrelevant clicks.
Can I turn off Easy Apply? Yes. `Easy Apply` is enabled by default for all promoted LinkedIn postings but can be disabled under `Settings` > `Integrations` > `LinkedIn`. Note that disabling it may reduce application volume.
How long does it take for my job to go live on LinkedIn? Most jobs are published within a few hours of booking. In some cases, particularly for first-time setups, it can take up to 24-48 hours.
What is the difference between LinkedIn Pro and LinkedIn Ultimate? Both are promoted postings: Pro runs for 30 days, Ultimate for 45 days. The key difference is that Ultimate includes the [Invited Candidates](#user-content-fn-3)[^3] feature, which allows LinkedIn to proactively send personalised invitations to matching candidates. This makes it the stronger option for roles that are harder to fill.
Can I use LinkedIn slots I’ve already purchased directly from LinkedIn? Yes, you can connect existing LinkedIn Slots to JOIN. Please [contact our support team](mailto:contact@join.com) to help you set up the integration.
Can I change my job title after booking? We recommend against it. Editing the job title during an active booking can trigger an automatic category change, which may affect your job's visibility and performance. Some job boards will not process mid-booking title changes at all.
What happens when my paid booking period ends? Once your promoted posting period comes to an end, your job will no longer appear as a paid ad. It may continue as an organic listing depending on your account setup and [job status](/jobs/job-statuses) on JOIN, but promoted visibility and reach will stop.
[^1]: [^2]: Bundles are packages that group several platforms into one purchase for better value. These often include discounts and cashback (e.g. LinkedIn & XING Bundle, Social-Media Bundle, Top Seller Package, etc.). [^3]: Invited Candidates is a LinkedIn feature included with LinkedIn Ultimate. It helps you reach relevant professionals by inviting suitable candidates to apply. # Indeed Learn how Indeed works through JOIN, including organic and paid job ads, the PPSA pricing model, job posting requirements, and how to create or manage your Indeed company profile. Indeed is the world's leading online job site and the global market leader in matching and recruiting platforms. It is used by more people to search for jobs than any other platform. Indeed connects employers with top talent across industries. With cost-effective options like pay-per-started-applications and sponsored listings, it reaches both active and passive candidates. Advanced targeting and mobile optimisation help businesses find the right talent quickly. Indeed supports hiring across nearly all job types and levels, but it is especially effective for blue-collar roles such as warehouse, manufacturing, and driving, as well as for mid-level professionals. It also performs strongly in purchasing, logistics, and supply chain positions, sales and customer service roles, and IT or technical jobs. ### Details about Indeed
TypeGeneralist
Active users3.3+ million employers
Target groupGeneralists, blue-collar jobs
RegionInternational with availability in over 60+ countries
Posting types
  • Organic multiposting
  • Paid multiposting
Global reach
  • 615 million job seeker profiles
  • 245 million resumes
*** ### Organic vs. paid postings on Indeed JOIN offers both organic and paid multiposting options for Indeed. | Organic job ad on Indeed | Promoted job ad on Indeed | | ------------------------------------------------ | ------------------------------------------------------------------------------------------- | | Included with JOIN’s Advanced or Enterprise plan | Available to all users by selecting a product on Indeed via `Promote` button or `Store` tab | | Appears in Indeed search results | Prominent placement at the top of search results with higher visibility | | May lose visibility over time | Ads remain active until the budget is fully used | | Limited performance visibility | Optimised using real-time data and dynamic bidding (PPSA model) | | Suitable for basic visibility | Ads are 4.5x more likely to fill roles compared to free listings | {% hint style="warning" %} **If you're a recruiting agency**, note that **organic posting on Indeed is not available** for your use. To effectively attract candidates from Indeed, we recommend to utilise Indeed Premium products available in our Store. By promoting your job listings with these premium options, you can enhance visibility and increase your reach to find the right candidates efficiently. {% endhint %} *** ### Indeed premium products JOIN offers a range of premium Indeed products to suit different hiring needs. All are powered by Pay Per Started Application (PPSA), a performance-based model where you only pay when candidates start applying.
Product nameDurationBest for
Indeed Student30 daysInternships, apprenticeships, and traineeships
Single Posting Small30 daysEntry-level and generalist roles
Single Posting Medium30 daysMid-level roles with higher budget and broader reach
Single Posting Large60 daysHigh-competition or high-volume roles
Indeed + Stack Overflow30 daysDeveloper and IT-specific roles (Stack Overflow partnership)
{% hint style="info" %} All products are fully mobile-optimised and include automated budget allocation for maximum efficiency. {% endhint %} Explore Indeed products *** ### Pay Per Started Application (PPSA) Indeed’s **Pay Per Started Application (PPSA)** is a results-based pricing model introduced in 2024 for the European market. With PPSA, you only pay when a candidate **starts** an application — not just when they click on the job ad. You are charged when a candidate begins the application process, which may include: * Clicking the `Apply` or `Apply Now` button * Interacting with a chatbot or QR code to apply * Scheduling an interview (if it replaces the apply process) [Read Indeed’s full PPSA Terms](https://indeedinc.my.site.com/employerSupport1/s/article/115005915763?language=en_US) :square-arrow-up-right: #### Benefits of PPSA * **Pay for performance**: Only pay when candidates engage meaningfully with your job ad * **Greater efficiency**: Budgets are optimised automatically based on candidate demand * **Simple campaign setup**: Minimal upfront effort — focus on hiring * **Multi-platform reach**: Ads appear across Indeed, Glassdoor, and Trusted Media Network * **Objective-based campaigns**: Tailor your budget to your hiring needs {% hint style="info" %} PPSA campaigns are auction-based. Your daily budget is spent dynamically and may be used faster or slower depending on application activity. {% endhint %} *** ### Job quality guidelines To keep your job ads live and compliant, all postings on Indeed must meet their quality standards: * Only post real and current vacancies * Include clear and accurate job information * Use simple, descriptive job titles * Don’t mislead job seekers with vague or clickbait titles * Post only as an authorised representative * Never charge job seekers to apply * Avoid discriminatory language * Ensure professional tone and language at all times * Don’t manipulate job ranking in search results {% hint style="danger" %} Failure to comply may result in job post removal or account suspension. {% endhint %} [Read Indeed’s full posting standards](https://indeedinc.my.site.com/employerSupport1/s/article/115005915763?language=en_US) :square-arrow-up-right: # Stepstone Use JOIN to promote your jobs using premium products and tailored industry-specific campaigns from Stepstone — one of the most popular generalist job platform across the DACH region. Stepstone connects employers with specialised talent in Germany, Austria and Switzerland. Its premium pricing reflects an exclusive talent pool, offering access to industry-specific professionals. With an extensive partner network, Stepstone is ideal for filling niche and hard-to-hire positions across various sectors and regions. Stepstone offers powerful visibility, smart matching algorithms, and a network of specialised and regional job portals — making it ideal for attracting top talent across a wide range of roles. ### Details about Stepstone
TypeSpecialised
RegionGermany, Austria, Switzerland
Target groupProfessionals, industry-specific
Posting typesPaid/premium multiposting
Monthly jobs600.000+ jobs posted
Reach67+ million monthly visits
{% hint style="warning" %} Stepstone does not currently support organic multiposting. Premium postings are available through the JOIN `Store` tab and offer much greater reach and visibility through powerful campaign tools, audience targeting, and branded layouts. {% endhint %} *** ### Stepstone premium products You can choose from a variety of premium options to meet your specific hiring needs. These can be accessed through the `Store` tab or when you click `Promote` on any job card in JOIN. Explore Stepstone products
Product nameDurationBest for
Campus30 daysInterns and apprentices
Pro30 daysGeneral hiring across all industries
Pro Plus30 days+15% more applicants than Pro; prioritised delivery
Pro Ultimate60 days+50% more applicants; multiple refreshes
Select15 daysBlue-collar roles (e.g. drivers, warehouse staff)
Overview of permitted job titles
Select Plus30 daysSkilled workers (e.g. nurses, craftsmen)
Overview of permitted job titles
{% hint style="info" %} Stepstone Select and Select Plus are only available for specific job titles. Eligibility is verified after purchase. [Go here ](https://stepstone.de/e-recruiting/jobtitel)for the list of job titles and approved roles. {% endhint %} *** ### Features and benefits Stepstone Premium products are designed to optimise ob visibility and attract high-quality applicants through a mix of advanced targeting and performance tools: * **Email Newsletters & Notifications**: Notify candidates directly about your job openings. * **Performance Marketing**: Ads are distributed across a network of over 700 platforms and 90% of the most-visited websites via retargeting. * **Google Top Ranking**: Ensure your job ad appears prominently through search engine marketing. * **Social Media Campaigns**: Extend visibility by targeting candidates on social platforms. * **Algorithm-Driven Matching**: Stepstone uses advanced data and algorithms to match jobs to the most suitable candidates, ensuring precise targeting. * **Mobile Optimization**: Access to over 7.9 million app downloads enhances mobile job search visibility. * **Refresh Options**: Keep postings relevant with regular refreshes to boost their position in search results. *** ### Job quality guidelines To ensure your job postings are published successfully and attract suitable candidates, follow these key content rules when writing your ads: * Include clear job title, company description, tasks, requirements, and location * Use common, precise job titles; avoid jargon, abbreviations, or ALL CAPS * Keep titles gender-neutral (e.g. m/f/d) and consistent in one language * No collective ads, unsolicited applications, or QR codes * Only allow links in the “Contact” section (career site, email, phone, privacy policy) * Work location cannot be changed after publication * Applications must go through the Stepstone “Apply now” button * External tracking (e.g. pixels) is not permitted # XING XING combines a strong regional presence with intelligent job-matching technology, making it ideal for reaching qualified candidates in Germany, Austria, and Switzerland. XING is suitable for nearly all job types but is especially effective for roles that require local market knowledge and German language proficiency. It performs particularly well for positions in sales and customer service, banking, finance and insurance, IT and telecommunications, as well as purchasing, materials management, and logistics. ### **Details about XING**
TypeGeneralist
Target groupOffice jobs and skilled workers
Reach22 million users
Posting types
  • Organic multiposting
  • Paid/premium multiposting
RegionGermany, Austria, Switzerland
Monthly activity2.9+ million visits to XING jobs per month
{% hint style="warning" %} For organic multiposting on XING, you have to connect your XING company profile to your JOIN account. If your profile isn’t connected, you’ll see an `Action required` button in the `Standard job boards` tab. Clicking this will prompt you to link your XING company page so your job can be published. {% endhint %} *** ### Organic vs. paid postings on XING | Organic job ad on Indeed | Promoted job ad on XING | | ------------------------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------- | | Appears in XING job search results and is searchable by candidates | Prioritised placement across search results, kununu, and mobile apps | | Targeting based on basic job and location data | Advanced targeting by region, industry, and career level using real-time data from 21M+ members | | No direct outreach to candidates | Email notifications sent to top 50–100 matching candidates | | No promotional enhancements | Boosted via XING mailings, content ads, retargeting, and social media — with up to 34% email open rates and \~24% higher ad click-through | | Applications are collected and managed through JOIN | Applications are collected and managed through JOIN | *** ### XING premium products You can enhance your job visibility by promoting your listing through the `Promote` button or the `Store` tab in JOIN. These paid options increase your reach and prioritise your ad across XING and its partner platforms. Explore XING products
Product nameDurationBest for
Core 1515 daysBudget-friendly hiring for entry-level roles
Core 3030 daysStandard display for easy-to-fill positions
Essential30 daysExclusive to attract blue-collar talent
Pro30 daysPriority placement and notifications to top 50 XING candidates
Ultimate60 daysMaximum reach; top 100 candidate notifications and social promotion
*** ### Features and benefits All XING products, including standard and premium, are designed to help your job reach more of the right candidates — especially within local and professional networks. * **Algorithm-driven matching**: Uses XING’s data to match jobs with relevant candidates * **Mobile optimisation**: Enhanced visibility on XING’s app (7.9M+ downloads) * **Wide reach**: Ads are also shown on kununu and partner platforms * **Retargeting & promotion**: Premium ads are boosted on social and advertising channels * **Instant Apply:** All XING job ads come with Instant Apply, a quick-apply feature that: * Lets candidates apply in just a few clicks * Supports both XING and non-XING users * Allows users to add documents or personal messages * Reduces friction and increases conversion # meinestadt.de Learn about posting jobs on meinestadt.de with JOIN. This guide covers organic and premium options, regional reach, and how the platform helps you connect with local skilled professionals in Germany. Use JOIN to post jobs on [meinestadt.de](https://www.meinestadt.de/unternehmen/b2b/stellenmarkt/stellenanzeigen), Germany’s leading local job platform. With its hyperlocal focus, meinestadt.de helps you connect with candidates across 11,000 German cities and municipalities. Whether you’re filling easy-to-hire roles or hard-to-fill skilled positions, meinestadt.de offers both organic and premium posting options to reach the right talent. ### **Details about** meinestadt.de
TypeGeneralist
Active users14.5 million per month
Jobs per month80,000+
Posting types
  • Organic multiposting
  • Paid multiposting
Target groupLocal / regional candidates, skilled workers
RegionCoverage in 11,000+ German cities
*** ### Organic vs. paid postings on meinstadt.de JOIN offers both organic and paid multiposting options for meinstadt.de. | Organic job ad on LinkedIn | Promoted job ad on LinkedIn | | --------------------------------------------------------------- | --------------------------------------------------------------------------- | | Appears in meinestadt.de search results but decreases over time | Premium placement ensures top visibility in job search results | | Limited reach with publication on meinestadt.de | Extended reach via 350+ partner sites, Google, and programmatic advertising | | Standard flow of local candidates | Up to 150% more applications with premium performance | | Easy-to-fill, generalist roles | Competitive, hard-to-fill, or specialist positions | | Applications are collected and can be managed through JOIN | Applications are collected and can be managed through JOIN | {% hint style="success" %} On average, promoted jobs receive **up to 3x more qualified applicants** than free listings. {% endhint %} *** ### meinstadt.de premium products You can purchase meinestadt.de premium products from the **JOIN Store** or through the **Promote** button on any job card in JOIN. Explore meinstadt.de products
Product nameDurationBest for
Starter30 daysEntry-level or easy-to-fill roles
Premium60 daysBalanced reach and visibility for more applicants
Premium Performance60 daysHard-to-fill roles with guaranteed performance and multi-channel campaigns
You can also choose bundles[^1] that combine meinstadt.de with other job boards like XING or Indeed for a wider reach. {% hint style="success" %} On average, premium ads on meinestadt.de generate up to **150% more applications** compared to organic postings. {% endhint %} *** ### Features and benefits * **Targeted Local Reach**: Reach candidates specifically searching within 30 km of their location. * **Enhanced Visibility**: Premium placement on local homepages, banners, and job alerts. * **Programmatic Retargeting**: Ads distributed across millions of partner sites like Spiegel, GMX, and Kicker. * **Social Media Push**: Target active and passive job seekers via Facebook, Instagram, TikTok, and Reddit. * **Mobile Optimisation**: 69% of traffic comes via mobile — with award-winning apps to ensure accessibility. [^1]: Bundles are packages that group several platforms into one purchase for better value. These often include discounts and cashback (e.g. LinkedIn & XING Bundle, Social-Media Bundle, Top Seller Package, etc.). # Social Media This article explains how social media bookings work in JOIN, what they include, when to use them, and what you can expect once your booking is live. Explore example ads and tips to use this feature. Social media bookings let you promote a job on social platforms (such as TikTok, Instagram, and Facebook) via a booking made in the JOIN Store. Instead of publishing your job on a traditional job board, JOIN coordinates the creation and delivery of an ad using selected job and company details. This helps you reach passive candidates who may not be actively browsing job boards. Ads appear in social media feeds and are optimised to attract attention. **How you can benefit from using social media bookings:** * Reach passive candidates where they spend their time online * Broaden your audience beyond traditional job platforms * No need to design or manage ads yourself * Applications arrive in JOIN like any other source, making your workflow easy **When it might not be the right fit:** * You need a public job link to share elsewhere * You want to customise the ad appearance * You need to approve the creative before launch Social media bookings are a managed, low-effort way to reach passive candidates across top platforms. While you don’t get a preview or public link, JOIN handles setup and coordination for you — helping you attract candidates beyond job boards without adding work to your team. *** ### How it works 1. Go to `Store` → `Bookings` 2. Select a job and choose a Social Media Premium Booking or bundle 3. Confirm and activate the booking 4. When the booking status shows online, the ad is live on social media 5. JOIN builds the ad using a mix of elements from your job posting — such as the job title, company name, description, and logo (this may vary by platform) 6. Candidates see the ad in their feed and can apply via a mobile-friendly form 7. Applications appear in the `Applications` tab 8. You can track performance (including clicks and applications) in `Store` → `Bookings` {% hint style="info" %} JOIN coordinates the ad creation and delivery process. You don’t need to upload assets or configure platform settings. {% endhint %} *** ### Possibilities
PageAvailableNot available
ApplicationsCollected in Applications tabSeparate inbox or platform
Ad previewExample ads available as referenceNo live preview or public URL
Ad designBuilt from job details like title, company name, and logoNo customisation or manual edits
Campaign dataClicks, applicationsTargeting details or audience segmentation
*** ### Example ads (reference only) You cannot preview your specific ad, but here are examples to show the general style and format: * TikTok example video (generic layout using job details) * Instagram screenshot (company name/logo inserted dynamically) {% hint style="info" %} These examples are for illustration only. Actual ad appearance depends on the platform and job details. {% endhint %} **Tips to achieve the best results:** * Use a clear, appealing job title * Add a recognisable company name and logo * Highlight the most attractive parts of the job * Keep the job description concise and mobile-friendly *** ### FAQs
Can I share the ad as a public link? No. These ads appear directly in users' social feeds and do not generate a public job URL.
Can I see the ad before it goes live? No. JOIN handles ad creation in the background. You won't see or approve a draft.
Where can I track the performance? Go to `Store` → `Bookings` to view clicks and applications.
Do I need to provide images or texts for the ad? No. JOIN builds the ad using job details like the title, description, company name, and logo. You don’t need to upload assets.
# Smart Spend Learn how Smart Spend works, how to book it, and what to expect after your booking. Smart Spend is **a type of Paid Multiposting** on JOIN that lets you define a budget for premium job promotion, which is then reviewed by JOIN’s Job Ad experts. Instead of selecting job boards yourself, your budget is allocated to platforms most likely to deliver strong results—based on the role, industry, and our extensive marketplace data. This feature simplifies the process of promoting your job ad. You assign a one-time budget for a specific job, and JOIN uses internal data and marketplace performance to select the most suitable job boards to advertise on—based on your job's title, location, industry, and budget. This eliminates the need to manually compare platforms or bundles. *** ### Ideal use-cases Smart Spend is ideal for: * Employers unfamiliar with premium job boards * Teams looking for quick and effective promotion without manual setup * Experts who want to rely on data and experience to get results Whether you're launching your first job ad or managing multiple roles, Smart Spend helps ensure your budget delivers the best return. *** ### Booking and allocation process Smart Spend is only accessible and can be purchased within the job-specific promotion section—not from the general `Store` tab. #### Steps to book Smart Spend: 1. Go to the `Jobs` tab and select the job you want to promote. 2. Click the `Promote` button (:bullhorn:), or open the `Premium job boards` sub-tab by clicking the job. 3. Use the Smart Spend slider to choose your budget. You will see minimum, recommended and maximum budget allocation indications according to your job. 4. Click `Add this budget` 5. Open `Your cart` on the top-right corner of the screen and click `Proceed to checkout` 6. Review and update billing details if needed 7. Choose your payment method and click `Place your order` {% hint style="info" %} During checkout, you can click `Edit` to update your billing address, including optional fields like PO number or VAT ID. Changes made here will apply to your account’s billing profile for future purchases. {% endhint %} #### What happens next: * JOIN’s Ad Experts team reviews your job and budget * You don’t need to take any further action—platforms are selected manually and booked on your behalf. * The selected budget is distributed across platforms that are expected to deliver strong results for your specific job. The platform selection is based on several factors, such as: * Role and job title * Location and industry * Historical booking data and platform performance * Your defined budget * Selected job boards appear under `Store` > `Bookings` typically within one working day * Each platform may have a different runtime (e.g. 7, 14, or 30 days) {% hint style="info" %} Once bookings appear as `Pending`, they usually go live within 24–48 hours. Runtime begins only once the job ad is published. {% endhint %} *** ### Finding your Smart Spend bookings To view which platforms were selected and monitor progress: 1. Go to the `Store` tab 2. Click `Bookings` 3. Open the `Current` sub-tab You’ll see each assigned job board and its current status. Once a job ad is live and the the job platform confirms publication, the status updates from `Pending` to `Active`. When the promotion ends, it moves to the `Expired` sub-tab. *** ### Booking manually Smart Spend is a great hands-off solution, but it may not be the right fit if you want full control over where your ad appears. You may prefer to book a premium product manually if: * You need to guarantee that a specific platform is used (e.g. LinkedIn or XING) * You are targeting a niche audience or industry * You want to apply a campaign or bundle with a fixed structure {% hint style="success" %} To book a specific platform, use the `Store` tab or the `Promote` button on the job card instead of Smart Spend. {% endhint %} # Booking process This article explains how the booking process for premium job ads works, what timelines to expect, and how to track the status of your bookings. ### Booking premium products You can book premium job postings in JOIN in two main ways: #### Promote directly from a job 1. Go to the `Jobs` tab and select the `Active` sub-tab 2. Click `Promote` on the job you want to boost, click the job you'd like to promote and go to the `Premium job boards` sub-tab 3. Select the product/s you'd like to purchase. You can choose from: * The **Smart Spend** slider, where you can set a fixed budget and let JOIN’s team handle platform selection * A section for **Popular Bundles** (e.g. LinkedIn & XING, Social-Media Bundle) * A list of **Popular Job Boards**, where you can choose individual premium boards 4. Use `Add Bundle` or `Add product` to add items to your job-specific cart 5. Access the cart via the `Your Cart` icon in the top right corner of the screen. If you're ready, click `Proceed to checkout` to complete the booking 6. During checkout, you’ll: * Confirm or update the quantity of each product * See discounts applied and credit usage * Choose your payment method * Review and finalise your booking {% hint style="info" %} The cart in this view is job-specific and only contains products for that selected job. Your products will be automatically assigned to the selected job. If you navigate to another job, your cart will be empty. {% endhint %} #### Promote from the 'Store' tab 1. Open the `Store` tab in the sidebar menu 2. Browse the `Discover` or `Job Boards` tabs to find the desired premium product 3. Click `Add product`, `Add bundle`, or `Add slot` to add items to your cart 4. Access or manage your cart via the `Your Cart` button in the top right 5. In the checkout screen, either: * Use `Assign to job` to book the product to an existing job immediately * Or leave the item unassigned to keep it in your `Inventory` and to be used later {% hint style="success" %} Any available `Credits` will be automatically deducted from your order total during checkout. {% endhint %} *** ### Understanding your cart JOIN offers flexible cart options based on where you book: * **Job-specific cart** (via `Promote` button): Only includes products for that job * **In-Store cart** (via `Store` tab): Lets you add multiple products for different jobs In both carts, you can: * View all added products grouped by type (e.g. bundles, slots, single boards) * Adjust quantities using the dropdown menus for volume discounts * Remove products from the cart using the :xmark: button next to each item * See subtotal pricing, original prices, discounts, and applied credits * View a live summary panel that updates totals as you make changes * Click `Proceed to checkout` to review payment options and finalise the booking During checkout, you'll see: * An `Assign to job` option for each unassigned product * Adjust quantities using the dropdown menu * Delete a product by scrolling to the end of the dropdown menu and clicking `Remove product`
* Your billing address * Option to choose a payment method * A final order summary including any discounts and taxes Once you place your order, you’ll be redirected to the confirmation screen, and your bookings will begin processing. {% hint style="info" %} After booking, it may take up to 48 business hours for your job to go live. In rare cases, delays may occur. You’ll find the status of each booking in the `Bookings` tab under `Active`: * `Active` means the booking is live * If your booking still hasn’t gone live after 48 hours, please contact us at {% endhint %} *** ### Inventory and assigning bookings If you don’t assign a purchased product to a job during checkout, it will be saved in your `Inventory`. 1. Go to the `Store` tab 2. Click `Inventory` . Use the toggle buttons at the top (`All`, `Single Products`, `Bundles`, or `Slots`) to filter your view 3. View unassigned products 4. Use `Assign to job` to apply them when you’re ready #### Unassigned items In the `Unassigned Items` section, you’ll find any products not yet linked to a job. Each entry shows product details, purchase date, and an `Assign to job` button. Click this button to apply the product to an open job. {% hint style="warning" %} Some products are only compatible with certain job types or regions. If a job doesn’t appear in the assignment dropdown, it may not meet the product’s criteria. {% endhint %} #### Active slots and the queue function Some products are sold as reusable slots and appear under `Active Slots`. If no job is currently assigned, click `Queue` to open a modal and select a job to publish next. You can either choose from existing jobs or click `Create a new job` directly from the modal. Queued jobs will automatically go live on the next publishing date shown. {% hint style="info" %} Only one job can be queued per slot at a time. You can assign a different job once the current booking ends. {% endhint %}
After a job is queued, you can click the `Queued` button to opens the `Slot details` modal, where you can: * View current and upcoming job assignments * See when the slot was purchased, the next booking date, and expiration * Check remaining exchange availability * Click `Booking details` to view the details of the ad * Click `Remove` to cancel the next queued job
*** ### Finding past purchases You can find your purchases in three locations, depending on their status: * `Bookings` → `Current`: If already assigned to a job. The status will show as `In review` and change to `Active` when published.
* `Store` → `Inventory`: If the product was purchased but not assigned to a job. * `Settings` → `Billing` → `Billing Settings`: Opens the Stripe portal. From here you can view all past invoices in the `Invoice history` section, see full purchase details, or download invoices. *** ### Still have questions? > :mailbox\_with\_mail: **Email**\ > Email us at `contact@join.com` and we’ll get back to you shortly > :speech\_balloon: **Chat**\ > Message us for quick support. Available for signed-in users only *** ### FAQs
What are premium bookings? Premium or paid jobs ads are a good choice to actively promote your job ads and attract even more attention from potential candidates. In our [Store](https://join.com/promote/discover) you can find niche portals and social platforms that you can purchase and publish on job on **Where to find premium products:** 1. In the `Jobs` tab, click `Promote` next to a job. 2. Or open the `Store` in the sidebar menu and click `Discover` to explore slots and bundles available. **What’s included** * Access to niche portals and social platforms. * Data-driven recommendations shown after you publish a job, accessible via the `Promote` button of each job. * Smart Spend: Set your budget and JOIN automatically allocates spend across the best-performing platforms. **How the booking process works** 1. Select a product in the `Store` and add it to your shopping cart. 2. Assign the booking to a job. 3. Complete the booking. JOIN then transfers your job ad to the chosen job board(s). All applicants flow back into JOIN as usual, where you can manage them in your pipeline. You can monitor all active bookings directly in the `Store`. You can monitor all current bookings [here](https://join.com/promote/bookings).
What happens to promoted job ads after they expire? When a premium booking ends, the ad is removed automatically from the booked portals. You don't need to worry about manually taking it off from various platforms. The process is designed to be hassle-free for you. If you wish to continue running the ad, you can easily renew the booking by going to `Store` → `Bookings` → `Expired` and select `Renew`.
What are social media bookings? JOIN also offers premium campaigns on social platforms like TikTok, Facebook, and Instagram. These campaigns are designed to reach passive candidates through targeted advertising, expanding your reach beyond traditional job boards. **Key details** * **Live campaigns:** Once a campaign is set online, it goes live immediately. * **Applications:** All applications are collected in the `Applications` tab, just like other sources. * **No public URL:** These ads do not have a shareable link or preview option. Creative assets are automatically handled by JOIN. * **Performance tracking:** Monitor campaign results — including clicks, views, and applications — directly in the `Bookings` tab: . Social media bookings help you tap into a broader audience and attract candidates who may not be actively browsing job boards.
Where can I find my invoices? 1. Go to `Settings` in the sidebar menu 2. Click `Billing` 3. On the `Billing settings` card, click `View` You will be redirected to Stripe, where you can see and download all invoices.
What happens to a job when a booking expires? When a booking expires, the job itself remains active in your `Jobs` tab. Jobs created in JOIN do not have an automatic expiration date. You are in full control of when to archive or close a job manually. Only the booking status changes to expired — the job does not automatically close or get unpublished. You can still manage the job and view incoming applications as usual. However, the job will no longer appear on the paid partner job boards associated with that booking unless you renew or create a new booking.
# Job sharing Learn how to use the job sharing feature in JOIN to invite team members to collaborate or share your job post with external audiences via a public link or social media. Job sharing in JOIN makes it easy to distribute your open roles with internal collaborators or external audiences. Whether you're working with a hiring manager, agency, or simply want to spread the word on social media, the job sharing feature gives you multiple flexible ways to do so. You can access the sharing option on every job, from various views across the platform.
*** ### Access job sharing #### 1. From the 'Active' jobs tab * In the `Jobs` :arrow-right-long: `Active` tab, go to the job you'd like to share and click the overflow menu (:square-ellipsis:) * Select `Share`
#### 2. From the job detail view * Navigate to a job via `Jobs` :arrow-right-long: `Active`, then click the job title * Click the `Share` button from the top-right corner, or click the overflow menu (:square-ellipsis:) and select `Share` *** ### Sharing with your team In the job sharing panel, you can invite internal team members to collaborate on a job. 1. Open the `Share` panel as described above 2. Use the `Team members` dropdown to select colleagues you want to invite 3. Each invited user is added to the `Hiring team` list for that job. You can also assign job-specific roles (e.g. `Job Admin`) to control job-level access and permissions {% hint style="warning" %} Only users with the appropriate **company-level** or **job-level** roles can manage hiring teams. To learn more, click `Compare job roles` in the sharing panel. {% endhint %} *** ### Sharing with your network In addition to inviting collaborators, you can use the shareable link to reach candidates directly: * Copy the public job link and share it via email, messaging platforms, or anywhere online * Post the job directly to LinkedIn, Facebook, or X (formerly Twitter) using the dedicated social media buttons When someone clicks the link, it opens the job post directly on JOIN, where they can view details and apply. {% hint style="success" %} Sharing your job beyond job boards can help you reach passive candidates, referrals, and niche communities {% endhint %} *** ### FAQs
Can I publish jobs internally only? You can publish jobs and share your JOIN career page internally within your company. However, depending on your subscription plan, all job offers will automatically be multiposted on Standard job boards. This means that once you publish jobs, they will also appear externally on those platforms. Currently, there is no option to restrict postings to internal use only. That said, we are continuously working on improving and expanding our services, so this feature may be available in the future.
How can I share a job externally? Copy the public job link and share it anywhere, or post directly to LinkedIn, Facebook, or X using the built-in buttons. Candidates land on the JOIN job post to apply.
Does job sharing change my job’s visibility on job boards? No. Sharing a job does not change where the job is published or how it appears on job boards across JOIN’s multiposting network.
What are social media bookings? JOIN also offers premium campaigns on social platforms like TikTok, Facebook, and Instagram. These campaigns are designed to reach passive candidates through targeted advertising, expanding your reach beyond traditional job boards. **Key details** * **Live campaigns:** Once a campaign is set online, it goes live immediately. * **Applications:** All applications are collected in the `Applications` tab, just like other sources. * **No public URL:** These ads do not have a shareable link or preview option. Creative assets are automatically handled by JOIN. * **Performance tracking:** Monitor campaign results — including clicks, views, and applications — directly in the `Bookings` tab: . Social media bookings help you tap into a broader audience and attract candidates who may not be actively browsing job boards.
Can I share social media bookings? No. Social media bookings run as ads in users’ social feeds and don’t generate a public job URL or shareable link. [Learn more](/promoting-jobs/job-boards/social-media)
How does team collaboration work in JOIN? By utilising tags, comments, and scorecards, you can easily share candidate profiles and evaluations with your team. Additionally, the assessment rating feature promotes collaborative decision-making. Our goal is to simplify recruiting and maximise your team's efficiency.
# Candidate sourcing This article explains how to source candidates into JOIN by adding them manually or using the Chrome Extension for LinkedIn. There are three ways candidates can appear in your JOIN account: 1. **Automatic sourcing** – When a candidate applies to your job via a multiposted platform (e.g. job boards), their application is automatically added to JOIN. 2. **Manual sourcing** – You add a candidate yourself via the `Applications` tab or directly in the `Applications` sub-tab inside a job. 3. **Chrome Extension sourcing** – You import candidates directly from LinkedIn using the JOIN Talent Sourcing Chrome Extension. This article focuses on the last two options: **manual** and **Chrome Extension** sourcing. If you've received an application outside JOIN (e.g. via email, referral, or LinkedIn), you can manually add the candidate to your job to keep your pipeline complete and centralised. This is done through the `Add application` option. Sourcing candidates directly into JOIN allows you to: * Centralise all candidate data in one place * Avoid losing promising profiles found outside job boards * Track sourcing channels (manual, referral, LinkedIn, etc.) * Maintain GDPR compliance through automated consent handling * Move sourced candidates through the same pipeline as other applicants This ensures a streamlined, consistent hiring experience for both recruiters and candidates. *** ### Add a candidate manually Manual sourcing is useful when you’ve received a CV outside JOIN — for example, through referrals, events, or networking. Once added, the candidate appears in your `Applications` tab for the relevant job and is fully manageable like any other applicant. #### Add from the applications page 1. Go to the `Applications` tab 2. Click the `Active` sub-tab 3. Click `Add application` in the top-right corner 4. Select `Add manually` from the dropdown 5. In the `Add Candidate` pop-up: * Enter the candidate’s email address and click `Continue` * Fill in the required fields: * `First name` * `Last name` * `Source` (how the candidate came to you) * Optionally add: * `Phone number` * `CV` (PDF, DOC, DOCX, TXT, or RTF) * `Cover Letter` 6. Click `Continue` to complete the submission {% hint style="info" %} Once added, the candidate receives a Consent Request email automatically. You can customise this email in `Settings` > `Email Templates`. {% endhint %} #### Add from a specific job 1. Go to the `Jobs` tab and select the relevant job 2. Click the overflow menu :square-ellipsis: in the top-right corner 3. Hover over `Add application` and select `Add manually` 4. Follow the same steps as above to complete the candidate form {% hint style="info" %} Manually added candidates are tagged with `Manually assigned` and their consent status is shown in the application view. {% endhint %} *** ### Add using the Chrome Extension The Chrome Extension allows you to import candidate profiles directly from LinkedIn into your JOIN ATS. {% hint style="warning" %} The extension only works on LinkedIn profiles. It will not activate on other websites. {% endhint %} #### Accessing and installing the extension You can reach the Chrome Extension setup from three places in JOIN: * The `Applications` tab > `Add application` > `Chrome Extension` * Any job’s :square-ellipsis: overflow menu > `Add application` > `Chrome Extension` * The `Settings` tab > `Chrome Extension` (bottom of the sidebar) * Or, you can install the extension here: [JOIN Talent Sourcing – Chrome Web Store](https://chromewebstore.google.com/detail/join-talent-sourcing/ejhbogofejeijcndmcehmaagmpijieic) :link: All paths redirect you to the Chrome Web Store page.
1. On the Chrome Web Store page, click `Add to Chrome`. 2. Confirm by clicking `Add extension`. 3. You will be asked to log in to JOIN and open your LinkedIn account to connect the extension. 4. Once set up, you can open any LinkedIn profile — the JOIN widget will appear on the right-hand side of the page. #### Importing a candidate from LinkedIn
Once the extension is installed and active, you can start importing: 1. Go to the LinkedIn profile of the person you want to add as a candidate. 2. Click the `Add talent` button that you'll see when you hover over the JOIN extension widget. 3. If the LinkedIn user has made [their information public](https://www.linkedin.com/help/linkedin/answer/a523134/visibility-of-your-email-address-on-linkedin), the widget will automatically fetch details such as: Name, Email, Phone number, LinkedIn URL, Location * If some of this information is not public, those fields will remain empty. * If no email is available, you will be prompted to manually add one before proceeding. 4. Select the relevant job from the dropdown list. * If you have no active jobs, the widget will ask you to create one before continuing. 5. Click `Import`. 6. The system will attempt to import the candidate: * If successful, you’ll see a confirmation screen with the candidate’s details. Click `View candidate profile` to open their application in JOIN. * If the candidate already exists for that job, you’ll be shown a message with an option to go directly to their application. * If the import fails, an error message appears and you can try again. 7. Once imported, the candidate is marked in JOIN as `Added via Chrome Extension`. {% hint style="info" %} Consent Request email is automatically sent to candidates sourced using the Chrome Extension. Once candidates give consent you'll be able to process and manage their application within JOIN. {% endhint %} # Pipeline management A pipeline represents the journey each application takes and helps you track and screen applications. This article explains how to customise and manage hiring pipelines in JOIN A pipeline in JOIN represents the journey an application takes from the moment a candidate applies until they are either hired or rejected. Think of it as a visual workflow that mirrors your internal hiring process. Each stage in the pipeline reflects a step in your recruitment funnel — for example `Phone interview`, `Assessment`, `Offer`, or `Hired`. By using pipelines, you can: * Structure your hiring steps consistently across teams * Track where each application is in the process * Apply automated actions (like emails or reminders) based on the stage * Sort and reorder candidates to prioritise who to review first Pipelines improve visibility, collaboration, and efficiency, especially when hiring at scale. All candidates automatically enter the first stage of the pipeline when they apply. You can access pipelines within JOIN in two ways: * From `Settings` > `Pipelines`, to create, edit, or manage pipeline templates * From `Applications` sub-tab in any job to view and manage the applications in the pipeline for that specific position *** ### Creating a pipeline template Every pipeline template you create starts from the same foundation: four fixed stages, plus whichever custom stages you add for your own hiring process. #### Fixed stages Every pipeline template, including any new one you create, includes these four stages: * `Applied` * `Application Review` * `Offer` * `Hired` They're called fixed stages because you can't rename, reorder, or remove them, in any pipeline. They exist so JOIN can consistently track where an application stands regardless of which pipeline a job uses, so filtering, reporting, and features like auto-reject[^1] all work the same way everywhere. `Applied` is the entry point every application starts at. `Application Review` is the stage nearly all of them reach next, since that's where your own hiring process picks up. You add your own custom stages in between `Application Review` and `Offer` (this is where most of your hiring process lives: phone screens, interviews, assessments) and, if needed, between `Offer` and `Hired` (e.g. offer preparation, offer negotiation). #### Stage types Every custom stage you add needs a `Stage type`: `Application review` or `Interview`. Choose whichever matches what actually happens at that step of your process. {% hint style="warning" %} `Stage type` can't be changed after a stage is created. If you need a different type, delete the stage and add a new one instead. Right now the two types mainly help you categorise your process. {% endhint %} #### To create a pipeline template 1. Go to `Settings` > `Pipelines` 2. Click `+ Add template` 3. Enter the `Name of the pipeline` 4. Click `+ Add stage` under `Active Process` or `Offer` to add your own stages 5. For each stage, enter a `Stage name` and choose a `Stage type` 6. Repeat for each stage you need, then click `Save changes` You can also turn on two optional settings while creating a pipeline: * `Default pipeline`: makes this the template JOIN applies automatically to new jobs (see Setting a default pipeline below) * `Auto-reject applications`: automatically rejects candidates who stay in `Application Review` stage longer than a time limit you set, using an email template of your choice {% hint style="info" %} Only users with `System Admin` or `Standard` roles can create, edit, or archive pipeline templates. Everyone in the account can see them. {% endhint %} *** ### Setting a default pipeline template The default pipeline is the pipeline template that JOIN applies automatically when someone creates a job without picking one. You can always change a job's pipeline later, but it's worth setting a sensible default so new jobs don't launch with the wrong process. There are two ways to set a pipeline as your default: * While creating a new pipeline, turn on `Default pipeline` before saving. * For a pipeline you already created, open it in `Settings` > `Pipelines`, scroll to `Settings` section at the botton of this page, and enable `Default pipeline`. The `Pipelines` overview table lists the current default in the `Default` column with a blue checkmark next to it. *** ### Editing a pipeline To edit an existing pipeline template: 1. Go to `Settings` > `Pipelines` 2. Open the template you want to update 3. Make your changes and click `Save changes` You can rename the pipeline, add or remove custom stages, and toggle `Default pipeline` or `Auto-reject applications`. {% hint style="warning" %} Any change you make here applies to **every job currently using this pipeline**, not just new jobs. If you remove a stage, see Editing or archiving a pipeline that's in use below before you save. {% endhint %} *** ### Archiving a pipeline {% hint style="danger" %} You can't delete a pipeline template. You can only archive it. {% endhint %} Archiving doesn't hide the pipeline or remove it from jobs already using it; it just means this template can no longer be attached to a job going forward, whether that's a new job you create or an existing job where you switch onto a different pipeline template. To archive a pipeline: 1. Go to `Settings` > `Pipelines` 2. Select the pipeline template that you want to archive 3. Open the `...` menu on the top right 4. Click `Archive` from the dropdown menu {% hint style="warning" %} You cannot archive a default pipeline. {% endhint %} Archived pipelines move to the `Archived` tab on the `Pipelines` overview. You can reopen one to `Duplicate` it or `Restore` it, but you can't edit its stages while it's archived. Restore it first. Jobs that were already using a pipeline when it got archived keep working exactly as before, whatever their own status. Opening one of those jobs still shows its pipeline as usual; you'll just see the pipeline labelled `(Archived)` if you open that job's pipeline template dropdown. You can't select an archived pipeline for a new job, or attach it to a different existing job. *** ### Editing or archiving a pipeline in use Because a pipeline can be attached to many jobs at once, JOIN checks before letting a change take effect if it would strand an active candidate. **Removing a stage that has candidates in it:** if you delete a custom stage and one or more jobs have active candidates sitting in it, JOIN prompts you to choose where those candidates go before saving: either the next stage in the pipeline, or another stage you pick. > For example, deleting a stage called `Hiring manager interview` will prompt you to move affected candidates into `Team fit interview`, or into a stage of your choice. **Changing which pipeline a job uses:** switching a job to a different pipeline template works the same way. You'll be asked to map candidates from their current stage into a stage in the new pipeline before the switch is applied. *** ### Viewing a pipeline on a job Once a job is published, open its `Applications` tab to see that job's pipeline. Each column is a stage from the pipeline template, in order, and shows how many applications are currently in it. You can move candidates between columns, or use the `Filters` and view settings to change how the board is sorted and displayed. For everything else you can do with applications once they're in a pipeline (filtering, bulk actions, table view, rejecting), see Applications overview & filters and Rejecting candidates. #### Managing a pipeline Once a job is published, you can manage the applications you receive using the job's pipeline. 1. Go to `Jobs` tab 2. Open the `Active` sub-tab 3. Select the job you want to manage 4. Click the `Applications` sub-tab You will land on the `Active` applications view. Use the toggle at the top to switch between `Active` and `Rejected` applications. Each tab shows the total number of applications in that state. You can: * Switch between `Cards` and `Table` views from the `View settings` menu ( :gear: icon at the top right) * Move candidates between stages * Apply bulk actions like `Move to`, `Reject`, `Export`, or `Tag` {% hint style="success" %} By default, the pipeline opens in `Cards` view. {% endhint %} #### Sorting and ordering Open the `View settings` menu to customise how applications are displayed. You can adjust sorting, ordering, and which data appears on each card or in the columns of the table. In the `View settings` menu, you can control how applications are arranged: * `Sort by`: `Time in stage`, `Applied on`, `Name` * `Order by`: * `New to old` / `Old to new` (for time-based sorting) * `A to Z` / `Z to A` (for name sorting) To restore the default configuration, click `Reset` next to `Visible data`. {% hint style="info" %} View settings, including sort order and visible data, are saved on your device. They are not shared across team members. {% endhint %} *** ### Adjusting pipeline views {% tabs %} {% tab title="Cards" %} In `Cards` view (kanban layout), each column represents a pipeline stage. Applications appear as cards that you can customise, sort, and manage directly within the board. Each column displays the number of applications in that stage next to the stage name. When filters are applied, these counts update accordingly. If a stage name is too long, it will be truncated, but the application count will always remain fully visible. **Customising cards** Go to the `View settings` menu and scroll to the `Visible data` section. Here, you can: * Toggle fields on or off to control what appears on each card * Drag and reorder fields to change how information is displayed Changes are applied instantly to all cards in the view. {% hint style="success" %} Customise your card layout based on the information you need most. Showing only relevant fields helps you review applications faster and keeps your pipeline easy to scan. {% endhint %}
**Moving candidates between stages** Hiring managers and job admins can move candidates by dragging a card to a different pipeline stage. As you drag a card: * The target column is highlighted * The active sorting rule is shown (e.g. "Board ordered by Time in stage, Old to New") When you release the card, it is automatically placed in the correct position based on your current sort settings.
{% hint style="info" %} * Users with Job role set as `Reviewer` cannot move candidates between stages. A tooltip will appear if they attempt to do so. * When a job is archived, you cannot move a candidate card. You can reject candidates in an archived job. * Rejected applications cannot be moved to another stage. {% endhint %} **Rejecting and undoing actions** Quick actions appear when you hover over a card: * In active stages (except `Hired`): `Reject candidate` * In the `Rejected` view: `Undo rejection` * In the `Hired` stage: `Undo hire` {% hint style="info" %} Users with Job role set as `Reviewer` do not see 'reject' or 'undo rejection' options. They can only use `Add tags` and `Add note`. {% endhint %} You can also right-click on a card to open a dropdown menu with available actions: `Reject` or `Undo rejection` , `Add tags` , `Add note` {% hint style="warning" %} Rejected applications can be restored, but rejection emails (if sent) cannot be undone.\ Candidates are **not** notified when moved between stages. {% endhint %} **Navigating the pipeline in cards view** Each pipeline stage column spans the full height of your screen. * You can scroll within each column independently * Click anywhere on a card to open the candidate profile * Document buttons open file previews * Professional link buttons open external links * You can take actions on multiple candidates at once using bulk selection of cards * Select individual candidates by hovering over a card and clicking the checkbox that appears on top-left of the card {% hint style="warning" %} You can no longer remove an individual application from this view. Deleting a candidate, along with all of their applications, is now only available from the `Candidates` tab. See Candidates overview & filters for how to delete a candidate. {% endhint %} {% endtab %} {% tab title="Table" %} In `Table` view, applications are displayed in a structured, spreadsheet-style layout. Each row represents an application, while columns show key details such as `Name`, `Stage`, `Email`, `Applied on`, `Candidate country`, `GDPR status`, `Source`, `Documents`, `Links`, and more. To switch to table view: 1. Open the `View settings` menu ( :gear: icon) 2. Select `Table` **Customising the table** In the `View settings` menu, go to the `Visible data` section to control which columns appear. You can: * Toggle fields on or off to show only relevant columns * Adjust your view based on the information you need most {% hint style="success" %} Customising visible columns helps you focus on the most important candidate data and keeps your table easy to scan while reviewing applications. {% endhint %} **Selecting candidates** You can select one or multiple applications using checkboxes: * Use the checkbox next to each row to select individual candidates * Use the checkbox in the table header to select all visible candidates Once selected, bulk actions become available from the toolbar at the bottom of the screen: `Move to`, `Reject`, and a `...` overflow menu with `Add tag`, `Add note`, and `Export`. {% hint style="info" %} There's no longer a dedicated `Actions` column with a per-row reject or overflow icon. Select the candidate's checkbox and use the bottom toolbar instead. {% endhint %} **Moving candidates between stages** To move a candidate to another stage: * Click the `Stage` dropdown in the candidate's row * Select the desired pipeline stage The application is immediately moved to the selected stage. **Viewing documents and links** * Click the `CV` (or other document) in the `Documents` column to preview it directly * Click a link in the `Links` column to open the candidate's LinkedIn, portfolio, or other professional profile **Navigating the table** The table supports both vertical and horizontal navigation: * Scroll up and down to browse applications * Scroll left and right to view additional columns when enabled This allows you to manage large volumes of applications efficiently. {% hint style="info" %} Use the `Reset` option in the `View settings` menu to restore default view settings. {% endhint %} {% endtab %} {% endtabs %} *** ### Filtering applications **To filter applications:** 1. Go to the `Applications` sub-tab 2. Click the `Filters` button 3. Use available filters: `Pipeline stage`, `Application date`, `Tags`, `Country`, `Source` **Filtering by pipeline stage name:** 1. Click `Filters` 2. Select `Pipeline stage` 3. Choose one or more stages This helps focus on a specific step of your process, especially in high-volume pipelines. *** ### Viewing active/rejected applications Use the `Active / Rejected` toggle at the top of the view to switch between: * `Active` applications * `Rejected` applications Both tabs display the total count of applications for that filter.
{% hint style="success" %} You can move candidates from `Rejected` back into any active stage using the `Undo rejection` :arrow-turn-left: option. {% endhint %} *** ### FAQs
Can I undo a candidate rejection? You can move candidates from `Rejected` back into any stage using the `Undo rejection` :arrow-turn-left: option.
What happens when I remove an application? You can no longer remove an individual application from a job's `Applications` view. To permanently delete a candidate and all of their applications, go to the `Candidates` tab and use `Delete candidates`. This is irreversible.
Can I edit pipeline stages after a job is published? Yes. You can edit pipelines in `Settings` > `Pipelines` even for published jobs.
Can I use bulk actions on applications? Yes. Select multiple candidates to `Move`, `Reject`, `Tag`, or `Export`.
How do I filter applications by stage or status? Click `Filters` in the `Applications` sub-tab and use fields like `Pipeline stage`, `Tags`, `Country`, or `Source`.
Are candidates notified when moved between stages? No. JOIN does not send automatic notifications unless you've set up certain available automations.
Can I delete a pipeline template? No. Pipelines can only be archived, not deleted, and only once no active job is using them.
Why don't I see the "Applied" stage anywhere? `Applied` only shows up when a candidate has been automatically rejected by a screening question before reaching `Application Review`. If no one is currently in that state, the stage stays hidden. To view applications that got rejected in the 'Applied' stage: * Select the job * Go to the `Rejected` tab * View applications in the `Applied` stage
Can I change a stage's type after creating it? No. `Stage type` is set once and can't be edited. Delete the stage and create a new one with the type you want instead.
Can I still edit a job's pipeline after it's been published? Yes. You can edit a pipeline template in `Settings` > `Pipelines` at any time, even for jobs that are already live. Changes apply immediately to every job using that template. If you already have applications in that stage, you will be asked to decide another stage in that pipeline where you want to move them.
Can I keep using a pipeline after it's archived? Jobs already using it keep running as normal, and you'll see it labelled `(Archived)` in that job's pipeline dropdown. You won't be able to select it for new jobs or make it the default, and you'll need to restore it before editing its stages.
[^1]: `Auto-reject applications` automatically rejects candidates who stay in `Application Review` stage of your job's pipeline longer than the time limit you set. It is a useful best practice for keeping candidates informed about the status of their application. This improves candidate experience, helps you avoid ghosting, and removes a manual follow-up step. # Candidate profile Learn when a profile is created, what you can do from it, and how to navigate its different sections. The candidate profile gives you a complete overview of a candidate's personal details, application history, communication, and progress in your hiring pipeline. This article walks you through everything you can view and do from the candidate profile page. #### What is a candidate profile? A candidate profile is automatically created when someone applies to a job via JOIN or is manually added by a team member. It consolidates everything you need to know and manage about that person — including their contact details, CV, communication, assessments, interviews, and all related job applications. This profile allows you to: * Track a candidate’s journey across different jobs and stages * Communicate with them using JOIN's [Email Messaging](broken://pages/Ek1XJBqPTc1ECLtuwYdI) * Schedule interviews * Send [assessments](/candidates-and-applications/assessments) * Evaluate with [scorecards](/candidates-and-applications/scorecards) * Assign or reassign candidates to other jobs * Add candidates to your [talent pool](/candidates-and-applications/talent-pool) * Leave internal [notes](/candidates-and-applications/notes) and apply tags You can access a candidate profile by clicking on a candidate name anywhere within JOIN. {% hint style="success" %} Candidate vs. Application:\ Remember that a candidate may have multiple applications for different jobs. The profile view consolidates all related applications under a single candidate. {% endhint %} *** ### Candidate profile layout The candidate profile is divided into three main sections: * Left panel – Candidate details and documents * Centre panel – Overview and candidate-related tabs * Right panel – Applications, pipeline stage, quick actions, notes, and tags
We'll explain each section in detail below. *** ### Personal details and documents The left panel on a candidate's profile displays their personal information and offers quick access to certain key actions. #### Here's what you’ll find on the left panel: * **Candidate summary**\ This helps you identify the candidate at a glance * Candidate photo or initials (if no image is uploaded) * Candidate name * Candidate source and how long ago the profile was created * **Quick actions** * `Compose email`: Opens the email composer to contact the candidate directly * `Add to Talent Pool` or `Remove from Talent Pool`: Toggle to add or remove the candidate from your reusable pool of prospects * `+` (plus button): Opens a menu where you can: * `Interview`: Schedule an interview * `Scorecard`: Start your evaluation process * `Assessment`: Send an assessment to the candidate * `Assign a job`: Add the candidate to another job * `Add to/Remove from Talent Pool` {% hint style="warning" %} Certain actions are only available when a candidate has an active application. {% endhint %} * **Personal information** This section includes: * Email address (click to copy or compose a message) * GDPR [consent status](/legal-and-data-privacy/candidate-consent) (e.g. *Consent given* or *Consent requested*) If the candidate provided additional details, you might also see: * Location (country) * Phone number * LinkedIn or other social profiles * **Documents** Here you’ll find all uploaded files associated with the candidate, such as: * CVs * Cover letters * Other supporting documents You can: * Click to preview documents in-browser * Use the download icon to save files locally If no documents have been uploaded, you’ll see a prompt to `Upload document`, allowing you to add files manually. {% hint style="info" %} If a candidate has applied to multiple jobs and submitted multiple documents, only the most recent CV is displayed here. {% endhint %} * **Candidate screening**\ At the very top of the left panel, you’ll see a navigation control like `‹ x candidates ›`. * This chevron-style navigation allows you to screen and scroll through candidate profiles one by one * The number (e.g. `3 candidates`) reflects how many candidate profiles you can view * Click the right chevron :chevron-right: to move to the next candidate * Click the left chevron :chevron-left: to go back to the previous candidate This is particularly useful when reviewing multiple applicants from a filtered view or a specific job pipeline. *** ### Candidate application overview and actions The centre panel of the candidate profile helps you manage the candidate’s journey through your hiring process. It is where you access all **ATS-related features** tied to a candidate — from viewing emails to scheduling interviews, sending assessments, adding scorecards, and tracking activities. {% hint style="info" %} If a candidate has no previous activity (e.g. no interviews, scorecards, or emails), you’ll see a blank view within each tab with suggested first actions such as `Schedule interview`, `Send assessment`, or `Compose email`. {% endhint %} You can navigate through the following tabs across the top of this panel: {% tabs fullWidth="true" %} {% tab title="Overview" %} This tab provides a **summary of key activity** related to the candidate's ongoing applications. It pulls a summary of information from some of the other tabs into one place, giving you a quick snapshot without needing to click around. #### You’ll see: * **Upcoming interviews**\ View all scheduled interviews and click `Schedule interview` to book a new one. * **Screening questions**\ If the candidate answered screening questions during application, their responses appear here. * **Scorecards summary**\ Displays scorecard titles, comments, and verdicts. Click into individual scorecards for detailed feedback. * **Assessments**\ View all assessment results or click `Send assessment` to assign a test. {% endtab %} {% tab title="Emails" %} View all **email history** with the candidate in chronological order. * Previous messages are displayed in a threaded view, showing sender initials and timestamps. * Click an email to expand and read the full message. * Use `Compose email` to send a new message. {% hint style="info" %} If no emails have been sent yet, you’ll see a `Compose email` button and no message history. {% endhint %} {% endtab %} {% tab title="Interviews" %} Manage all **interview scheduling** for the candidate. * View details of upcoming or past interviews * Click `Schedule interview` to open the scheduling flow using your calendar availability {% endtab %} {% tab title="Scorecards" %} Use this section to evaluate candidates using structured scorecards. * See a list of scorecards, the interviewer who submitted them, and the decision they selected (e.g. *Yes*, *No*) * Click a scorecard to read full notes and attribute ratings * Use `Add scorecard` to create a new one {% endtab %} {% tab title="Assessments" %} Track all technical or soft skill assessments you assigned to the candidate. * View each assessment, status (e.g. *In Progress*, *Completed*), and scores * Ratings (shown as stars) indicate performance * Click `Send assessment` to assign a test from your library If the candidate has applied to multiple jobs, you may see assessments grouped by job. {% endtab %} {% tab title="Documents" %} View all **uploaded documents** from the candidate in an embedded format. * Preview files like CVs and cover letters directly within the app * Use the `Download file` button to save documents locally This view offers a quick way to browse through candidate files without leaving the profile. {% hint style="info" %} If no documents exist, you'll see a prompt in the left panel to upload documents manually. {% endhint %} {% endtab %} {% tab title="Activity log" %} Shows a complete **timeline of all actions** related to the candidate. This includes stage movements across job pipelines, rejections and reversals, notes added by teammates, interview scheduling, scorecard submissions, assessment updates, document uploads, and more. Every entry is time stamped and shows who performed the action, giving you a clear record of all touchpoints related to the candidate's journey — whether automated or manually triggered by your team. {% endtab %} {% endtabs %} *** ### Job management and collaboration The right panel provides essential tools and context for managing a candidate’s job applications, tags, and internal notes. It enables you to track job progress, update pipeline stages, collaborate with your team, and tag profiles for filtering or segmentation. By default, this panel is open, but it can be collapsed and uncollapsed using the icon at the top-left of this right panel. This is helpful when you want more space to work in the centre panel, such as when writing a scorecard or reviewing assessments. The right panel is divided into three collapsible sections: `Jobs`, `Tags`, `Notes` . You can expand or collapse each section using the chevrons (:chevron-down: or :chevron-up:) beside the section title.
Jobs This area displays all jobs the candidate is currently assigned to. If the candidate has multiple job applications, they will all be listed here. Each job entry includes: * Job title * Pipeline stage the candidate is currently in * A coloured dot indicating [job status](/jobs/job-statuses) Hovering over a job title will open a job card showing more details like job status (e.g. *Online*), job location, application source and date (e.g. *Applied 2 days ago via LinkedIn*). You can use the `Go to job` button — clicking this takes you to the job details view (you’ll exit the candidate profile view). **Assigning jobs** Click the `+` button to assign the candidate to an additional job.\ A modal will open, showing all online jobs on your account. You can search for a job, select it, and click `Assign`. **Moving candidates in the pipeline** Below each job title, you’ll see a pipeline stage (e.g. *Interview*) and a `Move forward` button. * Hovering over `Move forward` reveals the next stage name * Clicking `Move forward` will move the candidate to that next stage instantly Alternatively, click the dropdown chevron :chevron-down: next to the job-level pipeline selector. From here, you can: * Manually choose any stage, including previous stages * Move the candidate backwards or forwards in the pipeline as needed After moving a candidate, a confirmation banner appears with an *Undo* option in case you made a mistake If you move the candidate to the final pipeline stage (e.g. *Hired*), the job title will update to show this status.\ An `Undo hire` button appears immediately after to reverse the action if needed. **Rejecting candidates** Once you click reject :ban: option for any job application, the email composer appears. From there, you can: edit the message, schedule it to be sent late, send it immediately, or choose to reject without notifying the candidate. After rejection, you'll see an `Undo rejection` button appear below the job title, allowing you to reverse the rejection if needed. {% hint style="info" %} **Once a candidate has been rejected from all of their job applications**, they are no longer considered an active candidate. In this case, you will no longer be able to send messages, schedule interviews, or take any further hiring-related actions. However, if the candidate still has **one or more active job applications**, you can continue to contact them and perform relevant actions for those specific jobs. {% endhint %}
Tags Use tags to label candidates (e.g. "great fit", "needs follow-up", etc.) and support filtering in the `Applications` or `Talent Pool` views. * Click `Add tags...` to open the dropdown * You’ll see a list of all existing tags in your account * To add a new tag, simply type the label and click `Create "new tag name"` Tags are visible to all users in your account and can be edited or removed from the candidate profile at any time.
Notes Notes allow team members to share feedback and collaborate. Notes remain linked to the candidate profile. * Click the `Add note...` field to write a note * Mention a teammate using `@` (e.g. @Sarah this candidate might suit our criteria). The tagged teammate will be notified via email * Notes are time stamped and display the author’s name * You can `Edit` or `Delete` a note — but only if you created it
{% hint style="success" %} Make sure to use tags, notes, and the talent pool strategically to keep your hiring process organised and collaborative. {% endhint %} At the top of the right panel, you’ll find a `... More` button that opens a menu with the following options: * `Add to Talent Pool`: Bookmark the candidate for future use * `Assign a job`: Same as the `+` button under Jobs * `Delete candidate`: **Permanently deletes** the entire candidate profile, along with all associated applications, notes, scorecards, documents, and activity logs {% hint style="danger" %} Candidate deletion action is irreversible. Deleting a candidate will permanently remove the candidate profile and all associated applications, documents, and activity logs.
{% endhint %} # Interview Scheduling This article explains how to set up calendar sync, schedule interviews, create and share booking links, and manage interviews. Manage candidate interviews as part of your hiring process with JOIN's built-in scheduling tools. The feature is designed to save time, reduce manual coordination, and streamline communication at every stage. With interview scheduling, you can: * **Sync your calendar**: Connect your personal (Google, Office 365, Exchange, or Outlook) or workspace calendars (Google Workspace or Microsoft 365) for real-time availability. * **Manage centrally**: View, schedule, and update interviews directly from the `Interviews` tab or any candidate profile. * **Customise availability**: Define working hours, add buffer time between interviews, and set daily or weekly limits. * **Enable self-scheduling**: Share booking links with candidates so they can choose a time that works for everyone. * **Avoid conflicts**: JOIN automatically checks availability across all interviewers. * **Speed up interviewer selection**: Use interviewer pools to group team members by role or department and assign the right people in one click. * **Automate communication**: Use ready-made or customised templates for invitation, confirmation, and cancellation emails. * **Stay flexible**: Edit, reschedule, or cancel interviews as your plans change. Before scheduling interviews, you need to connect your calendar. You can connect a calendar at workspace level or individually. {% hint style="info" %} You may see "Cronofy" on the calendar connection screens. Cronofy is our trusted provider that enables real-time availability checks and allows JOIN to create and manage interview events directly in your connected calendar. {% endhint %} *** ## Connect workspace calendars A workspace in JOIN refers to your company's calendar environment using either Google Workspace or Microsoft 365. Connecting a workspace calendar enables JOIN to automatically sync all user calendars associated with your company domain. This allows interview scheduling features to work at scale and ensures availability is checked across all participants in real time. {% hint style="warning" %} Workspace calendar integration can only be managed by a System admin. And only one provider (Google or Microsoft 365) can be connected at a time. {% endhint %}
### **Google Workspace** 1. Go to company `Settings` from your sidebar and click on `Integrations` . 2. Scroll to the `Workspaces` section, click `+Connect` on the Google Workspace card. You can also go directly to 3. Click `Connect` to open the "Allow access" modal. 4. Click `Continue to Google permissions` in the modal. 5. Authorise access in the Google permissions page. 6. All workspace users with matching email domains will be automatically connected.
If you are not the Google Workspace administrator for your company and cannot complete the authorisation flow yourself, you can: Click `Share with Google admin` to copy the OAuth link to share with your Google Workspace administrator for setup. When your admin opens the link and completes the authorisation, the workspace will be successfully connected. ### **Microsoft 365 Workspace** 1. Go to company `Settings` from your sidebar and click on `Integrations` . 2. Scroll to the `Workspaces` section, click `+Connect` on the Microsoft 365 card. You can also go directly to 3. Click `Connect` to open the "Allow access" modal. 4. Click `Continue to Microsoft permissions` in the modal. 5. Authorise access in the Microsoft permissions page. 6. All workspace users with matching email domains are automatically connected.
If you are not the Microsoft 365 Workspace administrator for your company and cannot complete the authorisation flow yourself, you can: Click `Share with Microsoft admin` to copy the OAuth link to share with your Microsoft 365 administrator for setup. When your admin opens the link and completes the authorisation, the workspace will be successfully connected {% hint style="warning" %} Only one workspace calendar can be active at a time. Connecting a new one will disable the previous. For example, if Google Workspace is connected, Microsoft 365 is disabled, and vice versa. {% endhint %}
*** ## Disconnect workspace calendar 1. Go to company `Settings` :arrow-right-long: `Integrations` :arrow-right-long: `Workspaces` . 2. Click the card for the connected workspace provider (Google or Microsoft 365).
4. On the workspace screen, click `Disconnect` . 5. A confirmation modal will appear titled "Are you sure you want to disconnect Google Workspace?" (or Microsoft 365). 6. Review the message about how interview syncing and availability will be impacted. 7. Click `Disconnect` to confirm or `Cancel` to keep the connection. 8. A notification saying "Workspace disconnected" will appear in the bottom right once the disconnection is complete.
{% hint style="warning" %} Disconnecting the workspace calendar does not disconnect existing users' calendars. Users who already have connected calendars will remain connected. However, disconnecting stops automatic calendar syncs for new users added to the workspace—new team members will need to [connect their calendars individually](#connect-personal-calendar). {% endhint %} *** ## Connect personal calendar If your company hasn’t set up a workspace calendar, or if you'd like to connect your own calendar, you can do this individually through your user settings. 1. Click your profile icon in the bottom-left of JOIN. 2. Go to `User settings`, then open the `Calendar settings` tab. 3. In the `Setup integration` section, click `Connect` next to your calendar provider (Google, Office 365, Exchange, or Outlook).
4. Follow the on-screen prompts to sign in and grant access to your calendar via Cronofy. 5. After connecting, you may briefly see a `Syncing` status while JOIN loads your availability. This status will disappear once your calendar is fully integrated. 6. Your calendar will then appear in the `Connected calendars` list, and JOIN will automatically start syncing your availability. {% hint style="info" %} If you connect a personal calendar and your workspace admin later connects the workspace, both profiles may appear. They're automatically merged if they refer to the same account. {% endhint %} *** ## Personal vs workspace calendars After you've connected your calendars, they will appear in the `Connected calendars` section in your `Calendar Settings` tab. For each connected account, you’ll see: * The calendar provider name and email address * A `Disconnect` icon on the right * A `Default` label on the calendar used for scheduling and availability In some cases, you may have both a personal calendar and a workspace calendar visible in your settings: * If your workspace admin connects a workspace calendar after you've already connected your personal calendar, your work calendar will automatically appear in the `Connected calendars` section. * If you've previously connected your work calendar manually and your admin later connects the workspace, JOIN will merge the two profiles automatically if they refer to the same work account.
{% hint style="success" %} JOIN uses your work calendar as the default for scheduling and availability if its email matches your company domain. When you connect both personal and work calendars (e.g. a Gmail account and a Google Workspace account), you’ll see both calendars listed, but availability checks and interview events will default to the work calendar. {% endhint %} This setup ensures seamless syncing and prevents scheduling conflicts between personal and professional calendars. *** ## Disconnect calendar To remove a connected calendar: 1. Go to `User settings`, then open the `Calendar settings` tab. 2. Under `Connected calendars`, find the account you wish to disconnect. 3. Hover over the calendar card and click the `Disconnect` icon. 4. In the confirmation modal, review the message about availability and interview sync being disabled. 5. Click `Disconnect` to confirm or `Cancel` to keep the connection.
After disconnection: * The calendar is removed from your settings. * JOIN will no longer use it to check your availability or schedule interviews. * If no other calendar is connected, you will be prompted to connect one in order to continue scheduling and organising interviews from JOIN. *** ## Configure interview availability Set your working hours and availability preferences so candidates can only book interviews when you're free.
### Set meeting hours 1. Go to `User settings`, then open the `Calendar settings` tab. 2. Scroll to `Meeting hours and availability`. 3. Your timezone appears at the top (e.g. GMT+1 Europe/Berlin). 4. Set start and end times for each day using the time pickers: * Click a time picker to open a scrollable dropdown with 30-minute intervals * You can also type a custom time (hh:mm format) 5. Click `+` or `Add new time slot` to add multiple time slots per day (up to 5 slots per day). 6. Click `Save changes`. {% hint style="info" %} Default availability is Monday to Friday, 09:00 to 17:00. Saturday and Sunday are unavailable by default. {% endhint %} You can manage availability using the overflow menu :ellipsis: next to a day's time slot: * `Add new time slot`: Insert a new slot row * `Copy to all`: Copy the selected day's availability to all days (including Saturday and Sunday) * `Clear day`: Remove all slots for that day
{% hint style="warning" %} Remember: * At least one time slot across the week must remain available. You cannot clear all days. * Start time must be before end time for each slot. If start time is after end time, you'll see: "The end time should come after the start time" * Time slots on the same day cannot overlap. If slots overlap, you'll see an error: "Time slots can't overlap" {% endhint %} ### Set buffer time Add buffer time before or after meetings to prevent back-to-back interviews. 1. Go to `User settings`, then open the [`Calendar settings`](https://join.com/settings/user/calendar-settings) tab. 2. Scroll to `Buffer time and limits`. 3. Toggle `Buffer time before` and select minutes (5–120 minutes, 5-minute intervals). 4. Toggle `Buffer time after` and select minutes (0–120 minutes, 5-minute intervals). 5. Click `Save changes`. {% hint style="info" %} Buffer time is disabled by default for meetings. If activated, the default buffer is set to 5 minutes. {% endhint %}
### Set interview limits Restrict the number of interviews you can schedule per day or week. 1. Go to `User settings`, then open the `Calendar settings` tab. 2. Scroll to `Buffer time and limits`. 3. Toggle `Daily interview limit` and set a number (1–99). 4. Toggle `Weekly interview limit` and set a number (1–99). 5. Click `Save changes`. {% hint style="info" %} Interview limits are off by default. If enabled, default is 4 interviews per day and 20 per week. {% endhint %} *** ## Schedule interviews Once your calendar is connected and availability is set, you're ready to schedule interviews. Availability is determined by the calendar connections of all interviewers involved and your calendar settings. {% hint style="warning" %} If you haven't configured a personal or workspace calendar connection and defined your working hours, JOIN cannot suggest time slots or generate booking links. You will be prompted in the application to [connect your calendar](#connect-personal-calendar). {% endhint %} ### From Candidate Profile 1. Go to the candidate profile. 2. You can schedule interviews from multiple entry points. The [Candidate Profile](/candidates-and-applications/candidate-profile) layout includes three sections: the left panel, centre panel, and right panel. You can open the interview modal from: * The `Overview` tab in the centre panel by clicking `Schedule interview` * The `+` button in the left panel by selecting `Interview` from the dropdown * The `Interviews` tab in the centre panel by clicking `Schedule interview` 3. In the interview modal, fill in the interview details. 4. Click `Send invite`. The candidate will receive an email with a booking link to choose a suitable time. ### From Interviews tab 1. Go to the `Interviews` tab from the sidebar and open the `Upcoming` sub-tab. 2. Click the `Schedule` button in the top right. 3. Select a candidate from the dropdown. 4. In the interview modal, fill in the interview details. 5. Click `Send invite`. The candidate will receive an email with a booking link to choose a suitable time. *** ## Add interview details The interview modal is where you configure all the key information needed to schedule an interview. This modal opens after you initiate scheduling from either the candidate profile or the `Interviews` tab. Fields marked as required must be completed before you can send the invite.

Interview modal

Below is a breakdown of the fields in the interview modal: **Interview Title**\ *Required.* Enter a descriptive and clear title for the interview (e.g., "Team Fit Interview") with up to 256 characters. This title will be visible to candidates. **Candidate**\ *Required.* Select the candidate you want to interview. * When scheduling from a candidate profile, the candidate is pre-selected. * When scheduling from the Interviews page, use the dropdown to select a candidate. * The dropdown shows candidates from your Active Applications that you have access to. * You can type to search and narrow down the list. * You can only select candidates you have permission to view. If no candidates are available, you’ll see a message indicating that no candidates can be selected. **Job**\ *Required.* Select the job this interview is for. * Once a candidate is selected, the job field appears automatically. * If the candidate is assigned to one active job, that job is pre-filled. * If the candidate is assigned to multiple active jobs, click the job field to select one from the list of that candidate’s active jobs. * Only active jobs that you have access to (you’re part of the hiring team or a system admin) are shown. If the candidate is not assigned to any active job, you’ll see an error message and won’t be able to proceed until a job is assigned. **Interviewers**\ *Required.* Add team members who need to attend. You can add individual interviewers, interviewer pools, or a combination of both. * The interview organiser is added by default. * Only users with connected calendars can be selected as individual interviewers. * You can add up to 10 individual interviewers and up to 3 interviewer pools per interview. **Adding individual interviewers** Click the interviewers field and search for or select team members by name. Additional scenarios: * If a team member does not have access to the candidate, they'll appear in the dropdown but cannot be added. To invite them, [add the user to the hiring team](https://help.join.com/jobs/job-creation#hiring-team) for the job first. * If a team member has no calendar connected, their name appears disabled with a calendar-disconnected icon. Ask them to connect their calendar in user settings, or connect a workspace calendar so team calendars are available automatically. * Interviewers can be removed by clicking the remove icon next to their name. **Adding interviewer pools** If your company has active [interviewer pools](#user-content-fn-1)[^1], they appear at the top of the interviewers dropdown under "Interviewer pools", listed with their member count. * Click a pool to add it. It appears below your individual interviewers with an expand/collapse chevron. * Use the stepper next to the pool name to set how many members from the pool need to be available (the required number). The default is 1. * Click the chevron to expand the pool and see all members. The list is grouped into: available members, already invited members, members with no calendar connected, and members without access to the job. * If you have permission to edit the hiring team, you can click `+` next to a member in the "Members without access" section to add them directly from the modal. * Removing a pool: click the `X` next to the pool name. {% hint style="info" %} The available slots count updates automatically as you add or remove pools and adjust the required number. JOIN calculates all possible combinations of available members across all pools and individual interviewers. {% endhint %} {% hint style="warning" %} If all members of an added pool are unavailable (disconnected calendars, no job access, or already invited), the pool shows an error and the `Send invite` button is disabled until you resolve it. {% endhint %} As you add interviewers and pools, JOIN dynamically calculates how many time slots are available based on the synced availability of all participants. Additional scenarios: * If a team member does not have access to the candidate, they’ll appear in the dropdown but cannot be added. To invite them, [add the user to the hiring team](/jobs/job-creation#hiring-team) for the job first. * If a team member has no calendar connected, their name appears disabled with a calendar-disconnected icon. Ask them to [connect their calendar](#connect-personal-calendar) in user settings, or [connect a workspace calendar](#connect-workspace-calendars) so team calendars are available automatically. * Interviewers can be removed by clicking the remove icon next to their name. As you add interviewers, JOIN dynamically calculates how many time slots are available based on the synced availability of all selected interviewers. * For example, you might start with 34 available slots with the first interviewer. After adding another, this might reduce to 7 available slots if fewer overlapping availabilities exist. * You can always view the number of Available Slots next to the `Interviewers` field—this tells you how many booking options the candidate will receive. **Duration**\ *Required.* Select the expected interview length from the dropdown. The default is 30 minutes. Options are 15, 30, 45, or 60 minutes. You can also add a custom duration by typing it in the box and selecting it from the dropdown. **Rolling days**\ *Required.* Choose how many days into the future the candidate should be able to view and book available time slots. You can select from 1 to 21 days using the dropdown. Default is 14 days. **Custom availability restriction**\ *Optional.* Enable this toggle if you want to **limit** the time slots shown to the candidate beyond the default synced availability. * When enabled, you can customize the availability hours (e.g. 09:00 – 17:00) per day and timezone. * Candidates will then only see and book time slots that match: * These defined restrictions *and* * The interviewers' connected calendar availability. * This is helpful when you want to limit interviews to specific working hours or avoid scheduling outside your preferred interview window. **Location**\ *Required.* Select the location type to specify where the interview will take place. You can choose from In-person meeting, Phone call, and Remote Each option reveals a different set of fields to help you define where and how the interview will be conducted. {% tabs %} {% tab title="In-person interviews" %} For in-person meetings, you’ll need to provide a physical location or select a conferencing tool. * **Office**: If your company has added `Offices` in the company `Settings`, these will appear in a dropdown. You can choose the correct location from here. Learn [how to add office locations from your company settings](/account-settings-and-billing/locations). * **Custom address**: If the interview is being held at a venue outside your listed offices, start typing the address. If it matches a known location, you’ll see autocomplete suggestions. If not, you can still enter the address manually. This flexibility ensures you can set the interview at any valid in-person location, whether it’s your HQ or a neutral meeting space. * **Select conferencing tool** This field allows you to set the video conferencing platform the interview will take place on. You can choose from: * Google Meet or Microsoft Teams (available if your calendar is connected) * Custom conferencing link – paste any valid video call link here (e.g. Zoom, Whereby, etc.) * No conferencing – choose this if you're hosting the interview through an external tool or plan to share the link another way.

If the link you enter is not valid (e.g. formatting is incorrect or domain is unsupported), you’ll see an inline error. Make sure to paste a valid URL.

{% endtab %} {% tab title="Phone call" %} For phone interviews, you can enter a phone number. {% hint style="info" %} Adding a phone number is not mandatory. {% endhint %} This is the number that the candidate will be informed you’re calling from. * Start by selecting the country code * Then enter a valid number in the field provided This ensures candidates know what number to expect the call from, reducing the risk of missed calls or confusion. {% endtab %} {% tab title="Remote" %} When you select Remote, you’ll be prompted to choose how the interview will be conducted: **Select conferencing tool** This field allows you to set the video conferencing platform the interview will take place on. You can choose from: * Google Meet or Microsoft Teams (available if your calendar is connected) * Custom conferencing link – paste any valid video call link here (e.g. Zoom, Whereby, etc.) * No conferencing – choose this if you're hosting the interview through an external tool or plan to share the link another way. {% hint style="warning" %} If the link you enter is not valid (e.g. formatting is incorrect or domain is unsupported), you’ll see an inline error. Make sure to paste a valid URL. {% endhint %} {% endtab %} {% endtabs %} **Meeting room**\ *Optional.* If your company has connected its workspace (e.g. Google Workspace or Microsoft 365), you’ll see a `Meeting room` dropdown. This shows all available rooms configured within your office setup. You can: * Select from the list of meeting rooms (e.g. “Marketing Room”, “Engineering Booth”) * Search by name * Or leave the field blank if no room needs to be booked This step is optional but useful if the interviewers will be joining from a shared office space. **Description**\ *Optional.* Use the `Description` field to provide additional instructions or context for the candidate. You can: * Add agenda notes or prep material * Share expectations or details about the interview format This field supports up to 4,096 characters and will be visible to the candidate. **Make interview private**\ *Optional.* Toggle the `Private` switch to make this interview visible only to participants and System admin users. This ensures that sensitive information is not visible to other users. **Candidate email notifications**\ *Required.* Configure the automated email communications that will be sent to the candidate upon interview invitation and interview confirmation. * **Invitation email**\ This email is sent automatically as soon as the interview invite is created and you press the `Send invite` button. It includes the interview title, duration, and a link for the candidate to select a time slot that works for them. This email to ensures that the candidate receives the booking link. * **Confirmation email**\ This email is sent after the candidate successfully books a time slot. It confirms the selected date and time and includes any additional details about the scheduled interview. You can preview each email using the preview icon :eye:. From there, you can: * Select the [default template](https://help.join.com/candidates-and-applications/candidate-messaging/automated-emails#interview-templates) * Choose from another saved email template created by you/your team * [Compose a new email](#composing-custom-emails) from scratch If you’d like to use your own custom template, make sure it’s already created in the [Email Templates](https://help.join.com/candidates-and-applications/candidate-messaging/automated-emails#interview-templates) section under company `Settings`. To appear in these dropdowns, the email type must be set to either “Interview Invitation” or “Interview Confirmation” depending on the email you're editing. Once both emails are set, click `Send invite` to schedule the interview and notify the candidate. *** ## Manage interviews ### View interviews You can view and manage interviews from several places in the app, depending on what you're looking for. **Interviews tab** Go to the `Interviews` tab in your sidebar to see all interviews associated with your jobs and team. This section is divided into three sub-tabs: * `Upcoming`: Contains interviews that are scheduled, rescheduled, confirmed, in progress, or cancelled/declined, with a start time from today onwards. * `Pending`: Shows interviews that are waiting for the candidate to book a time. These have either an "Awaiting candidate" or "Expired" status. * `Past`: Lists interviews that have already taken place or had a scheduled start time before now. All interviews in this section are grouped by day and sorted by the most recent start time. You can filter interviews using the dropdown menus at the top: * `Job`: Select one or more active jobs. * `Interviewer`: Select team members involved in the interview. Your own name is selected by default.
**Dashboard** On your `Dashboard`, you'll see a quick view of your upcoming interviews. * If you have an interview coming up soon, you’ll see it highlighted in a dedicated section with key details—such as the candidate name, job title, time, and a button to join the call directly. * You’ll also see a list of other interviews scheduled for the same day under Next interviews. * If you don’t have any interviews scheduled, the section will instead show a message saying there are no upcoming interviews.
**Candidate profile** You can also view interviews from a specific candidate’s profile. * In the `Overview` tab, you’ll see all upcoming interviews scheduled for that candidate. If the candidate is part of multiple job processes, each job will have its own section with the interviews listed underneath.
* You can also switch to the `Interviews` tab to see both upcoming and past interviews with this candidate, all in one place. This gives you a more detailed view of the candidate’s interview history, including status and feedback from previous rounds.
### Interview statuses Interviews can have these statuses: * `Awaiting candidate`: Invitation sent, candidate hasn't booked yet. * `Expired`: Booking link expired, candidate didn't book. * `Scheduled`: Candidate booked a slot. * `Rescheduled`: Candidate changed their booking. * `Confirmed`: All attendees accepted the interview. * `In progress`: Interview is currently happening. * `Completed`: Interview has ended. * `No show`: Candidate didn't attend. * `Cancelled`: Interview was cancelled. * `Candidate declined`: Candidate declined the interview. ### Editing interview You can easily edit interviews that haven't been booked or after booking. **Edit pending interviews** (`Awaiting candidate` or `Expired`): 1. Click the interview card or click :ellipsis: and select `Edit`. 2. Update any field in the [interview modal](#add-interview-details) except candidate. 3. Click `Update`. 4. Changes update the booking link and available time slots. **Edit booked interviews** (`Scheduled`, `Rescheduled`, `Confirmed`, `In progress`): 1. Click the interview card or click :ellipsis: and select `Edit`. 2. Update: Interview Title, Interviewers, Location Type, Location, Conferencing, Rooms, Description, or Private status. 3. Click `Update`. {% hint style="warning" %} Time, date, candidate, and job cannot be changed after booking is confirmed. {% endhint %} ### Cancel interview Cancel booked interviews and notify the candidate. 1. Click the interview card or click :ellipsis: and select `Cancel`. 2. Select a cancellation email template or compose a custom message. 3. Click `Cancel interview`. The interview is removed from calendars and the candidate receives a cancellation email. ### Resend invitation Resend booking links for expired interviews. 1. Click the expired interview card. 2. Click `Resend invite`. 3. Review and update interview details if needed. 4. Click `Resend invite` at the bottom of the interview modal. A new booking link is generated and sent to the candidate.
### Share booking link You can share booking links directly with candidates. 1. Click the interview card or click :ellipsis:. 2. Select `Copy booking link`. 3. Share the link via email or messaging. Booking links expire after the number of rolling days set when scheduling, or 14 days, whichever is shorter. ### Delete interview Delete interviews that haven't been booked or are completed. 1. Click the interview card or click :ellipsis:. 2. Select `Delete`. 3. In the "Delete interview?" modal, read the message: "This will permanently remove the interview from your view. This action cannot be undone." 4. Click `Yes, delete` to confirm, or `No, leave` to cancel. Only the interview organiser and System admin users can delete interviews. *** ## Candidate self-scheduling Candidates receive a booking link in their interview invitation email. They use this link to pick an available time based on your calendar connection and availability settings. ### Booking interview * The candidate selects one of the available time slots and confirms the booking. * JOIN checks availability again before confirming. If the slot was taken, the candidate is asked to pick another time. * When booking succeeds on the candidate side, you'll see: * The interview status changes from `Awaiting candidate` to `Scheduled` (or `Rescheduled`). * Calendar events are created or updated for the candidate as well as the interviewers. * The candidate receives the confirmation email you selected. If no time slots are available, the candidate sees: "No times available, please contact your recruiter." ### Rescheduling and cancelling interview Candidates can reschedule or cancel using links in their confirmation email. * Rescheduling replaces the existing booking with a new time and sends updated calendar invites. * Reschedule links expire 14 days after booking or when the interview starts (whichever comes first). * Cancelling removes the interview from calendars and sends cancellation notifications. * Cancellation links expire when the interview starts. * Candidates cannot cancel interviews that have already completed. They see: "Interview can no longer be cancelled." Candidates cannot edit interview details or delete interviews. {% hint style="warning" %} Use these checks when a candidate reports an issue: * Link expired: the interview shows status Expired and the candidate sees a "Link expired" page. Resend a new link from the interview card. * Link already used: if the candidate already booked, opening the link again shows an "Interview booked" page with the booking details. * No available times: check interviewers have connected calendars and availability set. Also check rolling days or date range, buffer time, and interview limits. {% endhint %} *** ## Permissions and access
Who can schedule interviews * `Job Admin`: Can schedule interviews for candidates in their jobs. * `Reviewer`: Can schedule interviews for candidates in jobs they review. * `Hiring Manager`: Can schedule interviews for candidates in their jobs. * `System Admin`: Can schedule interviews for any candidate.
Who can edit interviews * Interview organiser (person who created it). * Interviewers added to the interview. * System admins. Other users with job access can view interviews but cannot edit them.
What are private interviews When an interview is marked as private :lock:: * Only participants (organiser and interviewers) and System admin users can see it. * It doesn't appear in activity logs. * Other team members cannot view or interact with it.
*** ## Troubleshooting
Calendar is not syncing If your calendar shows "Syncing" for a long time: 1. Go to . 2. Check for a "Something went wrong" banner with a `Retry sync` button. 3. Click `Retry sync` to re-authenticate (redirects to the calendar provider's authentication page). If the issue persists, disconnect and reconnect your calendar. If you see a "Syncing" tag on your connected profile card, this means the initial sync is in progress. Wait for it to complete before scheduling interviews.
No available time slots If no time slots appear when scheduling: * Check that all interviewers have connected calendars. * Verify interviewer availability settings. * Adjust the date range or rolling days. * Check for buffer time or interview limits that might restrict availability.
Workspace integration hibernated Cronofy pauses workspace calendar sync after a long period of no activity. The calendar is not disconnected—it's just inactive. You don't need to manually retry sync. The workspace calendar automatically reactivates when any calendar activity occurs (such as scheduling an interview, checking availability, or syncing calendars). The first calendar API call after hibernation automatically changes the status back to "active" without requiring re-authorisation. If you see a "Retry sync" banner and want to manually reactivate it: 1. Go to company `Settings` from your sidebar and click on `Integrations` . 2. Scroll to the `Workspaces` section, click `+Connect` on the Google Workspace card. You can also go directly to (or /microsoft). 3. Look for a "Retry sync" banner (or "Reconnect" in error states). 4. Click `Retry sync` (or `Reconnect`). This reactivates the workspace connection without requiring re-authorisation.
Interviewer calendar disconnected If an interviewer's calendar disconnects after sending an invite: * The interview card shows which interviewer is affected. * Edit the interview to remove or replace the disconnected interviewer. * Resend the invitation with updated interviewers.
Booking link expired If a candidate's booking link expires: * The interview status changes to "Expired". * Candidates who click an expired link see a "Link expired" page. * Click the interview card and select `Resend invite`. * A new booking link is generated and sent. Booking links expire after the rolling days period (default 14 days) or when the candidate books, reschedules, or cancels. {% hint style="info" %} If a candidate clicks a booking link that's already been used (they've already booked), they see an "Interview booked" page with their booking details instead of the scheduler. {% endhint %}
An interviewer pool shows zero available members If a pool shows zero available members: * Check that pool members have their calendars connected. Members without a connected calendar are excluded from availability checks. * Check that pool members have access to the job. Members without job access are excluded. If you are a Job Admin or System Admin, click `+` next to their name in the expanded pool view to grant access. * Check whether all pool members have already been individually invited to the interview. If so, they are marked "Already invited" and excluded from the pool's availability count. If none of these apply, go to `Settings` → `Interviewer Pools` to review and update the pool's membership.
[^1]: # Interview Templates Learn how to create and use interview templates to standardise your interview scheduling process, reduce manual setup time, and ensure consistency across your hiring team. Interview templates are reusable configurations that define the key details of an interview such as duration, interviewers, location, and email notifications. When scheduling an interview, you can select a template to instantly pre-fill [the scheduling modal](/candidates-and-applications/interview-scheduling#schedule-interviews), saving time and reducing errors. Use interview templates in JOIN to: * Standardise interview formats for specific roles or levels * Pre-configure default interviewers, duration, and location settings * Ensure consistent candidate communication with pre-selected email templates * Reduce repetitive manual setup when scheduling interviews Manage your interview templates from `Settings` → `Interview Templates`. *** ### Interview template settings Templates define the structure and default values for your interviews. You can create, edit, duplicate, and archive templates from the `Settings` page. #### Accessing interview templates 1. Go to the `Settings` tab from the sidebar menu 2. Select `Interview Templates` 3. From here, you can: * Click `+ Add template` to create a new template * Click on an existing template to edit it * Use filters to find specific templates * Archive or restore templates as needed {% hint style="warning" %} Only System Admin and Standard users can access and manage interview templates. Limited users do not have access to this page. {% endhint %} *** ### Creating an interview template To create a new interview template: 1. Go to `Settings` → `Interview Templates` 2. Click `+ Add template` in the top right corner 3. Fill in the template details (see below) 4. Click `Save` to create the template
#### Template fields When creating or editing a template, you'll see the following fields:
FieldDescription
Template nameInternal name for the template (not visible to candidates). Maximum 100 characters.
Interview titleThe title shown to candidates in their calendar invite. Maximum 1024 characters.
Interviewers

Select team members who will conduct the interview. You can add individual interviewers, interviewer pools, or a combination of both.

  • Only users with connected calendars can be added. Up to 100 interviewers can be displayed, and you can search to filter results.
  • Active interviewer pools appear at the top of the dropdown under Interviewer pools. Select a pool to include it in the template. When the template is used for scheduling, JOIN resolves availability from the pool at that time.

If a pool member has disconnected their calendar, they appear with a warning indicator. The pool can still be saved to the template, but that member's availability won't be checked when scheduling.

DurationLength of the interview. Pre-filled with 30 minutes. Choose from 15-minute intervals (15–180 min) or enter a custom value (15–600 min).
Rolling daysThe date range for available time slots. Pre-filled with "Next 14 days". Options range from "Next day" to "Next 21 days".
Add custom availability restrictionEnable this toggle to limit availability by a fixed date range. When enabled, you can also set a specific timezone.
Location typeChoose from In-person, Phone Call, or Remote.
Meeting roomIf your workspace integration is active, you can select synced meeting rooms from the dropdown. This field is hidden if no workspace integration is connected.
DescriptionOptional text visible to candidates. Use this to provide interview instructions or context. Maximum 4096 characters.
PrivateWhen enabled, only interview participants can see the event details in their calendars. Defaults to off.
{% hint style="info" %} Interviewers must have their calendar connected to be added to a template. If a user doesn't have a connected calendar, they'll appear disabled with a tooltip "Calendar is not connected". Interviewer pools can always be added to a template regardless of individual member calendar status. {% endhint %} **Candidate email notifications**
FieldDescription
Invitation emailThe email template sent to candidates when requesting their availability. Select from your email templates of type "Interview Invitation".
Confirmation emailThe email template sent to candidates when the interview is confirmed. Select from your email templates of type "Interview Confirmation".
{% hint style="info" %} **Connect your calendar:** If you haven't connected a calendar yet, you'll see a banner at the top of the modal with options to connect Google or Microsoft 365. Click your preferred option or select "See all" to go to your calendar settings. {% endhint %} *** ### Listing and filtering templates The interview templates page displays all your templates in a table with the following columns: * **Name**: The internal template name * **Interviewers**: Avatars of assigned interviewers (up to 5 shown; hover to see full names) * **Last updated**: When the template was last modified Templates are loaded 25 at a time, sorted by last updated date, with more loading as you scroll. #### Filtering templates You can filter templates using: * **Status**: Switch between `Active` and `Archived` templates using the segmented control * **Interviewer**: Filter by specific team members assigned to templates * **Search**: Find templates by name using partial matching *** ### Editing an interview template To edit an existing template: 1. Go to `Settings` → `Interview Templates` 2. Click on the template you want to edit 3. Make your changes 4. Click `Save` to update the template {% hint style="info" %} Calendar disconnection**:** If an interviewer disconnects their calendar after being added to a template, you'll see a warning indicator next to their name. The template can still be used, but their availability won't be checked when scheduling. {% endhint %} *** ### Duplicating a template To create a copy of an existing template: 1. Go to `Settings` → `Interview Templates` 2. Open the template you want to duplicate 3. Click the `Duplicate` button 4. A new template modal opens with all fields pre-filled from the original 5. Modify the template name (must be unique) and any other details 6. Click `Save` to create the duplicate
{% hint style="info" %} Interviewers with disconnected calendars are not copied to the duplicate template. {% endhint %} If you have unsaved changes when clicking Duplicate, you'll see a confirmation dialog asking if you want to leave without saving. *** ### Archiving and restoring templates Archived templates are excluded from the dropdown when scheduling new interviews but remain available for reference. #### To archive a template: 1. Open the template you want to archive 2. Click the `Archive` button
Templates that have been archived can be accessed via the `Archived` tab on the `Interview Templates` page.
#### To restore a template: 1. Switch to the `Archived` tab on the templates page 2. Click on the archived template you would like to restore 3. Click the `Restore` button 4. The template becomes active again and is moved to the `Active` interview templates tab
*** ### Using templates when scheduling interviews When scheduling an interview from a candidate profile or the Interviews page, you can select a template to pre-fill the scheduling modal. #### Selecting a template 1. Open the interview scheduling modal 2. Click the `Select template` button 3. Browse or search through your active templates 4. Hover over a template to preview its details (title, interviewers, duration, rolling days, location type) 5. Click a template to select it 6. Select a candidate for the interview using the `Add Candidate` field
Once selected, the template details automatically populate the scheduling form, including: * Interview title * Interviewers * Duration and rolling days * Location type and address * Email templates You can still modify any of these fields after selecting a template. Click `Send invite` when all details have been filled. #### Creating a template while scheduling If you don't have any active templates, clicking the `Select template` button in the [scheduling modal](/candidates-and-applications/interview-scheduling#schedule-interviews) shows an empty state with a `Create template` button. Click this to: 1. Open the [template creation modal](#creating-an-interview-template) 2. Fill in the template details 3. Choose to: * `Save & use`: Creates the template and immediately applies it to the scheduling modal * `Save & use later` (via dropdown): Creates the template and saves it but doesn't apply it
{% hint style="info" %} Limited users don't see the `Create template` button and will only see the empty state message. {% endhint %} *** ### Handling interviewer access issues When using a template, some interviewers may have access restrictions: #### No access to the job If an interviewer in the template doesn't have access to the job you're scheduling for: * They appear in a "No access to the job" section * Their availability won't be checked * If you have permission to edit the hiring team, you can click the `+` button next to their name to add them as a Reviewer **Bulk adding:** Click `Invite all` to add all interviewers without access to the hiring team at once. #### No calendar connected If an interviewer has disconnected their calendar: * They appear in a "No calendar connected" section * Their option is disabled * A warning indicator shows "No calendar connected" on hover **Permissions:** Only Job Admins and System Admins can add interviewers to the hiring team. Reviewers and Hiring Managers cannot perform this action. *** ### Roles and permissions | Role | Can view templates | Can create/edit templates | | ------------ | ------------------ | ------------------------- | | System Admin | ✓ | ✓ | | Standard | ✓ | ✓ | | Limited | ✗ | ✗ | *** ### FAQs
What is an interview template? An interview template is a reusable configuration that defines default settings for scheduling interviews, including duration, interviewers, location, and email notifications. It helps standardise your interview process and reduces manual setup time. You can select a pre-defined template while scheduling an interview from JOIN.
Can I edit a template after creating it? Yes, you can edit any active template at any time. Changes will apply to future interviews scheduled using that template but won't affect interviews that have already been scheduled.
What happens if an interviewer who is part of the template disconnects their calendar? If an interviewer disconnects their calendar after being added to a template, you'll see a warning indicator next to their name. The template can still be used, but that interviewer's availability won't be checked when scheduling. When duplicating the template, interviewers with disconnected calendars are not copied over.
Can Limited users use interview templates? Limited users cannot access the Interview Templates settings page or create/edit templates. However, when scheduling interviews, they can select from existing templates created by System Admin or Standard users.
What's the difference between archiving and deleting a template? Archiving a template removes it from the active template list when scheduling interviews, but keeps it available for reference. You can restore an archived template at any time. There is no delete option, templates can only be archived.
How many interviewers can I add to a template? You can add multiple interviewers to a template. The dropdown shows up to 100 interviewers from your company, and you can search to find specific team members. Only users with connected calendars can be added.
Can I use different email templates for different interview types? Yes, each interview template allows you to select specific invitation and confirmation email templates. This lets you customise candidate communication based on the type of interview (e.g., phone screen vs. final round). Read more about how to create interview email templates [here](/candidates-and-applications/candidate-messaging/email-templates#inserting-a-template-during-interview-scheduling)
What happens to templates if a team member leaves the company? When a recruiter deletes their account, they are automatically removed from all interview templates they were assigned to. The templates themselves remain intact and can still be used.
Can I add an interviewer to the hiring team directly from the scheduling modal? Yes, if you're a Job Admin or System Admin, you can add interviewers who don't have access to the job directly from the scheduling modal. Click the `+` button next to their name in the "No access to the job" section, or click `Invite all` to add everyone at once.
Can I add interviewer pools to a template? Yes. When creating or editing a template, click the interviewers field and select a pool from the "Interviewer pools" section at the top of the dropdown. Pools added to a template are applied when you use the template for scheduling. JOIN resolves which pool members are available at that point based on their calendar connections and job access. If a pool is deactivated after being added to a template, it will no longer appear when scheduling new interviews. Existing pending interviews that used the template are not affected.
# Interviewer Pools Learn how to create and use interviewer pools to speed up scheduling, reduce coordination, and let JOIN assign available interviewers automatically. Interviewer pools are reusable groups of team members that you can use when scheduling interviews. Instead of selecting individual interviewers each time, you add a pool and JOIN automatically finds available members based on your required number. Use interviewer pools for rotating panels, shared interview ownership, or any team where several people can run the same interview. Use interviewer pools in JOIN to: * Group interviewers by team, role, or interview type * Speed up scheduling by selecting a pool instead of individuals * Add pools to [interview templates](/candidates-and-applications/interview-scheduling/interview-templates) * Reduce coordination by letting JOIN find the best available combination {% hint style="warning" %} Interviewer Pools is available on the Advanced plan only. System Admin and Standard users can create and manage pools. {% endhint %} Manage interviewer pools from `Settings` → `Interviewer Pools`. *** ### Create a pool To create a new interviewer pool: 1. Go to `Settings` → `Interviewer Pools` 2. Click `+ Add pool` in the top right 3. Enter a pool name 4. In `Add interviewers`, search for and select team members 5. Click `Save` Pool rules: * A pool name is required * Pool names can be up to 100 characters * Each pool must have at least 2 members * Each pool can have up to 10 members {% hint style="info" %} Only team members with connected calendars can be added to a pool. Users without a connected calendar appear disabled with the tooltip: "Calendar is not connected". {% endhint %} *** ### Manage pools #### Edit a pool To update an existing pool: 1. Go to `Settings` → `Interviewer Pools` 2. Open the pool you want to edit 3. Update the name or interviewer list 4. Click `Save` {% hint style="warning" %} If a pool member disconnects their calendar after being added, a warning indicator appears next to their name and the `Save` button is disabled. Remove that member before saving. {% endhint %} Changes to a pool affect pending interviews that already use it. If you remove a member from a pool, they are also removed from any pending interviews where that pool is used. #### Duplicate a pool To create a copy of an existing pool: 1. Open the pool you want to duplicate 2. Click `Duplicate` 3. Update the pool name 4. Adjust the interviewers if needed 5. Click `Save` {% hint style="info" %} Pool members with disconnected calendars are not copied to the duplicate. {% endhint %} #### Deactivate or reactivate a pool Deactivating a pool removes it from the interviewers dropdown for new interviews. It does not affect pending interviews that already include the pool. To deactivate a pool: 1. Open the pool 2. Toggle the status to `Inactive` 3. Click `Save` To reactivate a pool: 1. Go to `Settings` → `Interviewer Pools` 2. Switch to the `Inactive` filter 3. Open the pool 4. Toggle the status back to `Active` 5. Click `Save` #### Filter and search pools On the `Interviewer Pools` page, you can: * Filter by status using `Active` and `Inactive` * Filter by interviewer to show pools that include specific team members * Search by pool name with partial match support *** ### Use a pool when scheduling You can use interviewer pools when scheduling from a candidate profile or from the `Interviews` page. To add a pool to an interview: 1. Open the interview scheduling modal 2. Click the `Interviewers` field 3. Select one or more pools from the `Interviewer pools` section 4. Set the required number of members from each pool 5. Review the updated available slots 6. Click `Send invite` When you add a pool: * Active pools appear at the top of the dropdown * Pools appear below any individual interviewers you already selected * The stepper controls how many members from the pool must be available * You can expand the pool to review member availability JOIN calculates availability using pool members who are currently eligible for scheduling. JOIN excludes members who: * Have a disconnected calendar * Do not have access to the selected job * Were already invited individually The available slots count updates automatically as you add pools or change the required number. {% hint style="info" %} Candidates see available time slots the same way as any other interview. After booking, JOIN resolves which specific pool members attend based on who was available for that slot. {% endhint %} You can also add interviewer pools to [interview templates](/candidates-and-applications/interview-scheduling/interview-templates). When the template is used, the pool is applied automatically. *** ### Member availability in a pool When you expand a pool in the scheduling modal, members are grouped by the following status. * Available members: Members without a section heading are available for scheduling. * Already invited: These members were already added individually or through another pool. JOIN excludes them from the pool’s availability. * No calendar connected: These members have a disconnected calendar. JOIN excludes them from availability checks. * Members without access: These members do not have access to the selected job. JOIN excludes them from availability checks. If you are a `Job Admin` or `System Admin`, you can click `+` next to a member in `Members without access` to add them to the hiring team directly from the scheduling modal. {% hint style="warning" %} If all members in a pool are unavailable, the pool shows an error and the `Send invite` button is disabled until you resolve the issue or remove the pool. {% endhint %} *** ### Roles and permissions
RoleCan view pools pageCan create and edit poolsCan use pools when scheduling
System Admin:check::check::check:
Standard:check::check::check:
Limited:x::x::x:
*** ### FAQs
Can I delete an interviewer pool? No. Pools cannot be deleted. You can deactivate a pool instead. Deactivating removes it from the scheduling dropdown for new interviews, but keeps it available for reference and preserves its link to pending interviews that already use it.
What happens if a pool member disconnects their calendar? They are automatically excluded from availability checks for pending and future interviews that use that pool. In the scheduling modal, they appear in the `No calendar connected` section. In pool settings, a warning indicator appears next to their name. You must remove them before you can save edits to the pool.
How many pools can I add to one interview? You can add up to 3 pools to a single interview. You can also combine pools with up to 10 individual interviewers in the same interview.
Can I include pools in interview templates? Yes. When creating or editing an interview template, select pools from the `Interviewers` field the same way you do during scheduling. The pool is saved in the template and applied automatically when you use that template.
What happens to pending interviews if I edit a pool? Adding or removing members updates the available member count in pending interviews that use that pool. Availability is recalculated based on the updated pool membership.
What happens to pending interviews if I deactivate a pool? Deactivating a pool does not affect pending interviews. Interviews that already include the pool continue to use it. The pool simply stops appearing in the dropdown for new interviews.
# Scorecards Learn how to use scorecards in JOIN to structure candidate evaluations, align team feedback, and make confident hiring decisions. This article covers template creation, scorecard submission, and tips. Scorecards are internal evaluation tools used to assess candidates during or after different hiring stages. Suitable for evaluating candidates at any stage in the pipeline, they’re built on pre-existing, customisable templates and include rating criteria, as well as space for notes—helping your team to compare candidates objectively and efficiently whilst avoiding unstructured feedback. Use scorecards in JOIN to evaluate candidates consistently and collaboratively based on replies to interview questions, job-specific attributes and overall impression. Scorecards help structure your interview process, align team feedback, and enable you to make confident hiring decisions. Choose from a set of pre-existing scorecard templates or create your own in [Scorecards](https://join.com/settings/company/scorecards). *** ### Scorecard templates Templates define the structure of your scorecards and can be reused across jobs and hiring processes. Create or manage existing scorecards easily in `Settings` → `Scorecards`.
#### To create or edit a scorecard template: 1. Go to the `Settings` tab from the sidebar menu 2. Select `Scorecards` 3. From here, you can: * Click `Add template` to build a new scorecard * Click `Duplicate` to copy (and customise) an existing template * Click `Delete` to remove a scorecard template * Or click on an existing scorecard to edit it
{% hint style="warning" %} Changes made to templates will only be applied to scorecards created *after* the update. Existing scorecards that were created in the past remain unchanged. {% endhint %} *** ### Adding a scorecard All submitted scorecards can be seen in the candidate profile. When one or more team members submit multiple scorecards, a summary view will be displayed in the candidate's scorecard tab. You can add a scorecard to any candidate who has an active application from their profile. This allows you to structure your feedback and contribute to a collective evaluation. {% stepper %} {% step %} #### Go to a candidate profile You can access the profile of the candidate you're reviewing simply by clicking on a candidate's name within JOIN. It can be accessed from `Applications`, `Jobs` or `Talent Pool` tabs. You can also search for a candidate from search bar ( :command: + K) and open their profile directly. {% endstep %} {% step %} #### Adding a scorecard to a candidate’s profile Select the `Scorecards` tab in the centre panel or in the `Overview` tab click `Add a scorecard` to begin writing your evaluation. {% endstep %} {% step %} #### Creating a scorecard In the 'Add Scorecard' modal that appears: 1. If the candidate is assigned to multiple jobs, select the associated job for this scorecard from the `Job` dropdown menu. This input field is only available if a candidate has active applications for multiple jobs in. 2. Select a template from the `Scorecard` dropdown menu. \ (Optional) Click `Configure` to create or update the template in the `Scorecards` settings before use. 3. Click `Next step`. 4. Start filling out the scorecard and complete the scorecard by rating attributes and adding comments. 5. When ready, click `Publish scorecard`. You can also choose `Save as draft` to continue later. {% endstep %} {% endstepper %} {% hint style="info" %} Scorecards auto-save while you're working. Only the original creator can edit or delete a scorecard after submission. {% endhint %} *** ### Scorecard interface and features When you create or fill out a scorecard, you’ll see a structured interface designed to guide interview feedback and ensure consistency across your hiring process. Here's what you can expect in the scorecard view: #### Interview questions At the top of the scorecard, you’ll find the list of questions assigned to the template. Each question includes a dedicated `Answer and notes` input field where you can enter key insights and feedback gathered during the interview. You can: * Answer questions in free-text format * Use rich text formatting options (text formats, bold, italic, underlined, strikethrough, links, etc.) * Add by clicking `Add question` button at the end of all questions * Remove question clicking the delete icon :trash-can: #### Attributes Below the questions, you'll find a list of attributes—such as `Communication skills`, `Organisational fit`, and `Reliability`. Each attribute can be rated using a 5-star system to help quantify your evaluation. You can: * Add more attributes by clicking `Add attribute` * Use star ratings to quickly summarise strengths and weaknesses #### Overall impression At the bottom of the scorecard, you’ll see a final evaluation section named `Overall impression`. This allows you to choose from 4 overall ratings: `Definitely no`, `No`, `Yes`, `Definitely yes` You’ll also need to provide a summary in the `Overall conclusions, pros and cons` field. Use this space to outline your general opinion of the candidate, listing key advantages, potential concerns and other aspects of interest for an informed hiring decision. #### Draft and publish options JOIN automatically saves your input as you go. When you're ready, you can: * Click `Publish` to share the scorecard with your team * Click `Close draft` to save your progress and return to it later * Use `Delete` if the scorecard should be discarded (only available to the creator) Only the team member who created a scorecard can edit or delete it. Other users will have view-only access. Once published, your scorecard becomes part of the candidate’s overall evaluation and is visible in the `Overview` and `Scorecard` tab in the candidate profile. *** ### Customise scorecards When filling out a scorecard, you can: * Add, remove, or modify questions and attributes * Adjust rating scales or reorder sections * Click `Configure` to update the underlying template This flexibility ensures you can tailor evaluations for each candidate without affecting historical data. {% hint style="info" %} Only System Admins and Standard users can customise Scorecards. {% endhint %} *** ### View scorecard feedback All scorecards submitted for a candidate are shown in their `Scorecards` tab. If multiple team members submit feedback, JOIN displays: * Each individual scorecard, with the name of the reviewer * An aggregated average score per attribute across all scorecards This makes it easy to compare opinions and make collaborative hiring decisions. {% hint style="info" %} Only published scorecards appear in the candidate profile view. Drafts remain private to their creator until published. {% endhint %} *** ### Tips for using scorecards Using scorecards effectively can significantly improve the quality and fairness of your hiring decisions in JOIN. By aligning your team on consistent evaluation criteria and capturing structured feedback, scorecards help reduce bias and make candidate assessments more transparent. Here are some best practices to get the most out of scorecards in your hiring process: * Standardise templates for specific roles to improve consistency * Use the same criteria across candidates to enable fair comparisons * Encourage all interviewers to submit scorecards to gather diverse perspectives * Review scorecard summaries in the `Scorecards` tab to support hiring discussions *** ### FAQs
What is a scorecard? A scorecard is a tool used to evaluate candidates consistently based on predefined interview questions and attributes. It helps hiring teams structure feedback and make more objective hiring decisions.
Can I edit or delete someone else’s scorecard? Only the person who created the scorecard can edit or delete it. Other team members can view submitted scorecards but cannot make changes.
What happens if I change a scorecard template? Template changes will only apply to future scorecards. Existing ones will not be updated.
How do scorecards differ from assessments? Scorecards are internal tools for your team to evaluate candidates. Assessments are tests sent to candidates to evaluate specific skills. Read more
Can I customise scorecard templates? Yes, you can fully customise templates in the `Scorecards` section under `Settings`. You can create new templates, edit existing ones, or clone and delete templates as needed. Changes only affect future scorecards.
Can I change questions or attributes when submitting a scorecard? Yes, you can add, remove, or edit both questions and attributes while submitting a new scorecard or editing a draft. These changes do not affect the original template unless you choose to update it.
How are scorecard results displayed? Once scorecards are submitted, they appear in the candidate’s `Scorecards` tab. If multiple team members submit scorecards, JOIN shows a summary view with average attribute ratings and a list of all submitted evaluations.
Can I see scorecard results from other team members? Yes. All submitted scorecards are shown in the candidate profile’s `Scorecards` tab. You can view each one individually or see a summary view that shows average scores per attribute.
Can I print or export a scorecard? Currently, scorecards are designed for in-app use only. There is no direct print or export feature, but you can take a screenshot or copy content if needed.
What’s the benefit of using scorecards? Scorecards promote fairer, more structured hiring by aligning interviewers on what to evaluate. They reduce bias, improve team collaboration, and make candidate comparisons clearer.
# Assessments Learn how to use assessments to streamline your screening process and tailor evaluations to each role. Make faster, more confident hiring decisions by sending tests directly from candidate profiles. Candidate assessments allow you to evaluate specific skills, traits, or expertise by assigning structured tests. You can choose from pre-built options or create customised questions to match the role's requirements. These assessments are sent to candidates via email, and results are returned directly to their application view—making it easy to compare candidates and decide who to move forward. Assessments offer several advantages for hiring teams: * **Efficient screening**: Quickly filter for top candidates by automatically testing for skills, qualifications, or fit. * **Data-driven decisions**: Reduce bias by using standardised scores and structured evaluations. * **Improved hiring quality**: Better assess technical, cognitive, or behavioural traits to find stronger hires. * **Customisation**: Build assessments that reflect your team’s needs and the unique demands of each role. To use this feature effectively: * Use assessments early in the hiring process to save time on initial screening. * Combine assessment results with structured interviews and scorecards. * Be transparent with candidates about why you’re using tests and what they measure. * Tailor each test to the role, not just the company—context matters. *** ### Send an assessment {% stepper %} {% step %} **Open the candidate profile** You can access a candidate profile from several areas within JOIN: * From the `Jobs` tab: Click on an active job, then select the candidate you want to evaluate * From the `Talent pool` tab: Search or filter to find the candidate, then open their profile * From the `Applications` tab: Locate the relevant candidate in the list and click to open their profile * Using the search bar: Type the candidate's name and click to open their profile from the dropdown list {% endstep %} {% step %} **Go to the 'Assessments' tab** Once inside the candidate profile: 1. Click the `Assessments` sub-tab 2. Select `Send assessment` or click the `+` icon and choose `Assessment` {% endstep %} {% step %} **Choose and configure the assessment** 1. If the candidate has applied to multiple jobs, you will see a `Job` dropdown and must select the relevant job that the assessment should be assigned to. If the candidate has only applied to one job, the job will be auto-selected and the field will not appear. 2. Use the `Assessment` dropdown to select a previously created test. If you don't see a relevant test in the dropdown meny, click the `Configure` link to open the full test library in a new tab: to add a test. {% hint style="info" %} You will only see assessments here that have already been configured. If this is your first time using assessments or no tests have been added to your assessment library yet, the dropdown will appear empty. In that case, click the `Configure` link to open the full test library in a new tab: . From this library, you can either select existing tests and click `Use` to add them to your assessments, or create a new one from scratch. Once a test has been added to your assessments, it will appear in the dropdown menu back in the candidate profile view. {% endhint %} 3. Click `Send` to email the assessment to the candidate. The assessment email is sent automatically from JOIN. Candidates complete the test through the linked platform. {% endstep %} {% endstepper %} *** ### Creating assessments JOIN offers two ways to assess candidates: you can **choose a test from the library** or **create your own assessment**. Both options allow you to send structured, skill-based evaluations directly to candidates.
#### 1. Using the test library The `Tests` tab provides access to a large test library with 3000+ ready-made assessments across different categories. From here, you can see different cards and: * Browse different tests using the search bar * Filter by `Test type`, `Created by`, or `Language` * View the difficulty level (e.g. Beginner, Intermediate) * See the number of questions and estimated test duration * Click `Use` to select a test and add it as an `Assessment` This will make this test visible in * Use the `More options menu` (three dots) to `Preview` an assessment or to view `Details` {% hint style="info" %} Tests are available in multiple languages and skill levels, making it easy to tailor assessments to specific roles or candidate profiles. {% endhint %} The `Tests` tab provides access to a large test library with 3000+ ready-made assessments across different categories. #### 2. Creating an assessment or test There are two main ways to create assessments: #### **Option 1: Create a company test** Build a reusable, custom test from scratch with full control over questions, settings, and branding.. Use this option when you want to build a custom test with specific questions for your organisation. To create a company test: 1. Go to the `Tests` tab 2. Click the `Create company test` button 3. Complete the test setup across three steps: **Basic** * Enter a name for your test * Select a `Test type` (e.g. Aptitude, Personality, etc.) * Add the skills it will cover **Questions** * Choose from a wide variety of question formats: * **Choice**: Single select, Multiple select, Yes/No, Rating, Dropdown, Ranking * **Text**: Short/long answer, Fill in the blank, Number, Date, Identity * **Hands-on**: Coding, Typing, Practical, Chat AI * **Media**: File upload, Voice, Video, Voice AI, Video AI (Beta) * **Office apps**: Google Docs, Sheets, Slides, Microsoft Office files * You can also bulk upload questions to save time **Settings** * Choose how candidates will experience the test * Use pre-set flows (`Default`, `Fast track`) or go `Custom` * Configure visibility options (e.g. public link, verification code) * Enable/disable instructions, feedback, and summaries 4. Click `Save` to finalise the test. It will now appear in your `Tests` tab. #### Option 2: Create an assessment This is ideal for creating a full assessment flow by combining existing tests and setting specific configurations. To create an assessment: 1. Go to the `Assessments` tab 2. Click `Create assessment` 3. Follow the steps on the left-side menu: `Basic`, `Tests`, `Questions`, `Settings` **Basic** * Name your assessment * Choose a relevant job role or context (optional) **Tests** * Choose from JOIN’s test library or your company-created tests * Filter by: * `Test type` * `Language` * `Created by` * Click `Add` to include a test in your assessment **Questions** * Add optional custom questions to further tailor the assessment (same question formats as above) **Settings** * Select the assessment flow: `Default`, `Fast track`, or `Custom` * Toggle settings like: * Registration and access * Instructions and summaries * Feedback visibility * Completion message * Grading rules and proctoring options 4. Click `Save` to complete the setup. Your new assessment will appear in your `Assessments` tab, ready to assign to candidates. *** ### Managing assessments In the `Assessments` tab, you can view all assessments created by your team. For each assessment, you can: * See the number of candidates assigned * View the test duration and difficulty * Open the configuration panel * Use the `More options menu` to: * `Edit`, `Duplicate`, or `Preview` * `Archive` or `Delete` the assessment {% hint style="info" %} Once an assessment has been assigned to candidates, some settings may become locked to prevent inconsistencies. {% endhint %} You can also manage assessments from the candidate profile in the `Assessments` sub-tab under `Applications`, `Jobs`, or `Talent Pool`. JOIN separates assessments and custom company tests, giving you flexibility for both standardised and role-specific testing. *** ### Viewing results Once the candidate completes their assessment, their results will appear directly in the `Assessments` sub-tab within their application profile. From here, you can: * View individual scores and feedback * Compare results across candidates * Use the insights to support your next decision (e.g. `Move forward`, `Schedule interview`) *** ### FAQs
What are job assessments? Assessments are evaluations used by employers and recruiters to gauge a candidate's fit for a job. These job assessments evaluate various skills, personality, knowledge, and work style, helping hiring professionals to make more informed decisions. Assessments can be conducted at different stages of the hiring process and come in various formats, including tests, skills assessments, personality evaluations, and behavioural interviews.
Can I create my own custom assessments? Yes. When creating an assessment, you can choose from pre-made tests or add your own custom questions to match the specific skills, expertise or traits needed for a job.
How does the candidate receive the assessment? Candidates receive the assessment via email. The message is sent automatically through JOIN and includes a link for them to complete the test.
Where can I see the candidate’s assessment results? Assessment results appear in the Assessments sub-tab within the candidate’s profile. From there, you can view scores and any available feedback from your colleagues.
Can I resend an assessment if a candidate doesn't complete it? Currently, there is no dedicated ‘resend’ button, but you can create and send a new assessment manually. Remember to communicate with the candidate before doing so.
Can all users send assessments? Only users with the right company or job-level permissions can send assessments. Refer to your team’s role settings to see who can access this feature.
Will candidates see their scores? No. Assessment results are only visible to your hiring team within JOIN.
# Notes Learn how to use notes to collaborate with your team and keep track of feedback and internal comments on candidates throughout the hiring process. Notes allow you to leave internal comments on a candidate. Notes help you keep track of feedback, internal updates, and hiring discussions directly within a candidate’s profile. They support formatted text, threaded replies, mentions, and emoji reactions that help teams align quickly throughout the hiring process. {% hint style="success" %} Notes are only visible to your hiring team and are never shared with candidates. {% endhint %} You can use notes to: * Record feedback after interviews or assessments * Tag colleagues using :at: mentions for opinions or follow-ups * Leave yourself a reminder (e.g. "Send offer after final approval from Hiring Manager") * Share context from communication that happened outside JOIN * Start discussion threads on a note by replying to it * Signal sentiment on notes by other colleagues using emoji reactions {% hint style="info" %} Notes are tied to the candidate profile and will only be visible there, regardless of which jobs the candidate is linked to or if the job is archived. {% endhint %}
*** ### Adding notes You can add and view notes from multiple areas in JOIN: #### From the Candidate Profile * Go to any tab under `Jobs` or `Applications` * Click on a candidate's name to open their profile * Scroll to the `Notes` section at the end of the right-panel * Click into the input box to open the note editor, type your note, and click the :paper-plane-top: icon to `Save note`
#### From the 'applications' tab of a job * Go to `Jobs` > `Active` or `Archived` > Select a job > `Applications` * Find the candidate's entry in the pipeline view * Depending on the view setting of the pipeline: * Cards view: Click the :note-sticky: icon on the bottom of the candidate card * Table view: Select the candidate/s. Use the bottom toolbar and click the overflow menu :square-ellipsis: > `Add notes`
* Type your note in the pop-up window and click `Save` * Switch to the `Rejected` tab if needed and add notes to candidates in that view as well
#### From Screening Modal You can also add notes when reviewing candidates in the screening modal. * On the right-end of the screening modal, you will see the `Notes` section * Click on `Add a note` to open the note editor * Write your note and click the :paper-plane-top: icon to `Save note` before moving to the next candidate #### From Applications tabs * Go to `Applications` and navigate to the relevant sub-tab `Active`, `Hired` or `Rejected` * Select a candidate or multiple candidates using checkboxes * Use the bottom toolbar and click the overflow menu :square-ellipsis: > `Add notes`
*** ### Writing and formatting notes The note editor supports rich formatting to help you structure your feedback clearly. You can use: * Bold, Italic, Underline and Strikethrough * Numbered and Bulleted lists * Links * Emojis inserted into the text field * Paragraphs * Mentions
{% hint style="warning" %} Notes have a character limit of 2,500 characters, and emojis typed inside the editor count toward this limit. {% endhint %} *** ### Mentioning team members You can mention team members in a note to draw their attention to a candidate or request feedback. Mentions can be added in two ways: * Type @ followed by the person’s name * Or click the :at: icon in the bottom row of the note editor to open the list of available team members When the list appears, select the team member you want to mention. {% hint style="info" %} You can only mention colleagues who are part of your company account on JOIN and have access to the candidate via a job or the talent pool. {% endhint %} Team members are managed under `Settings` > `Team`. [Read more](/account-settings-and-billing/member-management) When you tag a colleague, they receive an email notification with a link to the candidate profile so they can review or respond to your note quickly.
{% hint style="danger" %} You cannot mention team members in bulk notes. Mentions are only available when writing a note on a single candidate’s profile or within an individual note thread. {% endhint %} *** ### Reacting to a note Reactions allow you to signal agreement, acknowledgement, or sentiment without writing a new comment. Each note shows an :face-smile-plus: icon beneath it, next to `Reply`.
#### Adding a reaction 1. Go to the note you want to react to 2. Click the :face-smile-plus: icon to add emoji under the note 3. The emoji picker will open. You can: * Scroll to browse available emojis, or * Use the search bar at the top to find a specific emoji 4. Click an emoji to add it as a reaction to the note You can repeat this process to add additional reactions. Each reaction you add appears below the note.
#### Adding a reaction that already exists If a reaction has already been added by you or someone else, you can simply click the existing emoji to add the same reaction. This increases the count displayed on that emoji. #### Viewing who reacted * Hover over any emoji reaction to see the list of team members who reacted with that emoji * If the list is long, JOIN will show the first 20 names and then “+X more” for additional users #### Limits on reactions * You can add only one reaction per emoji type * Each note can have only a limited number (up to 8) of unique emoji types. If that limit is reached, the :face-smile-plus: icon is grayed out and on hover you will see a tooltip that shows you *“Limit of unique reactions reached”* * Within an existing emoji type, any number of users can react #### Removing your reaction To remove your own reaction, click the emoji again. This removes your entry from the reaction count. You cannot remove reactions added by others. *** ### Replying to notes (note threads) Notes support threaded conversations, allowing you and your team to discuss a candidate in context. Threads help keep related messages grouped together so feedback and decisions remain easy to follow as the hiring process progresses. #### Note and its associated replies You can create a new note using the `Add a note` field. Any comments added using the `Reply` button under a note become *replies* to that note. A note and its linked replies together form a *note thread*. This keeps all discussion about the same topic grouped in one place. New notes always appear at the top of the `Notes` section. Each new note you add starts a new thread that is placed above all older note threads. Replies, however, follow a different order. A note reply is always added to the bottom of the existing thread, directly underneath the note and any earlier replies. They appear in chronological order, from oldest to newest. Each reply stays grouped under the note it relates to, so conversations remain clearly structured. This behaviour ensures: * Note threads are easy to read from top to bottom * The newest notes remain the most prominent in the `Notes` section * Discussions stay organised and easy for teams to follow #### Automatic mentions when replying When you click `Reply` on a note written by someone else, JOIN automatically adds a mention of that colleague in the reply editor. You can remove the mention before saving if you prefer not to notify them. If you reply to your own note, no automatic mention is added. #### Adding a reply To reply within an existing thread: 1. Hover under the note you want to respond to. 2. Click the `Reply` button beneath the note. 3. Type your message in the note editor. Use formatting tools or @mention colleagues if needed. 4. Click the :paper-plane-top: icon to `Save note` . Your reply becomes part of that note’s thread and appears at the top of the existing replies.
#### Starting a new thread If you want to write a new note that is not a reply, simply use the `Add a note…` field at the top of the Notes section. A new note will: * Appear above all existing notes and their threads, * Begin its own thread (even if it has no replies yet), and * Push older parent notes and threads downward. Each new original note forms a self-contained discussion and doesn’t affect other threads.
*** ### Private and public notes This section explains how to manage the visibility of a note by setting it to public or private. You can keep sensitive discussions restricted while maintaining transparency for general feedback. With private and public notes, you can: * Make notes private when discussing salary, internal decisions, or confidential feedback * Keep most notes public so all team members stay aligned * Manage the visibility of a note at any time, even after publishing * Add or remove team members from private note threads as needed Each note thread can be set to one of two visibility levels: * **Public Note**: Visible to all team members who have access to the candidate * **Private Note**: Visible only to: * The author of the note * Team members mentioned in the note thread (via @mentions) * System admins (who always have access to all notes) * Team members explicitly added to the note thread {% hint style="info" %} Private note threads are marked with a lock icon :lock: so it's clear that access is restricted. {% endhint %} #### Setting note visibility You can control whether a note thread is public or private when creating a note, or change its visibility later from the candidate profile. **When writing a new note** 1. Open the note editor from the candidate profile, pipeline view, or screening modal. 2. Type your note in the `Add a note…` field. 3. You can: 1. Leave the lock icon inactive :unlock: to keep the note public. 2. Click the lock icon :lock: in the editor toolbar to make the note private. 4. Click the :paper-plane-top: icon to `Save note` .
If you publish a note without locking it, the note thread is public and visible to all team members who have access to the candidate. {% hint style="danger" %} When you lock a note before sending, it becomes a private note thread. Any team members mentioned will have access. All replies will stay private. {% endhint %} **Changing visibility of an existing note thread** Use the overflow menu :square-ellipsis: on the first note in the note thread (the note the replies belong to). The menu shows different options depending on the current visibility. 1. In the candidate profile, find the note thread you want to update. 2. On the first note in the thread, click the overflow menu :square-ellipsis:. 3. Select `Make private` or `Make public`. As soon as you click: * `Make private`, the note thread becomes private. * `Make public`, the note thread becomes public. {% hint style="warning" %} Only the note author and system admins can change the visibility of an existing note thread. {% endhint %}
#### Managing access to private note threads {% hint style="info" %} System admins always have access to all notes, even if they are not explicitly added to a private note thread. {% endhint %} You can update who can view a published private note thread at any time. 1. Click the lock icon :lock: on the published private note. 2. The `Note visibility` modal opens. 3. Add or remove team members in the `Who can view` list. Changes take effect immediately. You can only add team members who: * Are part of your company account * Already have access to the candidate (via a job assignment or the talent pool) {% hint style="info" %} If you’re a System Admin or a note author, mentioning :at: a team member in a note or reply, automatically grants them access to your private note. However, if you’re a Standard or Limited user (and not the author), you cannot mention a team member who doesn't have access to the note—their name will appear grayed out. {% endhint %}
#### Replies and visibility Visibility applies to the entire note thread, not individual replies. * All replies inherit the visibility of the parent note * You cannot set different visibility for individual replies within a thread * If a note thread is private, all replies remain private * If you make a note thread public, all existing replies become public too As a system admin or note thread author, you can loop in additional participants by mentioning them in your reply note. #### Who can manage the visibility of a note * Note thread authors can manage the visibility of their notes at any time via the [visibility modal](#managing-access-to-private-note-threads) * System admins can manage the visibility of any note thread via the visibility modal * Standard and Limited users can *only* manage the visibility of notes they created. *** ### Editing or deleting notes To edit or delete: 1. Open the candidate profile. 2. Find your note. 3. Click `Edit` or `Delete`.
#### Editing a note Only the person who created a note can edit it.\ You can update the content of your own note at any time. Replies cannot be edited by anyone other than the person who wrote them. #### Deleting a note Deletion rules work differently: * System Admins can delete *any* note. * Standard and Limited users can delete *only the notes they created*. #### Deleting a note with replies If you delete a note that has replies, the entire note thread is deleted. This includes: * The original note * All replies connected to it * All reactions under that note or its replies A confirmation step appears before deletion to prevent accidental loss of threaded discussions. *** ### Viewing and access permissions Access depends on your company role and job assignment. * **System admins**\ Can view and add notes on any candidate across all jobs. * **Standard and limited users**\ Can view and add notes only for candidates in jobs they are assigned to. To access notes, standard and limited users must: * Be assigned to the job * View the candidate via `Jobs` or `Applications` This ensures sensitive information remains visible only to relevant team members. {% hint style="info" %} [Note visibility settings](#setting-note-visibility) can further restrict access to individual note threads, even if a user normally has access to the candidate. {% endhint %} *** ### FAQs
Can candidates see the notes I write? No, notes are only visible to your hiring team within JOIN.
Can I add notes to multiple candidates at once? Yes, you can add bulk notes from: * The `Applications` tabs * The pipeline (Cards or Table view) However, bulk notes have limitations: * You cannot @mention team members in bulk notes
Will the colleague(s) I mention in the note get notified? Yes. When you mention a cYes. When you mention a colleague in a note or reply, they receive an email notification with a link to the candidate profile—provided they have access to that candidate. Mentions are available only: * In single-candidate notes * In replies (threaded notes) They are not supported in bulk notes.
Can I edit or delete a note after saving it? * **Only the original author** of a note can edit it. * **System Admins** can delete *any* note. * You cannot edit or delete someone else’s note unless you are a System Admin. * Replies cannot be edited by anyone except their author. * You may remove your own emoji reactions at any time.
Who can see and add notes on a candidate? This depends on your account role and job assignment: * **System Admins:**\ Can view and add notes on *all* candidates across *all* jobs. * **Standard & Limited Users:**\ Can only view and add notes for candidates in jobs they are assigned to.\ They must access the candidate via Jobs or Applications. This ensures sensitive information is restricted to relevant team members.
Are notes visible if the job is archived? Yes. Notes remain visible and editable on candidate profiles, even after the job has been archived.
Can I react on a note with any emoji I want? Yes—you can choose from the full emoji picker.\ If the note already has 8 unique emoji reactions, the Add Emoji button ( :face-smile-plus: icon) becomes disabled.
Can I collapse or hide note threads? No. Collapsing threads is not supported.\ All replies remain visible to keep the conversation transparent and easier for teams to follow.
When can I use notes? You can add notes at any time, regardless of the job status. Even if a job is archived and other candidate management features (such as phase changes or messaging) are disabled, the candidate profile and Notes section remain accessible. This makes it easy to store final evaluations or internal remarks on a candidate post-hiring process.
How do I check who can see a private note thread? The easiest way to check access is via the lock icon :lock: on the first note in the thread. * If you are the note author or a system admin: * Click the lock icon next to the note. * The `Note visibility` modal opens, where you can view and manage access. * If you are not the note author or a system admin, but you do have access to a note thread: * Click the lock icon :lock: next to the note. * You will see a read-only view showing who has access to the note thread. This is how you can easily determine who has access to a private discussion, even if you can't modify its visibility settings.
What happens when I delete a mention inside a private note? Mentioning a team member in a private note can give them access to the note thread. Removing a mention from the note text does not remove their access. Access is managed at the note thread level. This applies even if: * You edit the note and remove the mention from the note text, or * You delete the note that originally contained the mention To remove someone’s access to a private note thread: 1. Go to the first note in the note thread. 2. Click the lock icon:lock: next to the note to open the `Note visibility` modal. 3. Remove the team member from the list. Only the note author and System Admins can manage access in the note visibility modal. This ensures that access changes are deliberate and clearly controlled.
Can I make individual replies private within a public note thread? No. Visibility is applied to the entire note thread. You cannot set different note visibility rules for individual replies. If you need part of a discussion to be private, create a new private note thread instead.
# Tags Tags help you organise and filter candidates during the hiring process. This article explains how to add, remove, and manage tags across JOIN. Tags are labels you can assign to candidates to help you stay organised. You can use them to categorise candidates by status, fit, or any criteria relevant to your hiring process, for example `Great fit`, `Needs follow-up`, or `Pipeline review`. Tags are visible to all users in your account and can be used to filter candidates in your application list and Talent Pool. *** ### Adding tags You can add tags from several places in JOIN. #### From the application list 1. Open the `Applications` tab and select the `Active` sub-tab. 2. To add a tag to a single candidate, click the tag icon in the `Tags` column next to the candidate. 3. Select an existing tag or type a new one to create it. To add tags to multiple candidates at once: 1. Select candidates using the checkboxes. 2. Click the `...` overflow menu in the action bar at the bottom. 3. Select `Add tags`. #### From a job’s application view 1. Open a job in the `Jobs` tab. 2. Go to the `Applications` tab. 3. Hover over the candidate card and click `...` → `Add tag`. To bulk add tags: 1. Select multiple candidates using the checkboxes. 2. Click `Add tags` in the action bar at the bottom. #### From the candidate profile 1. Open a candidate profile. 2. In the detail sidebar, find the `Tags` section. 3. Click `Add tags...`. 4. Select an existing tag or type a new label. 5. Click `Create "[tag name]"`. {% hint style="info" %} Tags created by one team member become available to everyone in the account. {% endhint %} *** ### Viewing and managing tags #### From the application list or Talent Pool 1. Click the tag icon in the `Tags` column. 2. The tag modal will open and display all assigned tags. 3. Click the `x` next to a tag to remove it. #### From the candidate profile 1. Open the candidate profile. 2. In the detail sidebar, go to the `Tags` section. 3. Click the tag icon to open the tag modal. 4. Add or remove tags as needed. *** ### Removing a tag To remove a tag from a candidate: 1. Open the tag modal or candidate profile. 2. Click the `x` next to the relevant tag. Once a tag has been removed from all candidates, it will automatically disappear from your tag list. {% hint style="info" %} If a tag is still visible after removal, it is likely still assigned to another candidate or application. {% endhint %} *** ### Tips for using tags * Use `Application tags` in the filter bar of your application list or `Talent Pool` to quickly find candidates with a specific label. * Create consistent naming conventions across your team so filters remain useful. For example, use `Strong fit` consistently instead of multiple variations. * Tags are shared across your account, so all team members can use existing tags. *** ### FAQ
Why is a tag still showing after I removed it? A tag only disappears from your tag list once it has been removed from all candidates and applications. Use the tag filter to find any remaining candidates where the tag is still assigned. If a tag remains visible after you remove it, follow these steps: 1. Filter your applications using the relevant Application Tag. 2. Open each candidate profile where the tag still appears. 3. Remove the tag directly from the profile. If you are still unable to remove a tag as expected, contact our [Support team](mailto:contact@join.com) and include: * The tag name * An example candidate or application where the tag cannot be removed * A screenshot, if possible
# Candidates overview & filters Whether you're managing one candidate or hundreds, learn to find, sort, and view your candidates efficiently using filters, search and view settings. ### Candidates overview In JOIN, all your candidates are grouped into three sub-tabs under the `Candidates` tab: * `Active`: Candidates with at least one application currently in the `Screening`, `Qualified`, or `Offer` hiring state * `Hired`: Candidates who have been marked as hired for at least one application * `All`: Every candidate in your account, including active, rejected, and hired applications, as well as candidates in your Talent Pool You can view and manage your candidates from the `Candidates` tab in the sidebar menu. Each view gives you access to search tools, filters, sorting, and customisable column options. {% hint style="info" %} If a candidate has applied to more than one job, they appear as a single row listing all of their applications, rather than as separate rows. This makes it easier to see everything a candidate has applied for without searching for them multiple times. {% endhint %} *** ### Candidates table Each candidate is listed in a structured table with sortable columns — ideal for reviewing candidates and progressing them through your pipeline. Here's a breakdown of what you'll see in the candidates table:
ColumnDescription
NameDisplays the candidate's name and profile image. Click the name to open the candidate's profile. Use checkboxes to select one or multiple candidates for bulk actions.
Applied forThe job title(s) associated with the candidate. If a candidate has applied to multiple jobs, they're all listed in this cell.
StageDisplays the current pipeline stage for each of the candidate's applications. You can update it using the dropdown menu, where your permissions allow.
DocumentsShows the candidate's CV and any other uploaded documents. Click to preview or download.
LinksShows professional links the candidate has added, such as LinkedIn, Xing, GitHub, a portfolio, or a personal website.
EmailThe candidate's email address.
Phone NumberThe candidate's phone number, if provided.
Last Applied OnThe date of the candidate's most recent application.
Candidate created onThe date the candidate's profile was created in JOIN.
Country of ResidenceShows the candidate's country if they entered it in the application form.
Candidate SourceWhere the candidate came from (e.g. Manually imported, Talent Pool, Chrome Extension, or Spontaneous application).
GDPR statusIndicates whether consent has been requested or given. If candidates are added manually or via the Chrome extension, JOIN sends a consent request automatically.
TagsTags assigned to the candidate. Click a tag icon :tag: to view or add more.
{% hint style="info" %} You can hover over a row to reveal a `...` icon on the right, which opens `Add note` and `Add tag`. {% endhint %} To reject a candidate, select them using the checkbox and use `Reject` button from the bottom toolbar. #### Additional table features * Use the pagination controls at the bottom of the table to view 10, 25, 50, or 100 entries per page. * You can scroll the candidates table horizontally to view more columns or vertically to view more rows. * The `Name` column is fixed and always visible when scrolling. *** ### Candidate search You can quickly locate specific candidates in two main ways: #### 1. Global search Use the search bar at the top of the main menu to search for a candidate's name from anywhere. Alternatively, press `Cmd + K` (Mac) or `Ctrl + K` (Windows) to open the search. #### 2. Table search On the `Candidates` page, use the search icon on the top-right of the table to look up a candidate directly within the current view. *** ### Using filters Use filters to narrow down your list of candidates based on specific details. Click the `Filters` button to open the full list of available filters. You can apply one or multiple filters at the same time. Click anywhere on the screen to close the dropdown. To the right of the `Filters` button, you'll see a quick access filter: * `Job`: Filters candidates by job title #### Available filters Click the `Filters` button to view all standard filters. You can apply multiple filters at once. Available options include: * `Candidate source`: Filter by where the candidate came from, such as `Imported`, `Talent Pool`, `JOIN Chrome Extension`, or `Spontaneous application`. * `Country of residence`: Filter candidates by their country of residence. * `Tags`: Filter by tags added to the candidate. * `GDPR status`: Filter by whether consent has been requested or given. * `Created on`: Filter by the date a candidate profile was created. * `Last applied on`: Filter by the date a candidate last applied. * `Hiring State`: Filter by fixed application state: `Active`, `Offer`, `Hired`, or `Rejected`. * `Job`: Filter by all jobs the user has access to. * `Job Status`: Filter by status, including `Online`, `Offline`, and `Archived`. {% hint style="info" %} Each time you select a filter, the table updates automatically. Filter buttons turn blue once applied and show how many options are selected. {% endhint %} #### Resetting filters There are multiple ways to reset filters: * Click on an applied filter to open a dropdown and then click `Reset filter` to remove just that filter. * Open the `Filters` menu and click `Reset all filters` at the bottom to remove all applied filters. * If you apply certain filter(s) that has no results, you'll see a "No exact matches" message and a `Clear filters` button to quickly start over. {% hint style="info" %} The `Filters` button turns blue when filters are active and grey when cleared. {% endhint %} *** ### Customising table view You can personalise your candidates table by adjusting visible columns and sorting options. 1. Click the settings icon :gear: (top-right of the table). 2. Under `Visible data`, toggle on or off the fields you want to display Available columns include: * `Applied for` * `Stage` * `Country of Residence` * `Documents` * `Professional Links` * `Last Applied On` * `Email` * `Phone Number` * `Candidate Source` * `Tags` * `Candidate created on` * `GDPR Status` 3. Toggle on/off the columns you want to see. The `Name` column is fixed and cannot be hidden. 4. Reorder columns by dragging the six-dot handle :grip-dots-vertical: next to each visible column. 5. You can also sort candidates by different fields under `Sort by`. Choose how you'd like to order your table: * `Name`: `A to Z` / `Z to A` * `Last Applied On`: `New to old` / `Old to new` {% hint style="success" %} Customising your view allows you to reduce visual clutter and focus on the most relevant candidate information. {% endhint %} *** ### Managing candidates JOIN offers multiple ways to take action on candidates directly from the table view. * **Update pipeline stage**: Use the dropdown in the `Stages` column to move a candidate's application through your pipeline. * **Add or edit tags**: You can add new tags using `+ Add tag` button or hover over a row and click the `...` icon that appears on the right-end to open `Add note` and `Add tag`. * **Take bulk actions**: Use the checkboxes to select one or multiple candidates and take actions from the bottom toolbar. Options include: `Add tags`, `Reject`, `Export`, `Delete candidates`. {% hint style="info" %} When you reject a candidate with multiple applications from this table, all of their active applications are rejected. Any application already in the `Hired` stage is left untouched. If you only want to reject a single application, do it from that job's pipeline or from the candidate's profile instead. {% endhint %} {% hint style="danger" %} Deleting a candidate is permanent. It removes the candidate's profile and all of their associated applications, emails, scorecards, and documents, and it cannot be undone. Use `Delete candidates` from the bulk toolbar, or the `... More` menu on a candidate's profile. {% endhint %} # Candidate Messaging Email candidates from JOIN’s built‑in Mailbox. Send, receive, schedule and track replies in one thread, with relayed copies to your external email. Keep communication centralised and private. Messaging in JOIN allows you to communicate with candidates directly through email. JOIN provides an inbuilt `Mailbox` where you can send and receive emails just like in your regular email client (e.g. Gmail or Outlook). All candidate conversations are stored and organised within JOIN, and replies are also relayed to your external mailbox so you can stay up to date. This keeps all hiring communication centralised while letting you use familiar email tools. The email messaging feature is ideal for all day-to-day communication with the candidates during the hiring process. Here are a few good use cases: * Send an interview invite or rescheduling update * Share details about the role or hiring timeline * Request additional documents or availability * Sending the offer letter {% hint style="info" %} JOIN is not designed for sending bulk marketing or transactional emails like newsletters, job alerts, or system notifications. All messages are sent directly through JOIN’s system and no additional setup is required. {% endhint %} *** ### Viewing emails You can view and manage messages in two places: 1. `Mailbox` → Use `Inbox`, `Sent`, or `Scheduled` tabs to manage all conversations 2. Candidate profile → Open the `Emails` tab to see one candidate’s history Click a thread to open the full conversation with attachments. JOIN groups replies and forwards into a single thread for context. You will not receive separate alerts/notifications when a candidate replies to your message. Instead, you’ll see a red dot on the `Mailbox` tab and a blue dot next to threads in your `Inbox`. These visual indicators help you spot new messages as soon as you login. You can also: * Filter your Inbox by switching to the `Unread` tab to view unopened messages * Click the refresh icon :arrows-rotate-reverse: at the top of your Mailbox to load the latest replies manually {% hint style="info" %} Tip: Make sure to check your [Mailbox](https://join.com/mailbox/inbox) regularly to stay on top of all messages. {% endhint %} *** ### Your sender email address When sending an email, JOIN provides different sender address options. #### 1. Sending from your JOIN recruiter address By default, candidates see your JOIN recruiter address instead of your personal work email in the `From` field. The format is: `firstName.lastName@companyName.msg.join.com` > Example: If you send an email from `julia.schmidt@acme.com`, candidates will see it as coming from `julia.schmidt@acme.msg.join.com`. This keeps your personal work email private and ensures all replies stay within JOIN, keeping your conversations organised and secure. #### 2. Sending from a no-reply address You can also choose to send an email from: `no-reply@msg.join.com` This option is useful for automated or one-way messages (e.g. rejections) and signals to candidates that no response is expected. {% hint style="info" %} Regardless of which sender you choose, candidates will only see a JOIN address — never your personal work email. {% endhint %} *** ### Composing and sending emails #### From Inbox 1. Go to `Mailbox` → `Inbox`. 2. Click the blue `Compose` icon > This opens a new email window on the right side of your screen. 3. In `To`, start typing a candidate’s name or email. A dropdown will appear with matching candidates from your database — select the correct one. 4. (Optional) Add `Cc`/`Bcc` to add additional recipients. {% hint style="info" %} For security, you can only add team members who are already part of your JOIN workspace. {% endhint %} 5. Add a subject and write your message. * Use the formatting toolbar to format your message or add links * Click the paperclip icon :paperclip: at the bottom to attach files * Click the template icon (next to the attachment icon) to insert a saved email template 6. Click the template icon to insert a saved template. 7. You can also set visibility while composing an email: * Click the `Make private` :unlock: icon at the bottom of the composer if the message should remain visible only to you, the recipients, and System Admins * Click the `Make public` :lock: icon at the bottom of the composer if you want to keep the email public 8. Click `Send`. #### From a candidate profile 1. Open the candidate profile. 2. Either click `Compose email` in the left detail sidebar, or open the `Emails` tab and click `Compose email`. 3. The candidate’s address is pre-filled. Add `Cc`/`Bcc` (team members only), subject, and your message. 4. Use the toolbar to format, add links, attach files (max 8.5 MB), or insert a template. 5. You can also set visibility while composing an email: * Click the `Make private` :unlock: icon at the bottom of the composer if the message should remain visible only to you, the recipients, and System Admins * Click the `Make public` :lock: icon at the bottom of the composer if you want to keep the email public 6. Click `Send`. {% hint style="info" %} All emails sent from JOIN are saved to the candidate’s profile and are visible to the users who have access to the particular candidate. {% endhint %} *** ### Email formatting
When writing an email in JOIN, you can use the formatting toolbar to structure and style your message for clarity and impact. Here’s a breakdown of the available options: * Text styles: Choose between normal text and different heading or list styles to structure your message. → When you click `Text`, you’ll see these options: *Text, Heading 1, Heading 2, Heading 3, Bulleted list, Numbered list, and Quote* * Bold **`B`**: Highlight important words or phrases by making them bold * Italic *`I`*: Use italics to emphasise text or indicate titles * Underline `U`: Underline specific words for added emphasis * Strikethrough ~~`S`~~: Cross out words that are no longer relevant or to show edits * Highlight :highlighter:: Add a background colour to selected text to draw attention * Alignment :align-left:: Align your text to the left, centre, or right * Insert link: Add a clickable hyperlink to your text * Insert placeholder or variable {...}: Insert dynamic variables like candidate name, sender name, job title, company name etc. (particularly useful in templates or mass messages) * Attachments: Add via the paperclip at the bottom of the composer * Supported: .pdf, .doc, .docx, .rtf, .txt, .jpg, .png * Maximum size: 8.5 MB * Remove by hovering the file name and clicking :xmark: {% hint style="success" %} Tip: If you're sending multiple documents, you can attach them all before clicking `Send`. {% endhint %} *** ### Schedule emails Control exactly *when* your emails go out — whether you're sending a rejection, follow-up, or interview email. With this feature, you can schedule candidate emails to be sent at a time that works best for you (and your candidates). Scheduling your emails helps you: * Reach candidates during working hours — even across time zones * Queue outreach or rejections outside business hours, without sending immediately * Keep your communications structured and timely **To schedule an email** 1. Go to the `Inbox` or click `Compose email` from a candidate profile 2. Write your message 3. Click the arrow :chevron-up: next to the `Send` button
3. Choose a preset time (`In 3 hours`, `Tomorrow morning (9:00)`, `Next Monday morning`) or `Custom date & time` 4. Click `Schedule` — and your message will be scheduled to go out at the selected time
{% hint style="info" %} Only one scheduled message can exist per candidate thread. To schedule another, cancel or send the existing one first. Once sent, the email appears in the `Sent` tab. {% endhint %} #### Manage scheduled emails 1. All scheduled messages appear under `Mailbox` → `Scheduled`. Here, you can: * View all emails set to go out * Cancel the sending of the scheduled email * Edit the scheduled email * Send the scheduled email immediately
2. You can also manage a scheduled message from: * the Candidate Profile * the email thread itself in the `Mailbox` tab In the message view, you'll see: * A grey banner showing the scheduled time * Options to `Send now`, `Edit`, or `Delete`
{% hint style="info" %} Only users with Admin roles can change the send time of a scheduled message. {% endhint %} *** ### **Private Emails** You can control who within your organisation can view specific email threads. This makes it easier to keep sensitive topics — such as compensation discussions or internal coordination — private, while keeping general communication visible to your hiring team. Each email thread can be either: * **Private:** Only the sender, recipients (including CC’d team members), and `System Admins` can view it. Other users won’t see it in their `Inbox`, `Sent`, or the candidate’s `Emails` tab. * **Public:** Visible to all team members who have access to the candidate’s profile. {% hint style="info" %} System Admins can view all conversations, regardless of visibility status. {% endhint %} **Making an email private when composing** When writing a new email, you can choose whether to make it private before sending: 1. In the email composer, click the :unlock: icon to lock the conversation and make it private. 2. The :lock: icon becomes highlighted to indicate that the message will be sent as a private conversation. 3. To switch the email back to public, click the :lock: icon. 4. Click `Send` when ready. Once sent, the conversation will show a `Private` badge, and only participants and System Admins can view it. **Changing visibility for existing email threads** If you’re the original sender or a System Admin, you can switch an existing conversation between private and public. To change the access to an email thread: 1. Open the thread in `Mailbox` or in the candidate’s `Emails` tab. 2. Click the menu :ellipsis-vertical: icon (top right of the thread view) to open a dropdown menu. 3. Choose either: * `Make private` to restrict access * `Make public` to share with your team 4. A confirmation banner will appear to indicate the updated status. When a thread is private, a :lock: icon appears next to the timestamp or subject line to indicate that it is a `Private conversation`. **Viewing who has access to a private email** For private conversations, click the :lock: `Private` icon to open the a modal that will show a list of all the conversation members. You’ll see all participants who can access the thread — including System Admins. From here, you can switch the conversation back to public using the `Make public` button. {% hint style="warning" %} Only the author of the email thread or a System Admin can change a conversation’s access to private or public. Other team members who aren’t part of the private conversation won’t see this option to change. {% endhint %} *** ### Email messaging for candidates All communication now happens via regular email — just like any standard email exchange. Here’s the process: 1. You send an email from JOIN → it arrives in the candidate’s personal email inbox 2. The candidate replies from their own email client (e.g. Gmail, Outlook) 3. Their reply is automatically added to the same email thread in JOIN 4. You can see the full conversation in your `Inbox` or under `Emails` tab in the candidate’s profile Candidates no longer use JOIN’s in-app messaging. All communication now happens via regular email — just like any standard email exchange. Private and public emails behave the same for candidates as they always receive messages in their personal inbox. Email visibility settings only affect who in your company can view the conversation inside JOIN. {% hint style="warning" %} Candidates can no longer use JOIN’s in-app messaging. This feature has been deprecated. {% endhint %} *** ### Relayed emails and reply syncing JOIN shows you all candidate replies directly in your JOIN `Mailbox`. At the same time, JOIN also sends you a copy of that same conversation to your attached work email (for example, Gmail or Outlook address that you used to sign up on JOIN). This way, you are always informed, whether you log into JOIN or just check your normal email. Here’s what this means in practice: * When a candidate replies, JOIN saves the reply inside the conversation thread in your JOIN `Mailbox`. * JOIN also forwards (copies) the same reply to your work email so you can read it there. **You then have two options for replying:** **Option 1: Reply inside JOIN**\ Open the conversation in your JOIN `Mailbox` and click `Reply`. This is the easiest way, and JOIN automatically keeps everything organised. **Option 2: Reply from your linked work email**\ Open the copied message in your work email (e.g. Outlook or Gmail). If you click `Reply` directly on that copied message, JOIN will record your answer and add it to the candidate’s thread in JOIN. Both the JOIN `Mailbox` and your external email will stay in sync. > Example > > You sent an offer letter via email to a candidate. The candidate replies to your email to accept. You now see emails in both your JOIN `Mailbox` and your linked email account > > Now you want to request some documents. You can either: > > * Reply inside JOIN on the same offer letter thread, OR > * Reply in your external mailbox by clicking `Reply` on the same copied thread you received there. > > Both replies will be synced to JOIN. **When email syncing will fail** If you start a new email in your email client instead of replying on the same thread, JOIN cannot connect it to the existing conversation. > Example: You create a brand‑new email in Outlook, type “Requesting new documents” as the subject, and send it to the candidate’s email address. JOIN cannot link this new message to the ongoing thread, so it will not appear in JOIN. On the candidate side, the same rule applies: * If the candidate replies directly to your message, everything stays synced. * If instead they start a new message, type in your JOIN recruiter address, eg: `julia.schmidt@acme.msg.join.com`, and send it as a separate email, that message will not be linked to their application in JOIN. **Best practices** * Always reply to existing messages — whether in JOIN or from the copied message in your email client. * Do not create new threads in your external mailbox. * Remind candidates to reply to your emails rather than composing new ones. By keeping conversations in the same thread, JOIN can reliably sync everything and give you a complete record of communication in the candidate’s profile. {% hint style="warning" %} To ensure replies remain synced, always respond directly to the relayed message or reply from within JOIN. Ask candidates not to compose a new email to your JOIN address from their personal mailbox, as this could cause discrepancies in your JOIN account. {% endhint %} *** ### FAQs
Do candidates need to log into their JOIN account to read or reply to emails? No. Candidates receive your messages in their usual email inbox and reply from there. Their responses sync automatically with JOIN.
Will I be notified when a candidate replies? No, JOIN does not send separate alerts. You’ll see new replies marked with a red dot in the `Mailbox` and unread messages marked with blue dots in your `Inbox`.
What happens if I reply from my external email account? Replies will sync to JOIN only if you respond directly to the relayed candidate message. Threads that are newly composed from your external email client will not appear in JOIN.
# Email Templates Create and manage templates for candidate communication. Insert them in one‑on‑one, bulk, or automated messages. Use placeholders, languages, and defaults to keep communication consistent. Email templates in JOIN are pre-written messages you can prepare once and reuse whenever you need them. They make it easier to send consistent, professional communication to candidates and save you from typing the same messages repeatedly. For example, you can create templates for application confirmations, interview invitations, rejections, or offer letters. This ensures your hiring team maintains a consistent tone, reduces errors, and speeds up the process. With JOIN, you can create, edit, and manage email templates, then use them across the platform for one‑on‑one or automated communication. Templates help you save time, streamline workflows, keep your candidate communication clear, and stay aligned with your company’s brand voice. *** ### Using email templates Templates can be used across JOIN in various scenarios: * Sending individual emails from a candidate’s[^1] profile or from `Mailbox` * Replying, forwarding, or replying all to existing email threads * Sending bulk messages (e.g. mass rejections) * Sending automated system emails (e.g. application confirmations, rejections) {% hint style="info" %} Templates are fully editable when inserted into one‑to‑one emails. For bulk rejections, auto‑reject emails, and application confirmations, templates must be used as‑is. Update them in `Settings` → `Email Templates` beforehand. {% endhint %} *** ### Creating email templates You can create templates for different communication types, including application confirmations, rejections, or general updates. Templates can be created in more than one language. {% hint style="warning" %} `System Admins` and `Standard` users can create, edit, duplicate, delete, and set templates as default. `Limited` users can only view and insert existing templates when composing emails. [Read more](/account-settings-and-billing/member-management) {% endhint %} {% embed url="" %} **Creating a new template** 1. Go to `Settings` in the left navigation menu 2. Click on `Email Templates` 3. Click `+Add template` on the top-right 4. Fill in the required fields: * `Name`: an internal name to help you and your team identify the template * `Email type`: choose from Application Confirmation, Rejection, Consent Request, Assessment Invitation, Spontaneous Application confirmation, or General * `From`: choose between your [JOIN recruiter address](#user-content-fn-2)[^2] and your [company no-reply address](#user-content-fn-3)[^3] * `Language`: choose the language version you're adding
* `Subject`: the subject line of this email template * `Body`: the content of the message 5. (Optional) Select the checkbox `Use template by default for this type of email` 6. Click `Save` {% hint style="info" %} You can add multiple language versions to a single template. Both the subject and body fields are required for each added language. The `Save changes` button will remain disabled if either field is empty. {% endhint %} {% hint style="warning" %} You can’t remove a language version once it’s been added to a template. However, you can still update the subject and body text for that language at any time. {% endhint %}
{% hint style="warning" %} For some email types, such as Application confirmations or Rejection confirmations, where no response from the candidate is expected, the `From` field is automatically set to your company’s no-reply address. In these cases, the sender address is fixed and cannot be changed. {% endhint %}
{% hint style="info" %} When creating or editing interview scheduling templates, make sure to include the required placeholders for that template type (for example, booking links or interview details). These placeholders ensure the email contains all necessary interview information. You can use the placeholders menu in the editor to insert supported interview fields. {% endhint %} *** ### Edit a template 1. Go to `Settings` > `Email Templates`. 2. Select the template you want to make changes to. 3. Update subject, body, or add new language versions. 4. Click `Save changes`. {% hint style="warning" %} You can’t change the template’s email type once it’s created. If you need a different type, we recommend duplicating the template and selecting a new type. {% endhint %} *** ### Duplicate a template Duplicating is useful when creating variations of a base message—for example, different types of rejection messages or separate confirmations for different departments in your company. 1. Go to `Settings` > `Email Templates`. 2. Open the template you want to copy. 3. Click the duplicate icon :copy: at the bottom of the template window. This will immediate duplicate and open the template window of the copied version. 4. In the duplicated template, rename it or adjust the content as needed. 5. Click `Save changes` to create the template or press `Cancel` to cancel creating the template.
*** ### Delete a template 1. Go to `Settings` > `Email Templates`. 2. Open the template you want to remove. 3. Click the delete icon :trash-can: at the bottom of the template window, then click `Delete` in the window the pops-up to confirm deletion. {% hint style="warning" %} Templates set as 'default' can’t be deleted. To delete a template that is currently set as the default, first assign a different template as the default. {% endhint %} If you delete a template that’s currently used in an active job, JOIN will automatically replace it with the default template for that email type. *** ### Using placeholders Placeholders are dynamic variables that automatically personalise parts of your emails—for example, by inserting the candidate’s name, the job title, or your company name. You can add placeholders to both the subject line and body of your email template. **To add a placeholder:** 1. In the template editor, place your cursor where you want to insert the variable 2. Click the {...} icon in the formatting toolbar or type `{` 3. This will open the menu with the available variables you can insert in that email. Choose the placeholder you want to insert. Some common placeholders include: Candidate details, Sender details, Company name etc.
{% hint style="warning" %} If you insert an invalid placeholder or one that isn’t available for the selected email type, you’ll see an error message when saving. {% endhint %} *** ### Default email templates JOIN provides a set of prebuilt default templates to cover the most common communication scenarios during your hiring process. {% hint style="info" %} The default templates are ready-to-use, but you can edit them to match your tone or create completely new ones and set those as default instead. {% endhint %} The available default templates types include: * **Application Confirmation**: sent automatically when a candidate applies to your online job. * **Assessment Invitation**: sent automatically when you invite a candidate to complete a test or [assessment](/candidates-and-applications/assessments) from JOIN during the hiring process. * **Consent Request**: sent automatically when you [request consent](/legal-and-data-privacy/candidate-consent) to process a candidate’s data. * **General**: for templates that are not tied to an automated trigger. These can be used for any custom communication in your hiring process, such as sending a job offer, or sharing additional role details with a candidate. * **Interview Invitation**: sent when an [interview is scheduled](/candidates-and-applications/interview-scheduling#schedule-interviews) or when a candidate is invited to book a time. This template must include a booking link placeholder[^4], so candidates can schedule their interview. * **Interview Confirmation**: sent after the candidate successfully books an interview slot. This template must include the interview details placeholder, which inserts the confirmed date, time, and location. * **Interview Cancellation**: sent when an interview is cancelled. This template must include the interview details placeholder, so candidates can clearly see which interview was cancelled. * **Rejection Confirmation**: sent when a candidate is rejected (manual rejection or automatic rejection). * **Spontaneous Application Confirmation**: sent automatically after a candidate sends a [spontaneous application](/candidates-and-applications/spontaneous-applications) via your career page.
The `Email Templates` tab shows a table that lists all templates set up in your account. You can filter, edit, or create templates based on any of these types. Each row shows: * Title: internal name given to the template (e.g. “Screening Call Invite”) * Type: the trigger or use case (e.g. Application confirmation, Rejection confirmation, Assessment invitation, Consent request, Spontaneous application confirmation, General) * Default: a blue checkmark shows the default template for that type * Last updated: shows the last edit date for your template *** ### Setting a template as default 1. Go to `Email Templates` 2. Open the template you want to set as default 3. Select the checkbox :square-check: next to ‘Use template by default for this type of email’ 4. Click `Save changes`
*** ### Inserting an email template Whenever you’re composing an email in JOIN — whether it’s a new email, a reply, or a forward — you can quickly insert a template. 1. Click `Compose email` and in the email composer, click the `Templates` icon at the bottom.
2. A dropdown will open, showing all templates available for that email type. > Example: If you are composing a rejection email, only templates with the type `Rejection confirmation` will be shown when you click the `Templates` icon. 3. Hover over a template name to preview its subject and body. 4. Click the desired template to insert it into your draft.
5. Make any edits you like — in one-to-one emails, templates are fully editable. 6. Click `Send` when you are ready. {% hint style="warning" %} Templates can only be edited when inserted in one-to-one emails. For bulk actions, such as bulk rejection, or automated emails (such as application confirmations), templates are used as-is. {% endhint %} *** ### Inserting a template during candidate rejection You can also use templates when rejecting candidates. This works for both individual rejections and bulk rejections: * **Individual rejections**: Open the candidate’s application and choose a rejection template. You can edit the content before sending. * **Bulk rejections**: Select multiple candidates and apply a rejection template. In this case, the template is sent as-is and cannot be edited at the sending step. * **Schedule rejection emails**: Instead of sending immediately, you can schedule rejection messages to be sent at a later time. This helps manage candidate communication more thoughtfully.
{% hint style="success" %} If you prefer not to notify candidates, simply click 'Reject without notification' in the pop-up. {% endhint %} For full details, read more about [candidate rejections](https://help.join.com/candidates-and-applications/candidate-messaging/pages/55d9ibI4EscjZkdMrYG5#id-1.-reject-with-a-template). {% hint style="info" %} Bulk rejection emails cannot be edited at the sending step. If you need to update the wording, edit the template in `Settings → Email Templates` before sending. {% endhint %} *** ### Inserting a template during interview scheduling Email templates are also automatically used during the interview process. JOIN sends different interview-related emails at key moments, and you can select, preview, or replace the templates used before sending. During interview scheduling and management from the [interview modal](/candidates-and-applications/interview-scheduling#add-interview-details), JOIN uses the following template types: * **Interview Invitation**: sent when you invite a candidate to book an interview * **Interview Confirmation**: sent after the candidate confirms a time * **Interview Reschedule**: sent when an interview is rescheduled * **Interview Cancellation**: sent when an interview is cancelled To edit or replace interview templates: 1. Go to `Settings` → `Email Templates`. 2. Look for templates with the type: * `Interview Invitation` * `Interview Confirmation` * `Interview Reschedule Confirmation` * `Interview Cancellation Confirmation` 3. Open a template to edit it, or create a new one and set it as default for that type. {% hint style="danger" %} Interview email templates must include the required interview placeholders such as interview title, date, time, location, and booking link. If a required placeholder is missing, the template can’t be used. {% endhint %} [^1]: [^2]: This is your recruiter-specific address generated by JOIN. It is useful for personalised communication such as interview invites, follow-ups, or offer letters. Format: `first.lastname@company.msg.join.com` [^3]: Format: `no-reply@msg.join.com` This is no-reply email address provided for your company by JOIN. It is best used for one-way or automated communication, such as application confirmations or automatic rejection notices. [^4]: Placeholders are dynamic variables that automatically personalise parts of your emails—for example, by inserting the candidate’s name, the job title, or interview details.\ Click the {...} icon in the formatting toolbar or type `{` to see available placeholders. # Automated Emails Learn how JOIN sends automated emails to candidates, from application confirmations to rejections. See which templates are used, how to set them, and how language handling works. JOIN automatically sends certain emails to candidates at key stages of the hiring process. These ensure candidates receive timely updates without requiring manual effort from your team. Automated emails are always sent from your no-reply address: `no-reply@msg.join.com`. This means that candidates cannot reply to these emails. A default template is provided for all automated actions, but you can always edit or replace them. {% hint style="warning" %} All automated messages use templates with the [type](/candidates-and-applications/candidate-messaging/email-templates#creating-email-templates) matching the action (e.g. Application Confirmation, Rejection Confirmation, Interview Invitation). Make sure each template includes at least one complete language version (subject + body) — otherwise, it can’t be used. {% endhint %} Continue reading to learn about the key automated messages JOIN sends to candidates and the logic behind each of these. *** ### Application confirmation template This email is sent automatically and immediately when a candidate applies to a job. JOIN uses the `Application Confirmation` template you select while creating your job. **Set up in a new job:** 1. Go to `Jobs` → `Create job`. 2. In the job editor, open the `Workflow` tab. 3. Toggle ON `Auto-confirm application`. 4. Select the desired email template. 5. Continue creating your job. **Update in an existing job:** 1. Go to `Jobs` → `Active`. 2. Open the job and click the three dots (•••). 3. Select `Edit` → go to the `Workflow` tab. 4. Toggle ON `Auto-confirm application` and select the template. **Notes:** * If the selected template includes the placeholder {jobTitle}, JOIN will insert the title of the job the candidate applied to. * The system sends the email in the same language as the job application form. * If that language is missing in the template, JOIN falls back to English. * If English is also missing, JOIN will randomly choose one of the available languages in the template. * Edit templates anytime in `Settings` → `Email Templates`. *** ### Spontaneous application confirmation template This email is sent automatically when a candidate submits a Spontaneous Application (i.e. not linked to a specific job) via your company’s Career Page. JOIN uses the `Spontaneous Application Confirmation` template you select in your Career Page settings. **Set up or update the template:** 1. Go to `Settings` → `Career Page`. 2. Scroll to the `Spontaneous Application` section under `Visibility options`. 3. Toggle ON the feature. 4. Use the dropdown to select a template. 5. Click `Save changes`. *** ### Auto-reject template When candidates stay in the Screening stage of a job’s hiring pipeline for too long, our Auto-reject feature automatically rejects them and sends an email using a selected template. **To assign a template to an Auto-reject rule:** 1. Go to `Settings` → `Pipelines`. 2. Create or edit a pipeline. 3. Scroll down to `Auto-reject applications`. 4. Toggle ON. 5. Under `Email Templates` dropdown, select the `Rejection Confirmation` template you want to send. 6. Choose after how many days/weeks the rejection happens. 7. Click `Save changes`. **Important:** {% hint style="info" %} Only templates of type Rejection Confirmation can be used here. Auto-reject rejections are based on the duration a candidate stays in your job's pipeline. These are not triggered by answers in the application form or when you manually reject a candidate. {% endhint %} *** ### Consent request template This email is sent automatically when a recruiter manually adds a candidate to JOIN. This ensures compliance by asking the candidate to confirm further communication. JOIN uses the `Consent Request` template stored in `Email Templates`. A default template is already provided in your account — you can edit it to suit your communication style or create a new template of the type `Consent Request`. **Update the template:** 1. Go to `Settings` → `Email Templates`. 2. Find the template type `Consent Request`. 3. Edit subject and body text. 4. Click `Save`. *** ### Knockout question rejection confirmation template This email is sent automatically when a candidate is rejected after they select an answer to a knockout screening question in the job application form that disqualifies them based on your criteria. > For example: A start date that’s too late or a lack of work permit. The email is sent the next day from the `no-reply@msg.join.com` address — no manual action is required JOIN uses the `Rejection Confirmation` template that is marked as default in your Email Templates tab. A default version is already available in your account, but you can edit or replace it with a new one at any time.
Where to configure knockout questions? * In the job editor, go to `Application Form`. * Add a screening question. * Mark it as `Knockout` and define rejection criteria. * Example: * Q: “Do you have a valid work permit for Germany?” * Rejection criteria: Answer = “No”. Candidates who don’t meet this requirement will automatically be rejected and sent the configured default rejection template. [Read more](/jobs/job-creation#custom-screening-questions)
**Updating the existing default rejection template** If you want to keep the current default and just change its wording: 1. Go to `Settings` → `Email Templates`. 2. In the table, find the `Rejection confirmation` template marked as `Default`. 3. Open it and edit the `Subject` or `Body`. 4. Click `Save changes`. {% hint style="info" %} The updated default is used automatically for all knockout-based rejections. {% endhint %} **Creating a new default rejection template** If you want to replace the current default with a new one: 1. Go to `Settings` → `Email Templates`. 2. Click `+ Add template` (top right). 3. Set `Email type` to `Rejection confirmation`. 4. Write the `Subject` and `Body`. 5. Tick `Use this template by default for this type of email`. 6. Click `Save changes`. {% hint style="warning" %} You can’t delete a template that’s set as `Default`. To remove it, first set a different template as the default. {% endhint %} *** ### Interview email templates Interview scheduling emails are automatically sent to candidates when interviews are scheduled, confirmed, rescheduled, or cancelled. These templates ensure candidates receive all relevant interview information without manual follow-up. These templates are triggered automatically based on actions in the interview scheduling flow. You don’t need to manually send these emails — JOIN selects the appropriate template depending on whether an interview is created, confirmed, rescheduled, or cancelled. **Updating existing default interview email templates** If you want to keep the current default interview templates but adjust their wording or content: 1. Go to `Settings` → `Email Templates`. 2. Find one of the following templates marked as `Default`: * `Interview Invitation` * `Interview Confirmation` * `Interview Reschedule Confirmation` * `Interview Cancellation Confirmation` 3. Open the template. 4. Edit the subject and/or body text as needed. 5. Make sure all required [placeholders](/candidates-and-applications/candidate-messaging/email-templates#using-placeholders) are included: * Booking link for interview invitations, confirmations and reschedules * Interview date, time, and location for confirmations, reschedules, and cancellations 6. Click `Save changes`. The updated template will automatically be used for all future interview-related emails of that type. **Creating a new default interview email template** If you want to replace the existing default with a new interview template: 1. Go to `Settings` → `Email Templates`. 2. Click `Add template` (top right). 3. Select one of the interview-related email types: * `Interview Invitation` * `Interview Confirmation` * `Interview Reschedule Confirmation` * `Interview Cancellation Confirmation` 4. Write the subject and body content. 5. Add all required [placeholders](/candidates-and-applications/candidate-messaging/email-templates#using-placeholders) for that email type: * Booking link for invitation emails * Interview details (date, time, location, meeting link) for confirmations, reschedules, and cancellations 6. Tick `Use this template by default for this type of email`. 7. Click `Save changes`. Once saved: * `Interview Invitation` and `Interview Confirmation` templates can be selected and previewed in the [interview scheduling modal](/candidates-and-applications/interview-scheduling#add-interview-details). * `Interview Reschedule` and `Interview Cancellation` templates are automatically triggered and sent based on the default template you’ve assigned. # Spontaneous Applications Explore how to enable spontaneous applications, let candidates apply without a specific job, and manage these profiles in your Talent Pool for future roles. The spontaneous application feature in JOIN allows candidates to express interest in your company even when you don't have a relevant job opening available. It helps you build a [Talent Pool](/candidates-and-applications/talent-pool) of potential future hires by letting candidates submit their applications proactively. When this feature is enabled, JOIN automatically adds a `Spontaneous Application` job card to the bottom of the `Open positions` list on your public career page. Simply click the `Preview` button :eye: on your `Career Page` settings to view how it will look like to the applicants.
If, for example, you currently have five jobs published, the spontaneous application card will appear as the sixth job in the list. It gives candidates an open invitation to apply to your company without needing to match a specific role. This job card is visible to all visitors browsing your live career page.
*** ## Enable or disable spontaneous applications To manage this feature: 1. Go to the `Settings` tab 2. Click `Career Page` 3. Scroll to the `Visibility Options` section 4. Use the `toggle switch` next to `Spontaneous Application` to enable or disable it By default, this feature is enabled for all companies.
{% hint style="warning" %} Disabling the spontaneous application feature will remove the Spontaneous Application job card from your career page. Candidates will no longer be able to submit general applications that aren''t associated with your online jobs. {% endhint %} You can select an `Email template` to auto-respond to candidates who submit spontaneous applications. Click the `Select` dropdown to choose a pre-created email template or create a new one from your `Email Templates` settings. [Read more](https://help.join.com/candidates-and-applications/pages/iD7E07uajOOyYUo3nkRb#id-2.-spontaneous-application-confirmation) :square-arrow-up-right: *** ## Managing spontaneous applications All spontaneous applications are automatically added to your `Talent Pool` in JOIN. These applications are not linked to any specific job and give you the flexibility to review and consider candidates for future opportunities. You’ll be notified by email each time a new spontaneous application is received. You can open the candidate’s profile directly from the email or by navigating to the `Talent Pool` tab in your dashboard. {% hint style="info" %} Ensure notifications are enabled in your `User Settings` to stay informed about new spontaneous applications. {% endhint %} When a new spontaneous application is received, a notification badge appears next to the `Talent Pool` tab in the sidebar, showing the number of applications you haven’t reviewed yet. In the `Talent Pool` tab, you’ll see a floating review bar at the bottom of the screen that reads how many spontaneous applications are available, with a `Review` button. Click this button to start reviewing applications.
#### Reviewing applications in screening view Clicking `Review` opens the screening view — a dedicated pop-up for reviewing spontaneous applications one by one. In this view, you’ll see: * The candidate's `CV` and `Cover letter` (if provided) * Contact details like email and location * The `Source`, which will say `Spontaneous Application` * The reason why they want to join your company (usually explained in their cover letter) Use this information to decide if the candidate is a good fit for your company’s future opportunities. On the right side of the screen, use the navigation arrows :arrow-left-long: :arrow-right-long: to move between candidates to be reviewed. These arrows let you move to the previous or next application without exiting the screening view. #### Accepting or rejecting candidates At the top-right of the screening view, you’ll see two buttons: * `Accept`: This adds the candidate permanently to your `Talent Pool` * `Reject`: This permanently deletes the candidate’s data from your account As soon as you accept or reject, the next candidate in the queue will load automatically. If no other spontaneous applications remain, you’ll return to the main `Talent Pool` view. {% hint style="danger" %} Rejected candidates are not stored or retrievable later, so only reject applications you’re sure you don’t want to keep. {% endhint %} You will also receive an email notification for each new spontaneous application. You can also access the candidate’s profile by clicking the link in the email. Manage your personal notifications for new spontaneous applications in your `User Settings` under the `Notifications` section. If you’re not receiving alerts about new spontaneous applications, double-check your user settings to make sure email notifications are enabled. # Application stage In this article, you'll learn what an application stage is in JOIN, how it relates to your hiring pipeline, and how to manage application progress effectively. In JOIN, an *application stage* reflects the current step a candidate’s application has reached in your hiring process — such as screening, interview, offer, or hired. This stage is part of the customised pipeline you set for each job and helps your team track progress, coordinate next steps, and communicate effectively with candidates. Each time someone applies to a job via JOIN, a separate application is created and added to your company’s account. If a candidate applies to multiple jobs, you’ll see multiple applications — each one tracked independently, with its own stage, notes, and outcome. This allows for a structured and fair review process tailored to each position. By keeping application stages up to date, your hiring team can stay aligned, avoid delays, and ensure a professional candidate experience across all open roles. *** ### Application An application in JOIN is a single submission made by a candidate to one of your job postings. If a candidate applies to multiple roles, each submission is tracked as a separate application. Each application includes: * Candidate details * CV and any attachments * Source and date applied * Current pipeline stage (which determines the application’s state) * GDPR status {% hint style="success" %} You can view all of a candidate’s applications in their profile, shown on the top of the right-most panel in the `Candidate Profile` view. {% endhint %} *** ### Application stage The application stage represents the current step in the hiring process for a specific application. These stages reflect your pipeline setup — you can fully customise them per job. Some examples of application stage include: Screening, Phone Interview, Offer, Hired JOIN uses the selected stage to define the application state, which is visible in the `Applications` section and in each candidate's profile. These appear in the `Stage` column of the Applications table of `Applications` tabs, allowing you to easily track and move candidates. {% hint style="info" %} You can have different stages across jobs depending on how your hiring pipeline is structured. These stages are user-defined when you [create or edit a pipeline](/candidates-and-applications/pipeline-management#creating-a-pipeline). {% endhint %} *** ### Hiring state The hiring state is a system-level summary of where the application is in your hiring process. JOIN uses fixed labels — such as `Screening`, `Offer`, or `Hired` — to help you filter and organise your applications. Application states are automatically mapped based on the stage the application is currently in. These system-level hiring states help with filtering and reporting: | State | Description | | --------- | ---------------------------------------------------------- | | Screening | Application is in the early stages of evaluation | | Offer | Candidate has received or is being considered for an offer | | Hired | Application has been marked as hired | {% hint style="info" %} The label for `Stage` appears in dropdown filters in your `Applications` tab, allowing you to easily track and manage candidates by overall state of an application. {% endhint %} *** ### View and manage application stages You can view and manage application stages in three key areas: #### 1. Applications overview Go to `Applications` > `Active` * View all applications across all jobs in a table view * The `Stage` column shows the current stage (and determines the state) * Click the stage to update it #### 2. Job-specific applications Go to `Jobs` > Select a job > `Applications` * View applications for that job only * Use card view or table view * Each card or row is a separate application with its own stage #### 3. Candidate profile Click into a candidate’s profile * See all their applications on the right-hand panel * Each application is listed with its associated job and current stage * Click on an application to manage its stage *** ### Change the application stage Changing an application’s stage updates its state automatically. #### In Table View (All jobs or per job): 1. Go to the `Stage` column 2. Click the current stage 3. Select a new stage from the list #### In Candidate Profile: 1. Click the `Move forward` button to go to the next stage 2. Or use the dropdown arrow to select a specific stage #### In Cards View: 1. Drag the application card into another stage column 2. The new stage is applied immediately {% hint style="info" %} Applications must be updated individually, even if they come from the same candidate. {% endhint %} *** ### Rejecting an application To reject an application: 1. Change the stage to a rejection stage 2. The application state updates to `Rejected` 3. The application is removed from the active hiring pipeline 4. You can manually send a rejection message, or use an automated one if configured {% hint style="info" %} Rejections apply **only to the specific application**, not the candidate. Other applications remain active unless individually rejected. {% endhint %} *** ### Importance of moving applications through stages Keeping applications updated ensures a smoother, more professional hiring process. It helps your team: * Stay aligned on candidate progress * Identify where applicants are getting stuck * Keep your pipeline tidy and actionable * Enable accurate filtering and reporting It also creates a more respectful experience for candidates, by ensuring timely responses and fewer delays. *** ### One candidate – multiple applications JOIN allows a single candidate to apply to multiple roles. Each application: * Has its own tags, notes, and evaluations * Moves independently through the pipeline * Can result in different outcomes (e.g. hired for one, rejected for another) You’ll see all applications tied to a candidate in their profile, giving you full context during reviews. *** ### Best practices * Update application stages regularly to reflect true progress * Use filters (e.g. `Job`, `Hiring state`) to review applications in similar stages * Add tags, notes, or assessments to each application individually * Regularly review application in `Screening` to avoid missed opportunities # Application export In this article, you’ll learn how to export candidate lists and documents from the Applications tab or directly from specific job views. You can export candidate details and documents directly from JOIN whenever needed. This could be useful for reporting, sharing, or backup purposes. {% hint style="warning" icon="hand-back-point-right" %} Application export is available on the Advanced and Enterprise plans. Upgrade your plan to use this feature. View plans {% endhint %} ## Export formats You can export candidate data in three formats: * **CSV** – candidate list only * **XLSX** – candidate list only * **ZIP** – candidate list + candidate CVs and attachments *** ## Export applications You can export candidates and their applications across all jobs from the `Candidates` tab: 1. Go to the `Candidates` tab. 2. Navigate to the relevant sub-tab: `Active`, `Hired`, or `All` (all include the option to export). 3. Select the candidates using the checkboxes, or leave them unselected to export everyone in the chosen sub-tab. You can also use filters like `Job`, `Job Status`, `Stage`, etc. to narrow your results. 4. Click the `Export` button in the top-right corner. 5. Choose your desired format (CSV, XLSX, or ZIP) and confirm the export. 6. Once the file is generated, you’ll receive it at the email address linked to your JOIN account. You’ll also see a confirmation message: > Your file is being generated. We will email you when it's ready for download. {% hint style="success" %} Each recruiter can run their own export independently. If a colleague already has one in progress, it won't stop you from starting yours. {% endhint %} *** ## Export job-specific applications You can export applications tied to a specific job using two methods: #### Option 1: From 'Candidates' tab Filter for the job in `Candidates` tab and follow the steps mentioned [above](#export-applications). #### Option 2: From 'Applications' tab of a job 1. Go to the `Jobs` > `Active` tab. Click on the relevant job. 2. You will be directed to the `Applications` sub-tab. 3. You can select specific candidates here using checkboxes. If you don't make specific selections, then all the applications will get exported. 4. Click the overflow menu :square-ellipsis: in the top-right corner. 5. Hover over `Export application list`, then choose a format (CSV, XLSX, ZIP) and confirm the export. 6. Once the file is generated, you’ll receive it at the email address linked to your JOIN account. You’ll also see a confirmation message. You can also select specific candidates here using checkboxes and export them from the toolbar at the bottom by clicking the :square-ellipsis: menu and selecting Export. {% hint style="info" %} Whichever entry point you export from, the file always contains application-level rows (one per application, not one per candidate). Exporting from the `Candidates` tab includes every application matching your filters; exporting from a job's `Applications` tab only includes applications to that job. {% endhint %} # Talent Pool Talent Pool feature helps you save and organise promising candidates for future roles. This article covers how to add, review, assign, and manage candidates in your Talent Pool. A Talent Pool is a strategic database of pre-qualified talent, including both active job seekers and passive candidates, built for future hiring needs. It acts as a reservoir of relevant profiles, helping you fill open positions faster and more efficiently. A Talent Pool helps you keep track of candidates who show potential but may not be the right fit for your current vacancies. Instead of losing contact, you can save their profiles and revisit them later when a suitable opportunity arises. *** ### Add candidates to Talent Pool Save and organise promising candidates for future opportunities using JOIN’s Talent Pool. This feature allows you to build a dedicated repository of potential hires, enabling a faster and more strategic hiring process when new roles open. There are two main ways to build your Talent Pool in JOIN: #### 1. From a candidate profile 1. Navigate to the `Candidates` tab 2. Click on a candidate to open their profile 3. In the left panel of the candidate’s profile, click `Add to Talent Pool` This adds the candidate’s profile to the `Talent Pool` tab for future reference. #### 2. Via spontaneous applications If you've activated the option to receive spontaneous applications on your Career Page, JOIN will automatically send these applications to your `Talent Pool`. These are candidates that haven’t applied to a specific job but are interested in your company. You’ll be notified by email when a new spontaneous application arrives. Ensure notifications are enabled in your `User Settings` to stay updated. *** ### Reviewing spontaneous applications Unreviewed spontaneous applications appear as a floating banner at the bottom of the `Talent Pool` tab. Click `Review` to open the screening view. #### In the screening view, you’ll see: * Candidate’s `CV` and `Cover letter` (if provided) * Contact information * `Candidate location` * Source: marked as `Spontaneous Application` * Their motivation to join your company #### From here, you can: * Click `Accept` to permanently add them to your Talent Pool * Click `Reject` to delete their profile from your account {% hint style="warning" %} Rejected candidates are permanently deleted and cannot be recovered. Only reject candidates you’re certain you don’t want to store. {% endhint %} Use the navigation arrows to move through the list without leaving the screening view. *** ### Talent Pool tab Click `Talent Pool` in the left sidebar menu to access all stored candidates. #### Applications table Each row represents a candidate card with the following columns: * `Name` : Click a candidate’s name to view their full profile, including: * `Email` * `Candidate location` * `GDPR Status` : Shows consent status * `CV` : Shows the attached CV of a particular candidate * `Tags` : Add tags to a candidate's profile in your talent pool to improve searchability. * `Action` : Gives two options to take action on a candidate: * Assign candidate to a job using :square-plus: icon * Remove candidate from Talent Pool using :trash-can: icon. {% hint style="info" %} Only the Talent Pool profile is deleted. Any previous job applications by the candidate remain intact. {% endhint %} #### View settings Click the settings gear icon at the top right of the table to show or hide the following columns: * `Email`, `Candidate location`, `GDPR Status`, `CV`, `Tags` #### Filters Click the `Filters` button to narrow your search using: * `Application Tags` * `Candidate Country` {% hint style="info" %} Filtering and view settings are especially useful when revisiting your Talent Pool for a specific role or location. {% endhint %} *** ### Assigning candidates to jobs Use the `+` icon in the `Action` column to assign a talent pool candidate to a job. A pop-up window appears with your active job listings. Select the job and click `Assign` . {% hint style="warning" %} No automatic message is sent to the candidate. We recommend contacting them beforehand to confirm their interest. {% endhint %} #### Example use case: You’ve saved several engineers in your Talent Pool. Once you publish a new `Backend Engineer` job, you can revisit your pool and assign suitable candidates to this job to kickstart the pipeline immediately. *** ### Benefits of building a talent pool **Reduce time-to-hire for future roles**\ Having a curated group of promising candidates means you don’t have to start from scratch every time a job opens. Instead of sourcing new applicants, you can immediately reach out to candidates already in your Talent Pool. > *Example: You've saved a strong software developer who wasn't the right fit before. When a similar role opens, you can contact them directly and shorten the time-to-hire.* **Revisit candidates you’ve already vetted and liked**\ Instead of losing touch with great candidates who just weren’t a fit at the time, the Talent Pool helps you retain their details and revisit them later. > *Example: A marketing manager impressed you during a previous recruitment round. Months later, you open a new role in the same department — a quick search in your Talent Pool brings them back to your attention.* **Improve hiring quality by accessing high-intent profiles**\ Candidates added to the Talent Pool are often people your team has already evaluated positively. They’ve shown interest in your company or roles before, so reaching out again tends to yield higher engagement. **Save resources on sourcing and outreach**\ Manually sourcing candidates through job boards or LinkedIn can take hours. With a Talent Pool, your best leads are already organised and searchable — no need to repeat the effort. **Tap into a wide variety of candidate sources**\ Talent Pools aren’t limited to former applicants. You can also include high-performing interns, referrals, and candidates met at events or sourced via LinkedIn outreach. **Stay proactive in a competitive market**\ In tight labour markets, hiring can be unpredictable. A well-maintained Talent Pool gives you a competitive edge, allowing you to act fast when the right role opens up. *** ### FAQs
What’s the difference between a Talent Pool and job applications? Talent Pool profiles are saved candidates not tied to a specific job. Job applications are submissions for a particular role. A candidate can exist in both.
Will candidates be notified when I add them to the Talent Pool? No, candidates are not notified when they are added to the Talent Pool. We recommend reaching out directly if you plan to contact them in the future.
Can I assign a talent pool candidate to multiple jobs? Yes, you can assign a Talent Pool candidate to multiple jobs if they’re suitable. Each assignment creates a separate application for that job. You can view all the assigned jobs in the right panel of the candidate's profile.
What happens if I reject a spontaneous application? The candidate’s profile and data are permanently deleted from your account and cannot be restored. Only reject applications you’re sure you don’t want to keep.
Can I edit candidate information in the Talent Pool? Candidate profiles reflect the information that a candidate provided. You cannot manually edit their personal details, but you can add tags and notes for internal use.
Do I need to delete a candidate separately from the Talent Pool after deleting them from Applications? No. When a candidate is deleted from `Applications`, they are automatically removed from the `Talent Pool` as well.\ So if a candidate was previously added from `Applications` to `Talent Pool` via the Candidate profile, it means the candidate has been duplicated to `Talent Pool`. When the candidate is deleted from `Applications` , the profile would also automatically be deleted in `Talent Pool`.
Can I manually import a candidate from an external source to the Talent Pool? No, you cannot manually import a candidate externally to `Talent Pool`. To do this, you need to import the candidate to `Applications` and assign them to a job first. Then you can add the candidate to `Talent Pool` through the candidate profile.
# Reject, delete or block This article walks you through the three ways to manage a candidate you no longer want in your pipeline: rejecting an application, deleting a candidate, and blocking a candidate. JOIN gives you three different ways to deal with a candidate, and they're not interchangeable: * **Reject** an application when a candidate isn't right for a specific job. Their data stays in JOIN, and they can still apply to other roles. * **Delete** a candidate to permanently erase all of their data, applications, emails, scorecards, and documents, from your account. * **Block** a candidate to stop them from being able to apply to your company again, without telling them. Use this for misconduct, fraud, or spam, not as a substitute for rejecting or deleting. *** ## Rejecting candidate(s) Rejecting candidates is a key part of the hiring process. It helps you maintain an organised pipeline, ensures transparency with applicants, and enables your team to focus on the most promising candidates. While it's not always an easy step, JOIN gives you the tools to handle it professionally and efficiently — whether you're rejecting a single candidate or managing bulk rejections. ### Reject from the 'Candidates' tab You can reject candidates from the `Candidates` tab by: 1. Go to the `Candidates` > `Active` sub-tab in the sidebar 2. Find the candidate using scroll, filters, or search * Use search by clicking the button :magnifying-glass: at the top right * Or press `Command + F` (Mac) or `Ctrl + F` (Windows) to search 3. Select the checkbox next to the candidate(s) 4. Click `Reject` from the bottom toolbar {% hint style="info" %} If a candidate has multiple applications, rejecting them from the `Candidates` tab rejects **all of their active applications** at once. Any application already in the `Hired` stage is left untouched, and this is called out before you send the rejection. If you only want to reject one specific application, do it from that job's pipeline or from the candidate's profile instead (see below). {% endhint %} After rejecting a candidate, you can still view their application(s). To view all rejected candidates across your jobs: * Go to the `Candidates` > `All` sub-tab. `All` aggregates active, rejected, hired, and Talent Pool candidates together. Talent Pool candidates are saved for future roles. * To isolate just rejected candidates here, use `Hiring state` filter and select `Rejected` ### Reject from a job To reject a candidate directly from a job's pipeline: 1. Go to the `Jobs` > `Active` tab and select a job 2. This will open the `Applications` sub-tab 3. Locate the candidate manually or use the search bar in the top-right corner 4. Choose your preferred view: * **Card view** (default)**:** Each application is shown as a card. Locate the candidate's application and click the `Reject` icon :ban: that appears on top-right when you hover on the card * **Table view:** Click the settings icon :gear: to switch to `Table` and find the candidate. Locate the candidate's application and click the `Reject` icon :ban: that appears on right-end of the row when you hover 5. You can also select multiple applications to reject using the checkboxes :square-check: next to each of them and click :ban: `Reject` from the toolbar at the bottom of your screen {% hint style="success" %} Use the filters to narrow your candidate list or directly search (Command :command: + F or Ctrl + F) for the candidate you're looking to reject. {% endhint %} {% hint style="info" %} Rejecting a candidate from a specific job's pipeline only affects that application. It does not affect any of the candidate's other applications, even if they're rejected in bulk from this view. {% endhint %} After rejecting a candidate, you can still view their application. Use the `Active` or `Rejected` toggle at the top to switch between active and rejected applications in your hiring pipeline. * If you're in `cards` view, you'll see the candidate card placed in the stage where they were rejected (e.g. Phone Screening, Interview) * If you're in `table` view, the `Stages` column indicates the stage they were in when rejected This makes it easy to understand where in the process the candidate exited. {% hint style="warning" %} Applications automatically rejected by your screening criteria appear in the `Applied` state. This includes candidates who do not meet a Knockout question's conditions. {% endhint %} ### Reject from candidate profile You can also reject a candidate directly from their candidate profile: 1. Click a candidate's name to open their profile 2. In the right-most panel, find the job listing that you want to reject the candidate for 3. Click the `Reject` icon :ban: next to the job and confirm the rejection
{% hint style="info" %} For candidates that have applications for multiple jobs, rejecting from the candidate profile is job-specific and does not affect their status on other applications. {% endhint %} *** ### Review and customise rejection When rejecting a candidate, JOIN provides flexibility in how the rejection is communicated. You can either use a pre-set email template, write a custom message, or decide to not notify the candidate. #### 1. Reject with an email When you select one or more candidates and click `Reject` from the toolbar at the bottom of the screen (in card, table, or the Candidates tab): * Use the dropdown menu to select an email template from your saved rejection templates * Hover over the template name to preview its content * Choose a sender address from the available options * Click `Send & reject` to notify the candidate(s) Alternatively, select `Reject without notification` if you don't want to send an email {% hint style="info" %} You cannot edit the email content when using this method. All selected candidates will receive the same message based on the chosen template. {% endhint %} #### 2. Reject with a custom email When you click the `Reject` button for a specific candidate from their profile: * The rejection email window opens in the lower-right corner * You can fully edit the subject and message content * Use the `Templates` button if you'd like to start from a pre-saved template * Choose how and when to send the message: * Send immediately using `Send & reject` * Schedule it using the `Send later` option (e.g. tomorrow morning, in 3 hours) * Set a custom date and time if needed * Alternatively, choose `Reject without notification` if you don't want to send an email {% hint style="info" %} Editing the message here only affects this specific email being sent to a candidate. Your saved templates remain unchanged. {% endhint %} To learn more about how to customise, edit, or add new rejection templates, read more here. {% hint style="info" %} You can change the sender address while sending the rejection email. By default, your recruiter email is used (e.g. `yourname@companyname.msg.join.com`). You can also select `no-reply@msg.join.com`, but replies to this address will not be monitored. {% endhint %} #### 3. Reject without notifying the candidate To change a candidate's status without sending them an email, select `Reject without notification`. We recommend informing candidates about their status whenever possible. Use this option only if you have already notified them through other means. {% hint style="warning" %} Rejection emails are sent immediately after clicking `Send & reject`. Automated rejections (e.g. from knockout questions) are processed separately and sent next morning. {% endhint %} *** ### Bulk rejection To reject multiple candidates at once: 1. Tick the checkboxes :square: next to the candidates 2. Click `Reject` in the bottom toolbar 3. Choose an email template for rejection communication and click `Send & reject`, or select `Reject without notification` if you do not wish to send a rejection email to the candidates {% hint style="info" %} You can't customise emails individually in bulk mode. The chosen rejection template or rejection method applies to all selected candidates. {% endhint %} {% hint style="warning" %} Bulk rejecting from the `Candidates` tab rejects every active application for each selected candidate. Any application already in the `Hired` stage is skipped automatically. Bulk rejecting from within a specific job only affects that job's application. {% endhint %} *** ### Undoing rejection If you've rejected a candidate by mistake, you can easily reverse the action using the `Undo rejection` button :arrow-turn-left:. This returns the candidate to the stage they were on in your hiring pipeline before being rejected. You can undo a rejection from the following views: * **Candidate profile**: Open the candidate's profile. In the right-most panel, find the rejected application and click `Undo rejection` icon. * **Card view**: Within the `Applications` tab of a job, switch to the `Rejected` view using the toggle. Hover over the candidate card and click :arrow-turn-left: `Undo rejection`. * **Table view**: Within the `Applications` tab of a job, switch to the `Rejected` view using the toggle. Hover over the candidate row and click :arrow-turn-left: `Undo rejection`. * **Confirmation toast**: Immediately after rejecting a candidate, a confirmation message appears at the bottom of the screen. Click `Undo changes` to reverse the action quickly. {% hint style="info" %} No email or notification is sent when you undo a rejection. The candidate is simply moved back to the stage they were last in within your hiring pipeline. {% endhint %} {% hint style="info" %} `Undo rejection` isn't available for applications that were auto-rejected because the candidate is blocked. See [Blocking a candidate](#blocking-a-candidate) below. {% endhint %} *** ## Deleting candidate(s) Deleting a candidate is permanent. Unlike rejecting, it doesn't just close out one application, it erases the candidate's entire profile: all of their applications, emails, scorecards, and documents. There's no undo. {% hint style="warning" %} Deleting a candidate cannot be reversed. If you only want to decline them for one job while keeping their data, reject the application instead, see [Rejecting candidates](#rejecting-candidates) above. {% endhint %} ### Delete from a candidate's profile 1. Open the candidate's profile 2. Click `More` in the top-right corner 3. Select `Delete candidate` 4. Tick `I confirm I want to permanently delete this candidate` 5. Click `Delete candidate` to confirm
### Delete from the 'Candidates' tab You can also delete one or more candidates in bulk: 1. Go to the `Candidates` tab 2. Select the checkbox next to the candidate(s) you want to delete 3. Click `...` in the bottom toolbar 4. Select `Delete candidates` 5. Tick the confirmation checkbox and click `Delete candidate` to confirm
{% hint style="info" %} If the candidate you're deleting is blocked, the confirmation dialog is slightly different, and the block itself is **not** removed. See [Deleting a blocked candidate](#deleting-a-blocked-candidate) below. {% endhint %} *** ## Blocking a candidate For candidates who've shown misconduct, fraudulent behaviour, or spam, rejecting or deleting them once isn't always enough, they can simply apply again. Blocking a candidate stops this permanently, without letting them know they've been blocked. {% hint style="warning" %} Only System Admins can block or unblock candidates, and it's only possible from a candidate's profile. If you don't see the `Block candidate` option, you don't have this permission. {% endhint %} Blocking a candidate: * Removes them from your talent pool, if they were added to it * Automatically rejects any of their open applications, using your default rejection email template, the next working day, and does the same for any future application from the same email address, without a "new application" notification, so the candidate is never told they've been blocked * Cancels any interviews scheduled with them * Stops their messages from reaching your inbox on JOIN, and disables `Reply` and `Forward` on any existing message thread with them (they can still send messages, you just won't see them or be able to respond) * Makes their candidate profile read-only, you can still delete the profile, unblock them, and add notes or tags, but every other action is disabled ### Block a candidate 1. Open the candidate's profile 2. Click `...More` in the top-right corner 3. Select `Block candidate` 4. Choose a `Reason`: `Candidate misconduct`, `Fraudulent behavior`, `Spam`, or `Other` 5. If you choose `Other`, add further details. This is optional for every other reason. 6. Click `Block candidate` to confirm
{% hint style="info" %} Any details you add are only visible internally, to your team. The candidate never sees a reason, or learns that they've been blocked. {% endhint %} Once blocked, a banner appears at the top of the candidate's profile, showing who blocked them, when, and why. If further details were added, a `More information` link opens the full entry in the activity log. {% hint style="info" %} If you try to manually add or import a candidate whose email address is already blocked, JOIN warns you before you continue. You can either cancel, or unblock the candidate to proceed with adding them. {% endhint %} ### Unblocking a candidate Unblocking a candidate restores full access to their profile. This will stop the automatic rejections and you can resume all activity like sending or receiving emails, scheduling interviews etc. as usual. To unblock a candidate: 1. Open the candidate's profile 2. Click `More` and select `Unblock candidate`, or use the `Unblock candidate` link on the blocked banner 3. Click `Unblock candidate` to confirm
Unblocking a candidate: * Stops future applications from being automatically rejected, they'll appear in your pipeline as normal * Resumes forwarding of their messages to your inbox * Removes the read-only restriction from their profile ### Deleting a blocked candidate {% hint style="warning" %} Deleting a blocked candidate's profile does not lift the block, and neither does the candidate revoking their consent for you to hold their data. The block is tied to their email address, not their profile, so it stays in place even after their data is gone. If they apply again later, JOIN creates a new profile for them, already blocked, so a block can't be undone by deleting the profile or revoking consent. {% endhint %} You can delete a blocked candidate's profile the same way as any other candidate, see [Deleting a candidate](#deleting-a-candidate) above. The confirmation dialog includes a reminder that the block remains in place afterwards.
*** ## FAQs
What's the difference between rejecting, deleting, and blocking a candidate? Rejecting closes out one application while keeping the candidate's data and letting them apply elsewhere. Deleting permanently erases all of their data with no way back. Blocking stops them from ever applying to your company again, silently, without deleting anything.
Does a blocked candidate know they've been blocked? No. Blocking is silent. Their applications are rejected automatically using your standard rejection template, and their messages simply don't reach you. They're never shown a block notice or told why they can't hear back.
What happens if a blocked candidate applies again? Their new application is automatically rejected the next working day, the same as before. If their previous profile had been deleted, JOIN creates a new one for them, already in a blocked state.
Can I see why a candidate was blocked? Yes. The blocked banner on their profile shows who blocked them and why, and the full entry, including any further details, is recorded in the candidate's activity log.
Can I undo an automatic rejection from a blocked candidate? No. `Undo rejection` isn't available for applications that were auto-rejected because the candidate is blocked.
Can I still message a blocked candidate? You can't select a blocked candidate in the recipient list for messages or interviews, and `Reply`/`Forward` are disabled on any existing thread with them. If you need to contact them, unblock them first.
What happens if I try to add or import a candidate who's already blocked? JOIN shows you a warning before the candidate is added, explaining that their email address is blocked. You can cancel, or unblock them to proceed.
Does revoking a candidate's consent lift their block? No. A block stays in place even if the candidate revokes their consent for you to hold their data. If they apply again later, their new profile is created already blocked.
Can I delete a candidate instead of blocking them? You can, but it won't stop them reapplying, deleting just erases their current data. If you want to prevent someone from ever getting back into your pipeline, block them instead, or block and then delete.
Can I reject one application without rejecting the candidate everywhere? Yes. Reject the candidate from that job's pipeline or from their profile. Their other applications stay active. Rejecting from the `Candidates` tab rejects all of their active applications.
Can I undo a rejection? Yes. Use `Undo rejection` from the candidate profile, a job's rejected view, or the confirmation toast. JOIN restores the application to its previous pipeline stage. No email is sent.
Can I customise each rejection email during a bulk rejection? No. Bulk rejection sends the same selected template to every chosen candidate. To personalise an email, reject that candidate from their profile.
Can I reject a candidate without sending an email? Yes. Select `Reject without notification` in the rejection dialog. Use this only when the candidate has already been informed through another channel.
Who can block or unblock a candidate? Only System Admins can block or unblock candidates. These actions are available from the candidate profile.
Can I recover a deleted candidate? No. Deletion permanently removes the candidate's profile, applications, emails, scorecards, and documents. Reject the application when you need to keep their data.
# Payment and billing This article explains how to manage your billing and payment details on JOIN, including how to view invoices, update billing information, and change your payment methods. The `Billing` page in your company `Settings` gives you a clear overview of your current subscription and allows you to manage your plan at any time. At the top of the page, you will see two sections: Plan summary and Billing Settings ### Plan summary This section on the top-left of your billing page always displays: your current plan, renewal date, the number of job slots you are using, and the total number of job slots included in your plan. Every change you make — such as upgrading plan, adjusting job slots, or scheduling a cancellation — will appear in this section immediately. If there are any upcoming/scheduled changes to your plan, this section will display a notice with a link to `See details`.
Depending on your plan and payment method, this box also shows actionable buttons: If you are on a Standard or Advanced paid plan, you can take actions to `Update Plan` or `Cancel Plan`. {% hint style="warning" %} Plan updates are only available with card/SEPA payments. If your payment method is invoice, the `Update Plan` button will be disabled. {% endhint %} If you are on an Enterprise plan, you can click the available buttons in this section to `Add Job Slots` or `Cancel Plan`.
If you have reached your job slot limit, a `Get more job slots` button appears (for free plans). This guides you toward upgrading or adding more job slots.
*** ### Billing Settings This section on the top-left of your billing page, takes you to your Stripe portal. This is where all billing-related information is stored and managed. Go the top right corner of this section, click `View` to open your Stripe billing portal, where you can: * View your current subscription and plan * Update billing information * Add or remove payment methods * Review your billing history Go to the billing page *** ### Supported payment methods JOIN uses Stripe to process all payments and invoices. This means that we support payment methods provided by Stripe, depending on your country and region. Available payment methods may include: * Credit and debit cards * SEPA Direct Debit * Invoice-based payments (for eligible accounts) The exact payment methods available to you are shown during **Stripe Checkout** and may vary based on: * Your billing country * Your currency * Local regulations All payments, invoices, and payment updates are securely handled through Stripe. {% hint style="info" %} Credit/debit card payments are processed immediately. For SEPA Direct Debit, processing times may vary. For invoice payments, it can take up to 5-7 business days for a bank transfer to reflect in our account. {% endhint %} *** ### Changing billing information Billing information includes your company name, VAT ID, billing address, and invoice recipient email. You can update these from your Strip billing portal. To update your billing information: 1. Go to `Settings → Billing` 2. Click `View` in the `Billing settings` section on top-right 3. In the Stripe Customer Portal, select `Update information` 4. You can then: * Update your billing email address * Change your billing address (country, street, postal code, city) * Add or update your Tax ID / VAT ID * Add additional Tax IDs, if applicable 5. Click `Save` to apply your changes Changes apply to future invoices.
{% hint style="warning" %} You cannot edit an already-issued invoice yourself in the Stripe portal. {% endhint %} If an issued invoice has an incorrect legal entity or company name, billing address, or VAT/tax treatment, [contact our support](mailto:contact@join.com) to request a Finance review. Finance assesses each request individually. A correction, cancellation, refund, credit note, or reissue is not guaranteed. Include the invoice number, your JOIN account or company name, and a short explanation. Also include the complete correct legal and billing details, including your VAT ID where relevant. First update the same details in the billing portal for future invoices. Update your VAT ID there first when the request concerns VAT treatment. *** ### Updating payment methods JOIN uses Stripe for secure payment processing. You can update your payment method anytime: 1. Go to `Settings` → `Billing` 2. Click `View` in the `Billing settings` card (top-right). This opens your Stripe portal, where you can add, delete or update your payment methods. #### Add a new payment method You can add additional payment methods at any time. To add a payment method: 1. In the Stripe portal, click `Add payment method` 2. Choose the payment type (for example, card or SEPA Direct Debit) 3. Enter the required details 4. To make this method your default, tick `Use as default payment method` 5. Click `Add` to save If selected as default, this payment method will be used for all future charges.
#### Set a default payment method Your default payment method is used automatically for subscription renewals and future charges. To set a payment method as default: 1. In the Stripe portal, go to the `Payment methods` section 2. Find the payment method you want to set as default 3. Click the `⋯` (three dots) menu next to it 4. Select `Make default`
{% hint style="warning" %} Your current default payment method cannot be deleted while you have an active subscription. {% endhint %} #### Delete a payment method You can remove payment methods that are no longer needed, as long as they are not set as the default for an active subscription. To delete a payment method: 1. In the Stripe portal, locate the payment method you want to remove 2. Click the `⋯` (three dots) menu next to it 3. Select `Delete` If the payment method is currently your default and you have an active plan, you will be prompted to set a different default method before it can be removed. {% hint style="info" %} Changing the default payment method affects your next subscription renewal. It does not retroactively alter an issued invoice. If an issued invoice has an incorrect legal entity or company name, billing address, or VAT/tax treatment, [contact JOIN Support](mailto:contact@join.com) to request a Finance review. {% endhint %} *** ### Viewing invoices All invoices are available through the Stripe portal. To view or download invoices: 1. Go to `Settings` → `Billing` 2. Go to `Billing settings` on the top-right and click `View` to open the Stripe portal 3. Scroll down to the `Invoice history` section, you can: * View all invoices (paid, open, overdue, or uncollectible) * Check the status of each invoice * See the invoice amount, date, and related subscription * Use the :magnifying-glass: search option to find invoices (for example, by month)
4. To view a particular invoice in detail, click on that invoice from the list. A new tab opens where you can: * Download the invoice PDF * Download the receipt, if available * Review the invoice details and payment status Invoices remain available in the portal for future reference and can be downloaded at any time.
*** ### Understanding billing at JOIN JOIN subscriptions renew on a monthly or yearly basis: * **Monthly plans**: Our Standard and Advanced plans renew on the same date each month * **Yearly plans**: Enterprise plan is billed annually and cannot be changed mid-term {% hint style="success" %} At renewal, your active payment method is automatically charged — or invoiced, if bank transfer is enabled and active for your plan. {% endhint %} [See above](#updating-payment-methods) for how to update your active payment method, including which options you can manage yourself and which require support. You’ll receive email confirmations or reminders based on your payment status. {% hint style="warning" %} If you've already made a payment and receive a payment reminder, please disregard it. Our system may take a short time to update. For Enterprise customers or those with specific billing needs, please contact our support team. {% endhint %} *** ### Understanding subscription charges JOIN subscriptions are billed per job slot, per month, based on your selected plan and the number of active jobs included. Your monthly charge is based on: * Your current plan (Standard, Advanced, or Enterprise) * The number of job slots selected * Charges renew automatically on your renewal date, visible on the `Billing` page. **Plan and job slot changes** * When you increase or decrease job slots using `Update plan`, any applicable prorated charges or credits are calculated and shown before checkout. * Changes are reflected immediately in your plan summary section top-left once confirmed. * For Enterprise plans, some changes require manual processing, and billing adjustments are applied once confirmed by the JOIN team. **Taxes and VAT** * Taxes (including VAT) are calculated based on your billing address and tax ID, if provided. * VAT details appear directly on your invoice. * You can update your billing address or add additional tax IDs in Billing settings. * Any applicable taxes are shown during checkout and reflected on your invoice once the charge is completed. **Regional differences** * Available payment methods, taxes, and invoice details may vary depending on your country or region. * All applicable details are displayed during checkout and on your invoices. You can review and update your tax information at any time by going to the Stripe portal from your `Billing settings` section. [Read more](#updating-payment-methods) *** ### Failed payments and account restrictions If a payment cannot be completed, JOIN takes steps to notify you and allow time to resolve the issue. If an invoice remains unpaid for an extended period, your account access may be restricted. **Card and SEPA payments** * Stripe retries the payment automatically over a period of time * If payment remains unsuccessful, your account may be restricted **Invoice payments** * Payment reminders are sent before and after the due date * If invoices remain unpaid, your account will be locked **Account locked** We monitor unpaid invoices. If invoices remain unpaid for an extended period, your account access will be locked. * Job ads remain online * Candidates can still apply * Access to candidate data is temporarily blocked * Invoices can be paid, viewed, and downloaded directly from the account lock screen. {% hint style="danger" %} Please note that payments can take 5–7 business days to reflect. If you have paid and your account is still locked, send proof of payment and invoice details to . {% endhint %} *** ### Refunds JOIN does not issue automatic refunds for subscription changes, downgrades, or cancellations. If you believe a refund is applicable in your case, please contact our support team. Refund requests are reviewed individually and handled on a case-by-case basis. *** ### FAQ's
How do I change my billing info? Go to `Settings` → `Billing`, open Billing Settings, and select `Update information`.\ You can update your billing email, address, and tax details at any time.
How do I make a payment method the default? Go to `Settings` → `Billing`, open Billing Settings, and under Payment methods, click the three-dot menu next to the payment method and select *Use as default payment method.* The default payment method will be used for future charges.
Can I delete a payment method? Yes. Go to `Settings` → `Billing` → `Billing Settings` → `View`. Under `Payment methods`, click the three-dot menu and select `Delete`. You cannot delete the default payment method while you have an active paid plan.
Can I pay an open invoice with a different method? Yes. Open the invoice in Stripe and select an available payment method.
Does changing my payment method affect unpaid invoices? No. Changes generally apply only to future invoices (with a few exceptions noted above). To pay an open invoice using a different method, simply open the invoice and choose from the available payment options displayed.
What happens if a payment fails? JOIN follows different processes depending on your payment type: For Card / SEPA: * Stripe retries the payment multiple times over \~30 days * If still unpaid, your account may be frozen and subscription cancelled For Bank Transfer: * Email reminders are sent before and after the due date * If no payment is received, the invoice becomes overdue and may result in your account being frozen and your subscription getting cancelled {% hint style="danger" %} A frozen account can’t post jobs or use the benefits of a subscription plan. Reach out to our support team to resolve the issue quickly. {% endhint %}
Where can I view my invoices? Go to `Settings` → `Billing` and open Stripe portal from `Billing Settings`. Under `Invoice history`, you can: * View past invoices * Check invoice status * Download invoices and receipts * Search invoices by date or month
Can I request invoices if I can’t pay by card? If you need to pay via invoice or cannot use card payments, please [contact JOIN Support](mailto:contact@join.com) to discuss available options.
How long is my inventory valid after purchasing from the shop? For details about inventory validity, please refer to our [Terms and Conditions](https://help.join.com/legal-and-data-privacy/terms-and-conditions).
How long are my credits valid? For information about credit validity, please refer to our [Terms and Conditions](https://help.join.com/legal-and-data-privacy/terms-and-conditions).
What happens with VAT and reverse charge for CHF and non-CHF companies if the VAT number is (not) provided? VAT handling depends on the invoice currency and whether a valid VAT number was added to your account before the invoice was generated: **For invoices issued in CHF (Swiss currency):** * VAT is always shown on the invoice * If a valid VAT number was added before the invoice was generated (we recommend at least a few days in advance), VAT may be reclaimable * If not, VAT cannot be reclaimed **For invoices issued in non-CHF currencies:** * If a valid VAT number was added before the invoice was generated (we recommend at least a few days in advance), reverse charge applies and is shown on the invoice * If not, reverse charge does not apply and is not shown on the invoice Add a valid VAT ID before an invoice is generated. We recommend doing this several days in advance. If an issued invoice has incorrect VAT treatment, [contact JOIN Support](mailto:contact@join.com) to request a Finance review. Finance assesses each request individually. A correction, cancellation, refund, credit note, or reissue is not guaranteed. Include the invoice number, your JOIN account or company name, and a short explanation. Include your complete correct legal and billing details, including your VAT ID. First update the same details in the billing portal for future invoices.
# Subscription plans Learn how JOIN subscription plans work, including how to choose the right tier and job limit, upgrade or downgrade, manage billing, and understand job slots, active jobs, and limitations. JOIN offers a flexible subscription model designed to grow with your hiring needs — whether you’re managing a few open roles or scaling recruitment across multiple teams. This guide explains how JOIN subscriptions work, the types of plans available, and how to manage your job limit, upgrades, or cancellations. {% hint style="info" %} Only users with the `Admin` role at the company level can view and manage billing settings. View [Member management](/account-settings-and-billing/member-management) {% endhint %} All subscription management happens in the `Billing` section of your account. To access it, go to:\ `Settings` → `Billing` {% hint style="info" %} The `Billing` section is only visible after your account has been approved. If you're new to JOIN, please allow a short moment after account creation. {% endhint %} Each JOIN subscription has two core components: * **Tier:** Choose from `Standard`, `Advanced`, or `Enterprise` * **Job limit:** Decide how many `active jobs` (online + offline) you want to manage at the same time {% hint style="warning" %} You cannot mix tiers or split job limits across plans. For example, you cannot have 2 jobs in Standard and 3 in Advanced. You select one tier, and then choose your job limit within that tier. {% endhint %} *** ### Job slots, job limits and active jobs To manage your hiring, JOIN uses a simple concept: **job slots**. Here’s how it works:
TermWhat it means
Job slotA single slot that allows you to have one job active at a time.
Job limitThe total number of job slots you purchase.
Active jobsThe sum of all jobs that are either Online (published and visible to candidates) or Offline (not published but still accessible in your account).
{% hint style="info" %} Jobs in `Archived` status do not count towards your active job limit. {% endhint %} > Here's an example to understand this better: > > Let’s say you are on a plan with a job limit of 5. This means you can have a total of 5 active jobs at a time that are either online or offline. For example: 2 Online, 2 Offline, 1 Archived means that you still have 1 job slot left to publish another job. > > On the `Billing` page, your current usage is shown as “X/Y”, where: > > * The first number shows how many job slots are currently in use > * The second number shows your total allowed slots\ > E.g., `2/5` means you're using 2 job slots out of the 5 available. *** ### Subscription plans JOIN’s plans include: * **Standard** – For essential hiring needs * **Advanced** – For growing teams needing expanded features and integrations * **Enterprise** – For customised workflows, advanced integrations, and tailored support Each plan includes a defined number of [job slots](#user-content-fn-1)[^1], which determine how many active jobs you can have at the same time.
FeatureStandardAdvancedEnterprise
Active jobsUp to 15Up to 15Custom
UsersUnlimitedUnlimitedUnlimited
Multiposting✓✓✓
Automated messages✓✓✓
Interview scheduling✓✓✓
Pipeline management✓✓✓
Scorecards✓✓✓
Career page✓✓✓
Job widget✓✓✓
Chrome extension✓✓✓
AI job ad builder✓✓✓
Roles and permissions✓✓✓
Assessments✓✓✓
Talent Pool✓✓✓
Screening questionsPre-definedCustomCustom
SupportEmailChatChat
Spontaneous applications✓✓
Interviewer Pools✓✓
JOIN API✓✓
Candidate export✓✓
ATS integrations✓
Custom integrations✓
Custom pricing✓
*** ### Free Trial When you sign up as a new company, you will start with a 14-day free trial. During the trial, you can: * Publish up to 5 active jobs * Manage candidates in JOIN * Use your account without a paid subscription After the trial ends: * All active jobs are moved to `Archived` * Candidate management is no longer available * You still keep access to your account {% hint style="warning" %} To keep jobs online and continue managing candidates after the trial, [upgrade to a paid plan](https://join.com/settings/company/billing?source=companySettings) before the trial ends. {% endhint %} You only need to subscribe or provide payment details if you want to: * Post more jobs than allowed in the trial. * Access additional features by switching to a different tier. *** ### Upgrading subscription You can upgrade your subscription at any time (unless you’re on a legacy or yearly plan). Upgrades take effect immediately. #### Upgrade to buy more job slots 1. Go to `Settings` → `Billing`. 2. Click `Get more job slots`. 3. In the modal that appears, select your desired number of job slots. 4. Click `Proceed to checkout`. 5. Your new job slot limit applies immediately after successful payment, unless restricted by your payment method.
#### Upgrade to Advanced 1. Go to `Settings` → `Billing`. 2. Under the `Advanced` plan, click the `Choose Advanced` button 3. A modal window will open titled “Select number of jobs”. Use the dropdown menu to choose the total number of job slots you want. 4. Click `Proceed to checkout` to complete the upgrade in the Stripe portal.
{% hint style="info" %} If you're on our legacy pricing setup, to switch to the `Advanced` plan you must select at least 3 active jobs. {% endhint %} #### Upgrade to Enterprise To request an Enterprise plan: 1. Go to `Settings` → `Billing`. 2. Click `Contact us` under the `Enterprise` plan. 3. Fill out the form: * Preferred number of jobs * Preferred billing cycle (monthly or yearly) * Special requirements (e.g. ATS integrations, API usage) 4. Submit your request. Our team will contact you to discuss your requirements.
*** ### Downgrading subscription JOIN supports flexible downgrade options. Downgrading means losing access to certain features included in higher-tier plans. These will be clearly listed before you confirm the change. All downgrades are scheduled for the **end of your current billing cycle**. You can go to `Settings` → `Billing` and downgrade by : * Reducing your job limit * Switching to a lower tier * Cancelling your paid subscription {% hint style="success" %} You can cancel or adjust a scheduled downgrade anytime before the end of your billing period via the `See Details` option on the `Billing` page. {% endhint %} #### Downgrade from Advanced to Standard On the Billing page under “Available plans”: 1. Find the card for the 'Standard plan'. 2. Click `Downgrade to Standard` . 3. A modal window will open titled “Select number of jobs”. Use the dropdown menu to choose the total number of job slots you want. 4. Click `Continue` . 5. You will see a modal that alerts you about the features that you'll lose access to and mentions if any active jobs will be archived according to your new job limits. 6. Confirm the downgrade by clicking `Proceed to checkout`. You will remain on your current plan until the end of the billing period. All upcoming changes will appear in the top-left plan summary section.
#### Downgrade from Enterprise Downgrading from an Enterprise plan requires JOIN support because this plan is contract-based. {% hint style="warning" %} You can only downgrade from Enterprise if you have a requirement for less than 21 jobs as Standard and Advanced plans support only up to 20 jobs. {% endhint %} If you want to **downgrade to Standard**: * Click `Contact us` on the Standard plan card. * Follow the steps in the pop-up form and click `Submit` to send your request to our team. If you want to **downgrade to Advanced**: * Click `Contact us` on the Advanced plan card. * Follow the steps in the pop-up form and click `Submit` to send your request to our team.
{% hint style="warning" %} For monthly Enterprise plans, downgrades apply at the end of the current billing cycle. Yearly Enterprise plans can only be downgraded after the full term ends. {% endhint %} {% hint style="danger" %} If your current Enterprise job limit is, for example, 150, and you downgrade to 15 job slots in Standard, all active jobs above that limit will be archived automatically when the new plan activates. {% endhint %} *** ### Cancelling subscription If you are on a paid plan, you can cancel your subscription at any time from the `Billing` page. The cancellation flow depends on the type of customer and the plan you are on. 1. Go to `Settings` → `Billing` . 2. Go to the plan summary section on top-left and click `Cancel plan`. 3. You will see a cancellation modal listing all the features you will lose when the cancellation takes effect. This would include jobs that will be archived, paid features (e.g., advanced multi-posting, custom screening questions, ATS integrations, JOIN API, etc.), or any other plan-specific capabilities. 1. If you change your mind, click `Keep subscription`. 2. If you still wish to cancel, click `Continue`. 4. You will be asked to select a reason for cancelling. Provide the required information, then click `Submit cancellation` .
After you submit your cancellation, the `Plan summary` box on the top-left shows an information banner, that says: > Plan cancellation scheduled. **See details** You can view the details of your upcoming cancellation at any time by clicking `See details` in the cancellation banner. This opens a modal that shows: * `Scheduled on` – the exact date when your subscription will end * `Plan` – your current plan and what happens after cancellation * `Next payment` – the amount of your next payment, which is typically €0.00 once cancellation is scheduled From this modal, you can also: * Click `Undo cancellation` to keep your current subscription active, or * Click `Close` to leave the cancellation as scheduled
* Your plan will remain active until the shown end date. * Your `Plan Summary` box will update to show the cancellation status. * You may still undo the cancellation until the subscription end date by clicking `Undo cancellation` in the `Plan Summary` box. {% tabs %} {% tab title="For companies" %} If you decide to cancel your subscription: * All active jobs will be archived at the end of the billing period. * You will retain access to your account, but no free job slots will be available. * To post jobs again, you must subscribe to a paid plan with at least 1 active job. {% endtab %} {% tab title="For legacy accounts" %} If you cancel your paid plan: * Your subscription ends on the date shown. * Your account remains accessible after cancellation and you keep up to 2 active job slots for free. * All paid features are removed. {% endtab %} {% endtabs %} *** ### Undo scheduled downgrade After scheduling a downgrade, the `Billing` page will show a grey banner with the option to see more details about the scheduled changes to your plan. Click `See details` to view the a breakdown of: new plan and tier, change in number of job slots, new price, and when the downgrade will take effect. You can click `Undo changes` to cancel the downgrade before it is applied. All cancellations are scheduled to take effect at the end of your billing cycle. You’ll remain on your current plan and keep access to your job slots and features until then.
{% hint style="warning" %} You must cancel at least 1 day before renewal to prevent auto-renewal of your ongoing subscription plan. {% endhint %} While a cancellation is scheduled, you won’t be able to make any other changes to your subscription. To update your plan or job slots, you’ll first need to either wait for the cancellation to take effect or undo the cancellation to reverse it. *** ### FAQ's
What is an “active job”? Jobs with the status `Online` or `Offline` are considered active. * Online: Visible to candidates and posted on partner job boards * Offline: Hidden from applicants but still open for managing existing candidates * Archived: Closed roles that do not count toward your active job limit Read more: [Job statuses](/jobs/job-statuses)
Does my JOIN subscription continue if I'm not actively using it? Yes. Your JOIN subscription remains active and continues billing, regardless of usage. Your plan is based on your job slot limit and tier, not on actual job activity. This includes: * Having no published jobs * Setting all jobs to `Offline` * No active candidates or applications Example: If you're subscribed to 5 job slots but all jobs are `Offline`, your subscription still runs unless you downgrade or cancel it.
Can I pause my subscription if I’m not hiring? No. JOIN subscriptions continue running unless cancelled. You can downgrade or cancel anytime from via `Settings` → `Billing`.
Can I downgrade and change my job limit at the same time? Yes. * On `Standard` and `Advanced` plans, you can change your job limit while downgrading by using the `Update plan` button. In the same flow, you can increase or decrease the number of job slots for your new plan. * If you are on an `Enterprise` plan and want to downgrade to `Standard` or `Advanced`, you must click `Contact us` on the target plan card and tell us how many job slots you would like to have after the downgrade. * If you only want to change the number of job slots on `Enterprise`, click `Add job slots` in the plan summary box to increase your limit. To reduce your number of job slots on `Enterprise`, you need to contact JOIN Support. When you submit a plan change request, ou
Can I subscribe to different job limits in different tiers? No. You can only choose one plan and job limit at a time. Mixing (e.g., 2 active jobs on Standard + 2 active jobs on Advanced) is not possible.
What happens to my premium job ad if I downgrade/cancel? Your premium job ad will go offline once your trial or subscription ends unless a valid job slot is active. Always ensure your plan includes enough job slots to keep all your premium job campaigns live.
Can I change my Enterprise plan during the term? For monthly billing: Yes, you can make changes to the plan anytime and the changes will reflect at the end of the billing cycle.\ For yearly billing: Changes only possible after 12 months.\ For job limit decreases: Contact JOIN Support or your account manager.
How is my subscription billed and where can I find payment rules? JOIN subscriptions are billed monthly or yearly, depending on your chosen plan. For full details on billing methods, invoices, and overdue payment rules, please refer to the [Payment & Billing](/account-settings-and-billing/payment-and-billing)\ article.
Can JOIN pricing vary between accounts? Yes. JOIN pricing may differ based on: * Promotions * Loyalty discounts * Account type or usage volume `Enterprise` plans always have custom pricing. To check your current rates, go to `Settings` → `Billing` in your account.
What if I'm on a legacy plan? A legacy plan is a subscription that is no longer available in JOIN's current pricing or plan structure. These plans may have been set up under previous terms or rates and are now being phased out. If you're on a legacy plan (e.g., `Advanced (Legacy)` or an Enterprise plan that shows the message *“Your plan is no longer available and will be cancelled”*), you’ll also see an expiry date for your current plan. Here’s what this means: * You can still cancel or manage your subscription until the plan ends * Upgrades or job slot changes must be scheduled for the next billing cycle, unless coordinated with our support team * You can switch to a new plan tier anytime — just click `Choose [New Plan]` in the `Billing` tab and follow the steps to update your subscription {% hint style="warning" %} If no action is taken before the cancellation date, your legacy plan will be terminated automatically. {% endhint %}
[^1]: A job slot allows one active job posting. When you archive or close a job, the slot becomes available again. [^2]: Read more: [Organic Multiposting](/promoting-jobs/organic-multiposting#types-of-multiposting) # Member management This guide walks you through how to manage your hiring team and assign them the right roles to collaborate during hiring. In JOIN, managing your team is simple and flexible—allowing you to invite unlimited team members, assign the right permissions, and organise job-specific responsibilities. This guide walks you through how to manage your hiring team from the `Team` section in your `Settings` tab.
*** ### Company roles When inviting or editing a user, you must assign a `Company role` that defines their overall access level: * **System Admin:** Full access to all features, settings, and job visibility * **Standard**: Can create jobs, access the store, and manage limited settings * **Limited**: View-only access to specific data
FeatureSystem AdminStandardLimited
Jobs
View all jobs:check::xmark::xmark:
Create jobs:check::check::xmark:
Candidates
Delete candidates:check::xmark::xmark:
Export applications:check::xmark::xmark:
Talent Pool
View talent pool:check::check::check:
Add candidates:check::check::check:
Remove candidates:check::check::check:
Team management
Manage team members:check::xmark::xmark:
Settings
Update company details:check::check::xmark:
Delete company:check::xmark::xmark:
Manage locations:check::check::xmark:
Manage pipeline templates:check::check::xmark:
Manage scorecard templates:check::check::xmark:
Manage billing and subscription:check::xmark::xmark:
Manage integrations:check::xmark::xmark:
Manage job widget:check::xmark::xmark:
Access JOIN API:check::xmark::xmark:
Store
Purchase products:check::check::xmark:
Manage inventory:check::check::xmark:
View bookings:check::check::xmark:
Chrome Extension
Access extension:check::check::xmark:
*** ### Job roles * **Reviewer**: Can view the job and candidates, submit scorecards, and review applications. * **Hiring Manager**: Can do everything a Reviewer can, plus edit the job ad, assign candidates, and make hiring decisions. * **Job Admin**: Has full access to the job, candidates, and hiring team. This includes deleting applications and managing job visibility.
FeatureReviewerHiring ManagerJob Admin
View job:check::check::check:
Edit job:xmark::check::check:
Edit job status:xmark::xmark::check:
View candidates:check::check::check:
Assign candidates to jobs:xmark::check::check:
Manually import candidates to job:xmark::check::check:
Update applications' pipeline stage:xmark::check::check:
View candidates' scorecards:check::check::check:
Submit candidates' scorecards:check::check::check:
Reject applications:xmark::check::check:
Delete applications:xmark::xmark::check:
Manage hiring team members:xmark::xmark::check:
To learn more about permissions, click `? Roles & Permissions` in the top-right corner of the `Team` section. {% hint style="info" %} Only users with the `System Admin` company role can access and manage this section. {% endhint %} *** ### Inviting new team members `System Admins` can invite new colleagues to JOIN at any time, with no limit on the number of users. To invite a team member: 1. Go to the `Settings` tab 2. Select `Team` from the sidebar menu Here, you’ll find two tabs: * `Members`: Lists all active team members * `Invites`: Shows pending invitations that haven’t been accepted yet 3. In the `Team` section, click the `Invite team member` button 4. Enter one or more work-related email addresses (comma-separated) * Private email domains (e.g. Gmail, Hotmail) are not accepted * If an email turns red, hover over it to see why—it may already be in use or linked to a candidate account 5. Select a `Company role` from the dropdown (`Standard`, `Limited`, or `System Admin`) 6. Click `Continue` 7. If you selected `Standard` or `Limited`, assign jobs and job-specific roles—or click `Select all jobs` 8. Click `Send invite` {% hint style="warning" %} A user email address can only be used in one JOIN company account at a time. If already registered elsewhere, it must be removed from the other account before being invited again. {% endhint %} Once invited, the user will receive an invitation email prompting them to create a recruiter account. After verification, their name will move from the `Invites` tab to the `Members` tab. {% hint style="info" %} You can invite users from domains not currently associated with your company. A domain warning under the email won’t block the invite unless the email turns red. {% endhint %} *** ### Managing invites Under the `Invites` tab, you can manage all pending invitations. To manage an invite: * Click the overflow menu (three dots) next to the invitee’s name * Select `Cancel invitation` to revoke it * Select `Resend invite` if the email wasn’t received If the resend option is greyed out or unresponsive, try refreshing the page. If the issue persists, contact support. You can also: * Change the invitee’s `Company role` * Assign or update job access and job-specific roles before the user accepts the invite {% hint style="warning" %} If the invitation email isn’t received, check spam/junk folders. If it’s still missing, your email firewall or DNS settings may be blocking it. Contact your IT team or JOIN's support team for assistance. {% endhint %} *** ### Assigning jobs and job roles Assigning a team member to a job lets them participate in the hiring process. This works differently based on their company role: * `Standard` and `Limited` users must be explicitly assigned to specific jobs * `System Admins` can access all jobs by default, regardless of assignment However, only users assigned to a job will receive email notifications about applications. To assign or manage jobs: 1. Click the job count under the `Jobs` column (e.g. `2 jobs`, `Assign jobs`) 2. To assign more jobs, click `+ Assign` and select jobs from the dropdown 3. Assign a job-specific role for each job: * `Reviewer`: Can review and evaluate candidates * `Hiring Manager`: Can edit job details and make hiring decisions * `Job Admin`: Full control over the job ad, candidates, and hiring team 4. Click `Assign` to save changes {% hint style="info" %} System Admins must be explicitly assigned to a job to receive related email notifications. {% endhint %} *** ### Removing users from jobs There are two ways to remove a team member from a job: * From the `Team` section: * Click the job count next to their name * Click the assigned job role, then select `Remove` * From the `Jobs` tab: * Open the job card's overflow menu, click `Edit` * Scroll to the hiring team and remove the user If the user is currently the contact person for a job, a warning will appear before removal. You can either assign a replacement immediately or update this later by editing the job ad. *** ### Editing or removing team members To remove a team member: 1. Go to `Settings` > `Team`. 2. Click the delete icon :trash-can: next to the user's name. 3. Confirm the removal. You’ll be prompted to assign a replacement if the user is listed as a contact person for any job. You cannot: * Remove yourself from the team * Remove the account owner (both actions will have a greyed-out bin icon) Removed users can be re-invited at any time. *** ### Understanding user details In the `Members` tab, you can see key information for each user: * Name and email address * Last active time (e.g. “2 days ago”) * Company role (editable via dropdown) * Assigned jobs and their job-specific roles Names displayed here are based on each [user's profile settings](https://join.com/settings/user/profile). *** ### Contact person and job notifications To assign a contact person for a job: 1. Go to the `Jobs` tab 2. Click the overflow menu on a job card and select `Edit` 3. Scroll to the `Contact person` section and select a team member The selected contact person will: * Appear on the job ad as the point of contact * Receive email notifications when new applications are submitted *** ### Managing account ownership You can recognise the account owner by a greyed-out delete icon :trash-can: in the `Team` section. This implies that you cannot remove account owners from the account. Only JOIN support can transfer ownership to another user. To request this: 1. Ensure another user is already added to your account 2. Contact JOIN support via your account or by email: *** ### FAQs
Why can’t I delete a member from the team? If nothing happens when you try to delete a member, it’s likely because the user you’re trying to delete is the only system admin in your account. For example: * `user@example.com` is the owner, but a standard user. * `systemadmin@example.com` is the only system admin. You cannot delete the only system admin. To remove the member, first give the owner or another user system admin rights, then you’ll be able to delete the other account.
Can I add and manage multiple users in my account? Yes, there is no limit to the number of users you can invite to your account. We believe that hiring is a team sport, so when more users have access, decisions can be made faster. Use [Teams](https://join.com/settings/company/users) to control access to jobs and features so each user sees only what is relevant.
How does team collaboration work in JOIN? By utilising tags, comments, and scorecards, you can easily share candidate profiles and evaluations with your team. Additionally, the assessment rating feature promotes collaborative decision-making. Our goal is to simplify recruiting and maximise your team's efficiency.
# Locations This article explains how locations work, why they matter, and how to add, edit, or delete them. Locations are more than just addresses—they help ensure your jobs are properly distributed and displayed on relevant location-specific job boards. Here's how adding locations to your account can help: * Pre-fill job creation forms with location data, saving you time * Help candidates understand where the job is based—even for remote or hybrid roles * Increase visibility on job boards, many of which require precise city and country details {% hint style="warning" %} Each job can be linked to **one** location, and you can manage **unlimited** locations in your account. {% endhint %} {% hint style="info" %} Even fully remote jobs benefit from having a location linked. Some job boards require a country or postal code, which JOIN pulls from the default location if no other is set. {% endhint %} *** ### Add a new location You can add locations in two places: via `Settings` or directly within the `Job editor`. #### From `Settings` 1. Go to the `Settings` tab 2. Click `Locations` 3. Click the `Add location` button in the top right 4. Fill out the form: * `City` and `Country` are required * `Street name`, `House number`, and `Postal code` are optional but recommended * Add a name in `Location name` to help distinguish it 5. Use the `Default location` toggle if you'd like this to be selected automatically when creating jobs 6. Click `Save changes` {% hint style="info" %} JOIN does not allow more than one location per city. If you try to enter a city already used, you’ll receive an error. {% endhint %} #### From the job editor 1. Create or edit a job 2. In the `Additional information` section, click `Add location` next to the `Location` dropdown 3. Fill out the form as described above 4. Click `Add location` The new location will be automatically assigned to the job you're editing. *** ### Set a default location The default location is automatically selected when creating new on-site or hybrid jobs. To set or change it: 1. Go to `Settings` > `Locations` 2. Click `Edit location` on the relevant location card 3. Toggle on `Default location` 4. Click `Save changes` {% hint style="info" %} Even for remote jobs set as `Remote from anywhere`, JOIN may still need to send a country to job boards. In these cases, the default location’s country is used. {% endhint %} *** ### Edit a location 1. Go to `Settings` > `Locations` 2. Click `Edit location` on the location card you wish to update 3. Make your changes and click `Save changes` Changes take effect immediately in JOIN and on your career page. Job boards may take up to **24 hours** to reflect the updates. *** ### Delete a location 1. Go to `Settings` > `Locations` 2. Click the bin icon on the location you want to remove If the location is assigned to jobs: 3. A popup will appear asking you to select a replacement location from a dropdown 4. Select a replacement location 5. Click `Remove location` JOIN will reassign all jobs to the selected replacement and then delete the original location. {% hint style="warning" %} You cannot delete a location that’s currently in use unless you reassign all jobs to a different location. You also cannot delete a location that’s set as the default location — assign a different default first. {% endhint %} *** ### Assign a location to a job You can assign a location during job creation or editing: 1. Go to the `Additional information` section in the job editor 2. In the `Location` dropdown, choose from existing locations 3. If needed, click `Add location` to create a new one directly from this view Location assignment rules by job type: | Job type | Location requirement | | ------------------------- | -------------------------------------------------------------- | | On-site | Location is required | | Hybrid | Location is required | | Remote (specific country) | Choose from countries of existing locations | | Remote (from anywhere) | No location required, but a country may be pulled from default | {% hint style="info" %} A job can only be assigned **one location**. To list a job in multiple locations, create separate job ads for each. {% endhint %} *** ### View and manage locations Each location card shows: * Name and address * Job count (top right corner of the card) * Buttons to `Edit location` or delete it Other tools: * Use the `Per page` dropdown at the bottom to display up to 100 locations at once * Locations with assigned jobs will appear on your **career page**, including job counts To preview this: 1. Go to `Settings` > `Career page` 2. Click `Preview` 3. Scroll down to see all locations and associated job counts *** ### FAQs
Can I manage multiple companies or locations in one account? Yes, you can create a JOIN account for your company's main location and then add additional locations to the same JOIN account. This can be done by creating additional locations in `Settings` → [`Locations`](https://join.com/settings/company/offices) and assign them to jobs. However, creating an agency-like structure with multiple companies under one account is not possible at the moment. Each company can have one JOIN account, but adding more companies under a single holding is not supported yet.
# Account deletion This article explains how to permanently delete your JOIN company account, what happens to your data, and important steps to take before and after deletion. Deleting your JOIN account is a permanent action and cannot be undone. Once deleted, all company-related data will be permanently removed from JOIN, including: * All candidate applications * All job ads, both active and archived * Any active premium bookings and subscriptions * Any remaining JOIN credits or inventory * All job analytics and SEO ranking progress This action also immediately cancels any active subscriptions. Please note that any unused time in your current billing cycle will be forfeited and is not refundable. {% hint style="danger" %} If you think you might return to JOIN or want to retain your data, consider pausing your account instead of deleting it. See below for more details. {% endhint %} *** ### Temporarily hide your company profile If you're unsure about deleting your account, you can temporarily pause it instead. This allows you to hide your company profile and go offline while preserving your data and account setup. When you pause your account: * All job ads are archived, not deleted, and can be restored later * Candidate and application data remain accessible * Active premium bookings are lost, but your inventory remains intact * Your career site and job listings are hidden from users, search engines, and job boards To pause your account: 1. Go to `Settings` > `Career page` 2. In the top-right corner under `Profile visibility`, use the toggle switch to set your company profile to offline 3. Click `Save changes` to apply the update {% hint style="success" %} You can return and set your profile back online at any time. This will restore visibility to your job ads and career page. {% endhint %}
*** ### Deleting company account {% hint style="info" %} Only users with the `System Admin` role can delete the company account. {% endhint %} To start the deletion process: 1. Go to `Settings` > `Company details` 2. Scroll to the `Account deletion` section 3. Click `Show more` to reveal the `Delete Your JOIN Account` button 4. Click `Delete Your JOIN Account` 5. A confirmation pop-up will appear showing: * The number of candidate applications tied to your jobs * A list of jobs with active applications * A reminder that this action is permanent and irreversible 6. Review the information and click `Delete Account` to confirm
{% hint style="danger" %} This action is permanent and cannot be undone after the grace period. All job ads, applications, credits, and subscriptions will be permanently deleted. {% endhint %} After you confirm the deletion request, your account enters a 7-day grace period. During this time, you can contact JOIN Support to reverse the deletion if needed. After the grace period, your account and all associated data are permanently deleted. Final backup data is fully erased within 60 days. After the 7-day grace period, the deletion is final. If you wish to return to JOIN later, you can create a new account. Email addresses used in the deleted account become available again and can be reused for a new registration. *** ### FAQ's
Why can't I see the delete button or delete my account? If you're unable to see the delete option or nothing happens when you click it, try the following: * Make sure you have the `System Admin` role in your company account * Go to `Settings` > `Billing` and click `View` to check for any unpaid invoices The company account can only be deleted once all open invoices are fully settled.
What happens after I delete my account? * All job ads are taken offline immediately. It may take up to **48 hours** for them to disappear from external job platforms * Candidate applications are permanently deleted and removed from dashboards * All premium bookings, JOIN credits, and subscriptions are cancelled * Your account enters a **7-day grace period** during which you can contact JOIN Support to reverse the deletion * After 7 days, all associated data is permanently deleted. Backup data is fully erased within **60 days**
Can I remove just one team member instead of deleting the account? Yes. If your goal is to remove a specific person from the team, there's no need to delete the entire company account. To remove a team member: 1. Go to `Settings` > `Team` 2. Find the relevant team member 3. Click the bin icon :trash-can: to remove them {% hint style="warning" %} If the bin icon is greyed out, hover over it to see why the action isn't possible (e.g. you're trying to remove yourself or the account owner). {% endhint %}

# Profile customisation Learn how to customise your company profile and career page to showcase your brand, attract top talent, and boost visibility. Your JOIN profile and career page are key tools to showcase your company to potential candidates. By customising your profile, you strengthen your employer brand, attract more applicants, and make the hiring process easier. Companies using the JOIN career page or the JOIN job widget have seen 30% more applications and 40% less manual workload for updating openings and managing applications. A complete and visually appealing profile helps you stand out, improve search visibility for your jobs, and attract the right candidates faster. Remeber to: * Keep your company description unique and keyword-rich to boost SEO ranking. * Refresh your benefits and values regularly to reflect what matters most to your team. * Use authentic photos of your office and employees—candidates value transparency. *** ### Company details The first step to profile customisation is setting up your company details. 1. Go to `Settings` in the sidebar menu. 2. Select `Company details`. 3. Update the following information: * **Company logo**: Upload a logo with a minimum size of 224x224px so it displays correctly across all devices. * **Company name and website**: These appear in your job ads and give candidates direct access to your site. * **Number of employees and industry**: Helps candidates understand your company size and sector. * **About your company and mission**: Write a unique description (200–400 words recommended) to improve visibility in search engines and provide a compelling introduction. * **Benefits and values**: Choose from a list to highlight what makes your workplace attractive (e.g. remote work, training, diversity). 4. Once finished, click `Save changes`. *** ### Career page Your JOIN career page is autogenerated and always up to date with your company details and open positions. This page can be shared directly or linked to your company website as an additional application channel. 1. In `Settings`, select `Career page`. 2. Customise the following: * **Image gallery**: Add office or team photos to make your company culture visible. Companies that add images typically see higher engagement and more applications. * **Videos**: Embed YouTube videos to showcase your workplace. * **Visibility options**: Enable `Spontaneous application` to allow candidates to express interest even if no suitable job is listed. You can also link an email template to handle these applications efficiently. [Read more](/candidates-and-applications/spontaneous-applications) :square-arrow-up-right: 3. Use the `Preview` button in the top right to see your career page in a new tab. *** ### Job Widget The JOIN Job Widget is a powerful tool to keep your website’s career section automatically updated. It displays your active jobs from JOIN directly on your site, saving time and ensuring your listings are always current. You can access it under `Settings` > `Job Widget`. There you will find three tabs: `Settings`, `Design`, and `Included jobs`. #### Settings tab In the `Settings` tab you can: * Enable filters for `Category`, `Location`, and `Employment type` * Select the widget interface language * Decide how many jobs are shown per page * Choose what details are displayed on job cards (logo, location, employment type, category) Use the toggle switches to enable or disable each option. #### Design tab In the `Design` tab you can adjust the look of your widget to match your website. Options include: * Background colour * Filter borders * Pagination style * Job card styles such as background, border, shadow, and text colours Click `Preview design options` to check your changes at any time. #### Included jobs tab The `Included jobs` tab allows you to preselect which jobs appear in the widget. You can filter by: * Category * Location * Employment type This ensures that only the roles you want to highlight are shown on your website. #### Adding the Job Widget to your website Once you have finished customising, embed the widget into your website: 1. Go to `Settings` > `Job Widget`. 2. Copy the code snippet from the `Embed code` box. 3. Paste it into your website’s CMS in the desired location (e.g. a career page section). 4. Make sure to paste the snippet in **source code mode** without deleting existing content. 5. Save and refresh your website. Your new job listings will appear instantly. The widget automatically synchronises with JOIN, so your career page always displays your latest openings without extra work. *** ### FAQs
How can I customise my employer profile? You can personalise your profile (name, position, phone number, email, preferred language) and tailor notification preferences. 1. Click your name at the bottom of the sidebar menu. 2. Select `User settings`. 3. Update your details and choose your notifications.
How can I change my password? You can change your password at any time from your profile settings. 1. Click your name at the bottom of the sidebar menu. 2. Select `User settings` 3. Go to the `Profile` section 4. Click the `Change password` button 5. Enter your current password and your new password in the pop‑up window 6. Click `Set new password` to confirm You will receive an email with a verification link to create a new password.
{% hint style="info" %} For security reasons, you cannot change the email address you use to sign in to your JOIN account. The login email is fixed once your account is created. {% endhint %}
How can I create a career page with JOIN? Follow these steps to build and publish your career page. 1. Open `Settings` in the sidebar menu, then go to `Company details` 2. Upload your logo (minimum 224 × 224 px), enter your company name and website, set employee count and industry 3. Add a detailed company description (200–400 words recommended for SEO) and highlight benefits and values 4. Add images and videos in your gallery to showcase your team and workplace 5. Click `Save` 6. Preview your page via `Settings` → `Career page` → `Preview`. The link is available there for sharing 7. Share the link on social channels, email, or embed with the job widget on your website **Key benefits** * Stronger employer brand and higher application rates * Automatic syncing of open roles * SEO-friendly content with media support
Can I customise my hiring process? Yes, JOIN allows you to fully customise your hiring process to match your company’s specific needs. You can create custom stages for your hiring pipeline, set up personalised workflows for candidate review, and define specific criteria for evaluating applicants. Additionally, you can tailor your interview process, set up automated notifications, and adjust candidate communications to ensure a smooth, efficient, and branded recruitment experience. JOIN’s flexibility helps you design a process that aligns with your company’s culture and recruitment goals.
# Notification preferences This article explains how you can manage your notification settings in JOIN (email and in-app) to stay informed about product activity, candidate updates, and other relevant topics. Notifications in JOIN are alerts that help you and your hiring team stay up to date. You can receive notifications via email and in-app popups, and access all your notifications through a centralised hub in your sidebar. These notifications are designed to help you stay informed about updates and activity related to your hiring process, including: * Actions taken within the product (e.g. job updates, new applications, team activity) * Updates about new features or improvements * Guidance and offers to support your hiring journey You can choose to receive or stop receiving these email notifications by turning them on or off in your personal settings. {% hint style="warning" %} Notifications trigger only if the user: * Has access to the job * Is assigned to the job (part of the `Hiring team`) `System Admins` can access all jobs, but won’t receive job-related notifications unless they’re assigned to the job. {% endhint %} *** ### Notification channels You can choose how you receive notifications through two channels: * **In-app**: Notifications appear in the `Notifications` tab in your sidebar and as pop-up alerts while you're working in JOIN. These help you stay informed without leaving your current workflow. * **Email:** Notifications are sent directly to your email inbox. These emails include all the details you need and direct links to take action in JOIN. For each activity, you can select whether you want to receive notifications via in-app, email, both, or neither by using the checkboxes in your notification preferences. {% hint style="info" %} Notifications are user-specific. Each team member can customise their own preferences. You cannot set notifications at a company account level. Go to `User settings` to change your notifications. {% endhint %} *** ### Navigating the Notifications tab The `Notifications` tab in the sidebar opens a window, where you can review updates, stay in sync with activity from your team members, and take quick actions. {% hint style="info" %} You might see a red dot on the bell icon :bell: next to `Notifications`. This means you have new, unread notifications. You will also see a number badge that shows how many unread notifications are waiting for your review. {% endhint %} The notifications window helps you: * Stay updated on activity in your account since your last visit * Take action quickly by clicking on any notification (you’ll be taken to the relevant area) * See changes made by your teammates—like a candidate being added to the talent pool or moved to another stage What you can do in the notifications window: * Open notifications: Click any notification to jump directly to that area of the product—like viewing a job that was just published. * Switch views: Use the dropdown at the top to toggle between `All` and `Unread` notifications. * Mark notifications as read or unread: * Mark as read: Hover over a notification and click the `Mark as read` icon. This will remove the red dot and move that particular notification out of your `Unread` view. * Mark as unread: Hover over a read notification and click the `Mark as unread` icon. This is helpful if you want to revisit the update later.
* Bulk actions: Click the three-dot menu in the top-right for: * `Mark all as read` : to remove all red dots in one go * `Manage notifications` : this will take you to your `User settings` → `Notifications` to adjust your preferences {% hint style="success" %} Job and candidate notifications are tied to your individual account and the jobs you’re assigned to. You’ll only be notified if a teammate takes action on a job where you are part of the `Hiring team`. {% endhint %} > Here are some examples of how your in-app notifications could look: > > * *Teammate-1 moved Candidate-1 to the ‘Interview’ stage.* > * *Teammate-2 added Candidate-2 to the talent pool.* > * *Teammate-1 published a job: Marketing Manager.* > * *Your premium job booking for “Sales Executive” has expired.* *** ### Managing preferences You can manage your notification preferences from two places: #### From the notification centre 1. Click on the `Notifications` tab in your sidebar 2. Click on the three-dot menu on the top-right of the notification window 3. From the menu that opens, click `Manage notifications` This will take you to the notification settings page where you can update your preferences.
#### From User settings 1. Click your profile icon at the bottom of the left menu 2. Go to `User settings` 3. Click on `Notifications` from the sidebar This will take you to the notification settings page where you can update your preferences.
*** ### Setting notification preferences On the Notifications page, you'll see three main topics: Jobs, Candidates, and Digests. Under each topic, you'll find different activities with checkboxes for In-app and Email channels.
To customise your notifications: 1. For each activity, check the boxes for your preferred channels: * Check `In-app` if you want to receive notifications as popup alerts * Check `Email` if you want to receive notifications via email You can select both, one, or neither depending on your preferences 2. For digest summaries, check the boxes for the types of activity you want included (New applications and/or Rejected applications), then choose your preferred frequency (daily or weekly) and time from the dropdown menus **Managing digest notifications** 1. Go to `User settings` → `Notifications` 2. In the `Digest` section, select which activity types to include: * New applications * Rejected applications 3. Choose how frequently you want to receive this email * `Daily` : A summary of activity from the previous day * `Every Monday` : A summary of activity from the previous week 4. Select your preferred delivery time. Digest emails can be scheduled between 9:00 AM and 6:00 PM, so they arrive during working hours. {% hint style="info" %} Our recommendation for when to use daily vs weekly digest * Daily digests are recommended if you want to plan your day around incoming applications, review candidates regularly, or take action quickly on a day-to-day basis. * Weekly digests are better if you log in to JOIN frequently and don’t need a daily email summary, or if you prefer a broader overview without daily notifications in your inbox. {% endhint %}
{% hint style="warning" %} Digest emails will only include information about topics you’re subscribed to. For example: * If you’re subscribed only to new applications, the digest will show applications received but not rejections * If you’re subscribed only to rejected applications, only rejections will appear * If you’re subscribed to both, both will be included {% endhint %} *** ### Actions you get notified about Your notification preferences control **what** you’re notified about. Your job assignment controls **which jobs** you’re notified about. #### Start receiving notifications for one job 1. Go to `Jobs` and open the job. 2. Click `...` → `Edit`. 3. Go to `Hiring team`. 4. Add yourself to the hiring team. Or ask a `Job Admin` to add you. Once you’re assigned, job and candidate activity for that job can trigger emails, in-app notifications, and digests (based on your preferences). #### Receive notifications for all jobs (bulk assign) If you want notifications and digests for every job, assign yourself to all jobs: 1. Go to `Settings` → `Team`. 2. Find your user. 3. Click the `Jobs` count. This opens the assignment modal. 4. Click `+ Assign`. 5. Select the jobs from the dropdown. 6. Click `Assign` to confirm. For more details on job assignments and roles, see [Member management](/account-settings-and-billing/member-management). {% hint style="warning" %} System Admins have access to all jobs, but need to be assigned to specific jobs to receive related notifications. {% endhint %} *** ### Types of notifications #### Jobs Job notifications keep you informed about activities related to job postings and management: * **New job published**\ Receive a notification when a new job is published by another team member. The notification includes the job title, name of the colleague who published the job, and a direct link to view the job. * **Job status changed to online, offline or archived**\ Get notified when a job's status is changed by another team member — whether it goes online, offline, or is archived. The notification includes the job details and who made the change.\ [Read more about the different job statuses](/jobs/job-statuses) * **Invited to collaborate on jobs**\ Get an alert when you're invited to the hiring team of a job (or multiple jobs). This notification helps you stay informed about new collaboration opportunities and ensures you don't miss job assignment invitations from your team members. * **Premium job booking published**\ Sent when a premium job ad booking is successfully published on a job board for a job you’re assigned to. The notification confirms that your order has been fulfilled and the promotion is now live. * **Premium job booking expired**\ Sent when a premium job ad booking reaches the end of its scheduled run and is no longer active. This helps you keep track of expired promotions and decide whether to extend or rebook the ad. #### Candidates Candidate notifications help you stay updated on all candidate-related activity: * **New applications**\ Get notified when someone applies to a job you’re assigned to (part of the `Hiring team`). The notification contains the candidate's name, the role they applied for, and a direct link to view their profile. * **Application moved to a new stage in pipeline**\ Receive notifications when a candidate's application is moved to a different stage in your hiring [pipeline](/candidates-and-applications/pipeline-management#managing-a-pipeline). This helps you track candidate progress and ensures you're aware of status changes made by team members. * **Mentioned in a note**\ Get notified when someone mentions you in a note for a candidate. The notification shows who mentioned you, and which candidate the note is about. This helps you stay in the loop on important discussions and collaboration. * **New reply to a note**\ Receive notifications when someone replies to a note thread you're participating in. This keeps you updated on ongoing conversations about candidates and ensures you don't miss follow-up discussions. * **New scorecard submitted**\ Be alerted when a team member submits a scorecard for a candidate. The notification includes who submitted the scorecard and which candidate it's for, helping you track evaluation progress. * **Candidate added to talent pool**\ Get notified when a candidate is added to your talent pool. This helps you stay informed about potential candidates being saved for future opportunities. * **Candidate marked as hired**\ Receive notifications when a candidate is marked as hired for a position. This helps you track successful placements and celebrate hiring wins with your team. * **Application deleted or withdrawn**\ Get notified when an application is deleted or when a candidate withdraws their application. This keeps you informed about changes in your application pool. * **Candidate data deleted**\ Be alerted when candidate data is deleted by a recruiter or when a data deletion is requested by a candidate. This helps you stay aware of data management activities. #### Digests Digest emails provide a consolidated summary of application activity across the jobs you’re assigned to. Instead of getting individual emails for every application received or rejected, digests group activity into a single email sent at a scheduled time. **Reading your digest email**
Each digest email is divided into two main sections: an overall summary and job-level updates. 1\. Summary overview At the top of the email, you’ll see a section titled ‘Your update in numbers’. This gives you a high-level overview of activity across all jobs you’re assigned to, including: * Total number of online jobs * Total number of offline jobs * Total applications received since the last digest * Total applications rejected since the last digest These numbers always reflect overall activity, even if individual job details are not shown further down in the email. 2\. Job-level updates Below the summary, the email lists job-level activity in a section called ‘Popular job updates’. * A maximum of five jobs are shown in this section * Jobs are selected based on where the most activity occurred during the past day or week * Each job card includes: * Job title and location * Job status badge (online or offline) * Applications received (with candidate names) * Applications rejected (with candidate names) * A ‘View’ button linking directly to that job’s applications {% hint style="warning" %} If you’re assigned to more than five jobs, only the five with the highest activity will appear here. Jobs with no activity during the selected period are not shown. {% endhint %} *** ### Other email notifications Product updates, marketing emails, onboarding emails, guidance on how to use JOIN more efficiently, and other similar communications are not managed from within the JOIN product. These email preferences are managed directly from the emails themselves. * **Product launches & updates**\ Be the first to know about changes in JOIN that affect your hiring workflow — from new features to improvements and important announcements. * **JOIN offers & specials**\ Receive limited-time offers on JOIN subscriptions or special promotions on premium products from the Store. * **Events & webinars**\ Stay informed about upcoming JOIN-hosted events and educational webinars. Topics often include best practices, hiring tips, platform walkthroughs, and sessions with partner job boards. * **Onboarding emails**\ A series of expert tips and feature overviews sent after you sign up. These help you understand JOIN’s features and how to use them effectively. To manage your preferences for these emails: * Look for the unsubscribe or preference management links in the footer of any marketing, product update, or guidance email you receive * Click on these links to be taken to a preference centre where you can choose which types of emails you'd like to receive These preferences are managed outside of JOIN's in-product notification settings to give you more control over your marketing and informational communications. {% hint style="info" %} Consider staying subscribed to product emails, so you don’t miss workflow changes. {% endhint %} *** ### FAQs
How do I stop getting notifications? You can stop notifications by turning them off in your personal account settings. To disable notifications in JOIN: 1. Click your profile icon at the bottom of the left menu and open `User settings`. 2. Go to the `Notifications` tab. 3. Uncheck the In-app and/or Email checkboxes for the notification types you don't want to receive. You can also unsubscribe from specific emails using the unsubscribe link in the footer, though essential system emails (like subscription changes, etc.) can't be turned off.
I'm not receiving any notifications - what should I do? 1. Make sure you’re assigned to the job(s) you want updates for (part of the job’s `Hiring team`). If you’re a `System Admin`, job access alone is not enough. 2. Click your profile icon at the bottom of the left menu and open `User settings`. 3. Go to the `Notifications` tab. 4. Confirm that the In-app and/or Email checkboxes are checked for the notification types you want to receive. 5. Check your spam/junk folder and email routing rules if you're expecting email notifications. 6. Make sure you're checking both your email inbox and the `Notifications` tab for in-app notifications.
I'm a System Admin. Why am I not receiving notifications for all jobs? `System Admin` access gives you visibility into all jobs. Notifications and digests are sent only for jobs you’re assigned to (part of the job’s `Hiring team`). To start receiving them: * Assign yourself to a specific job: `Jobs` → open job → `...` → `Edit` → `Hiring team` * Assign yourself to many jobs at once: `Settings` → `Team` → User → `Jobs` → `+ Assign`
Do notification settings affect my whole team? No, they're user-specific. Each team member manages their own preferences. You cannot set notification preferences at a company account level — each user must configure their own settings in User Settings.
Why am I still getting emails after turning notifications off? Some essential system emails (e.g. subscription/platform alerts) can't be disabled. If you're receiving notifications about a certain topic that you've unsubscribed from, then please reach out to our [support team](mailto:contact@join.com) with further details.
What's the difference between email notifications and in-app notifications? In-app notifications appear in the `Notifications` tab in your sidebar and as pop-up alerts while you're working in JOIN. Email notifications are sent to your email inbox and are typically more detailed than in-app notifications. You can control both through your notification preferences by selecting your preferred channels (email, in-app, or both) for each notification type.
Can I receive digest summaries in-app? No, digest summaries are only available via email. This ensures you receive a comprehensive summary delivered to your inbox at your preferred time. Digest emails are designed to be read at your convenience and include all the details you need in one consolidated view.
How do I manage marketing and product update email preferences? Marketing emails, product updates, onboarding emails, and guidance emails are managed separately from your in-product notification settings. Use the unsubscribe or preference management links in the footer of any marketing or product update email you receive to manage these preferences. These links will take you to a preference centre where you can choose which types of emails you'd like to receive.
# External profiles Learn about connecting your external hiring profiles with JOIN. This guide explains setup, account requirements, and how integrations help keep your recruiting tools in sync. You can connect your JOIN account with external hiring-related profiles such as LinkedIn, Xing, Bundesagentur für Arbeit, etc. These integrations allow you to keep your recruitment tools connected and ensure jobs flow seamlessly between JOIN and the platforms where you already manage your employer presence. *** ### Benefits Some benefits and advantages of connecting your external hiring profiles include: * Automatic publishing of jobs from JOIN to your chosen platforms. * A centralised workflow so you can manage postings and applications in one place. *** ### Setup instructions Once your account is ready, you can activate the integrations of your choice in JOIN by going to `Settings` → `Integrations`, selecting the platform, and clicking `Add profile`. You will then be guided through the setup steps. {% hint style="warning" %} To use these integrations, you must already have an employer account on the respective platform. For example, a LinkedIn Company Page is needed for LinkedIn integratio,. {% endhint %} For detailed setup instructions and requirements for each platform, refer to the dedicated articles in this section.
Cover image
LinkedIn/files/71UFOFeqb3tIslQLuZe5/pages/mDTTcqWrdIEvwhaamsXe
XING/files/t4OCZNzQb0h6yU4N6NRW/pages/kWwqKALwRtAdSyP4sS2J
Welcome to the Jungle/files/Fx8aTWEZDwETxTHgM07J/pages/LKuV2Jz65OrHP9XV931D
Hellowork/files/hGpTo4ZJzMf6FXq0Udtb/pages/jVEH7YSv16uQWWs3UzR5
APEC/files/ZuMIjicInNO3njQ5EKBR/pages/SG73R5GO73fd8D7tRAM0
Bundesagentur für Arbeit/files/AykxLcoCZRVArrqLk08e/pages/UWiNoPEfpzmqguDne1Pl
# LinkedIn Set up your LinkedIn integration in JOIN to enable organic and premium postings. This guide covers connecting your company page, enabling Easy Apply, and managing your integration settings. ### Connect your LinkedIn to JOIN {% hint style="info" %} To publish jobs on LinkedIn via JOIN, your JOIN account must be connected to your verified LinkedIn Company Page. This is a **mandatory** requirement set by LinkedIn. {% endhint %}
If a job is posted without a connected company page, LinkedIn may take the job offline without notice or prevent it from being published in the future. Connecting your page ensures your job ads are properly attributed, remain visible, and reach relevant candidates. Follow these steps to connect your LinkedIn 1. Log in to your JOIN account 2. Go to the `Settings` tab 3. Click `Integrations` in the sidebar menu 4. Select `LinkedIn` and click `+ Add profile` 5. Paste your LinkedIn Company Page URL and click `Connect` > *Need help finding your Company Page URL?* It usually looks like this: `https://www.linkedin.com/company/your-company-name`
{% hint style="info" %} One JOIN account can connect only one LinkedIn page and that all jobs in that account are associated with that page. This is especially consequential for holding companies or organisations managing several legal entities. Organisations that need separate LinkedIn pages for separate entities to use the appropriate separate-account arrangement can contact our support team to confirm their setup. {% endhint %} *** ### Creating a LinkedIn Company Page If you don’t already have a LinkedIn Company Page, you’ll need to create one to post jobs via JOIN. Creating a page is free, quick, and highly recommended. This helps you to: * Stay visible on LinkedIn: Required for all job ads to remain published. * Avoid takedowns: JOIN will automatically republish any removed jobs once the Company Page is connected. * Save time: JOIN handles posting and syncing for you. * Reach more candidates: Leverage LinkedIn’s wide network of professionals. * Build trust: A verified Company Page adds credibility to your listings. * Showcase your brand: Share your company culture, values, and open roles with job seekers. #### Steps to create a LinkedIn Company Page 1. Log in to your personal LinkedIn account 2. Go to [Create a LinkedIn Company Page](https://www.linkedin.com/company/setup/new/) 3. Follow the setup steps: * Choose your page type (e.g. Company, Showcase Page) * Enter company details like name, website, industry, and size * Upload your logo and cover image * Add a company description * Confirm your authority to create the page For more help, see [LinkedIn’s Company Page guide](https://www.linkedin.com/help/linkedin/answer/a544347) Once your page is created, return to JOIN and connect it in the `Integrations` section. *** ### Enable basic job posting on LinkedIn LinkedIn requires Company Page admins to enable basic job posting and approve their connected ATS before jobs from JOIN (or your ATS) can appear on LinkedIn. This is a one-time setup in your LinkedIn Company Page settings. > **Who needs to do this?** This step is required if you've recently created a new LinkedIn Company Page, or if your company is posting a basic (organic) job to LinkedIn for the first time. Existing customers who have already posted basic jobs through JOIN are usually not affected. Premium job ads on LinkedIn will not be affected. If your LinkedIn Company Page is connected in JOIN but your jobs aren't appearing on LinkedIn, this is the most likely cause. Follow the steps below to resolve it. {% hint style="info" %} You'll need **admin access** to your company's LinkedIn page to complete these steps. {% endhint %} 1. Go to your company's LinkedIn page 2. In the left sidebar, click `Settings` (last item in the menu) 3. You'll see a `Job posting` section, click into it 4. Find the `Enable basic job posting` toggle and switch it to `On` . This allows your ATS to automatically post basic jobs on your Company Page 5. Below the toggle, look for `Manage your connected ATS` * If JOIN already appears in the list, no further action is needed * If JOIN is not listed, click `+ Connect ATS` and select `JOIN` Once both settings are active, your jobs will start publishing to LinkedIn through JOIN again.
It can take up to 24–48 hours for your jobs to appear on LinkedIn again. Newly published jobs will be automatically shared once the connection is active. If your jobs are still not showing up on LinkedIn, [contact our support team](mailto:contact@join.com), we're happy to help. {% hint style="warning" %} *Not a LinkedIn page admin?* Ask an admin at your company to complete these steps. Only Company Page admins can access the `Job posting` settings on LinkedIn. {% endhint %} **When is this required?** | Scenario | Action needed? | | --------------------------------------------------------------- | ------------------------------------------------------------ | | Existing company that has posted basic jobs before | Usually no. Your settings are likely already in place | | Newly created LinkedIn Company Page | Yes. Enable the toggle and connect JOIN as your ATS | | First time posting a basic (free/organic) job via JOIN | Yes. Enable the toggle and connect JOIN as your ATS | | Changed your LinkedIn Company Page URL in JOIN | Possibly if the new page hasn't had basic jobs posted before | | Company with an active LinkedIn Job Slots or Recruiter contract | Usually no | *** ### LinkedIn Easy Apply Easy Apply on LinkedIn is a feature that simplifies the job application process for candidates by allowing them to apply directly on LinkedIn using their profile information. It is automatically enabled for all promoted job ads on LinkedIn via JOIN.
#### Benefits When a candidate clicks the `Easy Apply` button on your promoted job ad, LinkedIn uses their profile to pre-fill the application form. This includes their name, work experience, education, and other profile data — making the process faster and easier for them. Key features for candidates are: * Quick application: The entire process happens on LinkedIn — no need to leave the platform * Profile autofill: Fields are automatically completed using the candidate’s LinkedIn profile * Editable application: Candidates can review, update, and add additional info before submitting {% hint style="warning" %} LinkedIn Easy Apply is only available for premium job ads posted on LinkedIn via JOIN. {% endhint %} By streamlining the application process, Easy Apply encourages more candidates to complete their applications — especially on mobile. This can help improve the volume and quality of applications for your roles. *** ### Manage LinkedIn Easy Apply settings {% hint style="info" %} LinkedIn Easy Apply is turned on by default for all promoted LinkedIn job postings through JOIN. {% endhint %} To disable Easy Apply for future promoted posts: 1. Go to the `Settings` > `Integrations` 2. Select `LinkedIn` 3. Toggle off the `LinkedIn Easy Apply` switch 4. Click `Save Changes` Changes apply to all current and future promoted jobs. It may take up to one hour for updates to reflect on LinkedIn.
*** ### Replace or remove a LinkedIn Company Page {% hint style="warning" %} You cannot replace or remove an already connected LinkedIn company page in JOIN. Contact [our support team](mailto:contact@join.com) to request this change and provide them with the currently connected company page URL and the new replacement URL. {% endhint %} After our team updates your Company Page, jobs can take up to **24–48 hours** to publish on the replacement page. Then, check your company page’s `Jobs` section. Don't hesitate to reach out if jobs are still missing. Turning off `LinkedIn Easy Apply` only changes the application method for promoted jobs. It does not remove your Company Page or disable LinkedIn distribution. For a newly connected Company Page, or one that has not previously published a basic (organic) job, follow [Enable basic job posting on LinkedIn](#enable-basic-job-posting-on-linkedin). A LinkedIn page admin must enable basic job posting and approve or connect JOIN as the ATS. Activation can take a further **24–48 hours** before jobs appear. If you would like to remove your company page connection and disable LinkedIn distribution for your Join account completely, please contact our team to request this change. # XING Set up your XING integration in JOIN to enable organic and premium postings. ### XING company profile JOIN will post your jobs to XING even if you don’t have a company profile. However, to maximise visibility — especially for premium ads — we recommend creating and linking your XING company page. #### Why it matters * Premium job ads will appear with your company identity on XING * Increases trust and visibility among candidates * Helps improve campaign attribution and performance #### How to create a XING company profile Creating a profile is free and only takes a few steps. Visit xing.com and follow their onboarding process for employers. Once created, return to JOIN to connect your profile. *** ### Connect XING company profile in JOIN To ensure your job ads are properly assigned to your company on XING: 1. Go to the `Settings` tab in JOIN 2. Click `Integrations` in the sidebar 3. Find `XING` under `External Profiles` 4. Click `Add Profile` 5. Paste the URL of your XING company profile (e.g. `https://www.xing.com/companies/myCompany`) 6. Click `Save Changes`
{% hint style="success" %} Connecting your profile ensures your job ads generate more visibility and are correctly attributed on XING. {% endhint %} # Bundesagentur für Arbeit Learn about integrating Bundesagentur für Arbeit with JOIN. This guide explains prerequisites, setup steps, and how to sync your jobs to BA. Available only for companies in Germany. The Bundesagentur für Arbeit (BA) is Germany’s national employment agency and one of the largest job boards in the country. Through JOIN’s integration, you can automatically transfer your open jobs to the BA for free, ensuring visibility among millions of active job seekers. After activation, all jobs you publish through JOIN will automatically be transferred to the BA. Any applications received through the BA will also be transmitted back to JOIN, where you can manage them as usual. {% hint style="info" %} JOIN acts only as a transmitter. The BA may contact you directly if a job does not meet their posting requirements. {% endhint %}
### **Details about Bundesagentur für Arbeit**
TypeGeneralist
Global reach2.2+ million candidates
Target groupAll professions
Posting typesOrganic multiposting
Active users800,000+ daily job seekers
RegionGermany
{% hint style="warning" %} To display your job postings on Arbeitsagentur via JOIN, ensure that your cooperation agreement with BA is current (it renews annually) and that the BA integration is activated in your JOIN account. [Learn more](#activating-the-ba-integration-in-join) {% endhint %} *** ### Requirements for integration Before you can activate the integration in JOIN, you must complete the following steps with the Federal Employment Agency directly: {% stepper %} {% step %} #### Register as a company If you do not yet have an employer account or employer number with the BA, you need to register [here](https://www.arbeitsagentur.de/). Your employer account must hold the status "betreut" (supervised). To achieve this, contact the Employer Service of the BA, call your assigned contact person, and request that your account be marked as "betreut" in their Verbis system. {% endstep %} {% step %} #### Request a cooperation agreement To enable XML data transmission, you need a cooperation agreement from the BA. Send an email request to: `Zentrale.VAM-AccountMgmt@arbeitsagentur.de` You can use the following template: > **Subject:** Request for Cooperation Agreement for HR-BA-XML Interface > > **Text:**\ > Dear Sir or Madam,
> > We would like to transmit our job postings via the HR-BA-XML interface in the future. Please send us the necessary cooperation agreement (agreement for the use and processing of data, information, and services of the Federal Employment Agency via an XML interface).\ > Our employer number is: \[XXXX]\ > Contact person at the Federal Employment Agency: \[XXXX]\ > Contact information / Address: \[XXXX]
> > Best regards,\ > \[Your Name / Company] > {% endstep %} {% step %} #### Sign and return the agreement After you return the signed cooperation agreement, the BA will send you: * Link to download the certificate * Link to the certificate password * Allianz Partner Number * Customer Number (10-digit) * Supplier ID {% endstep %} {% endstepper %} {% hint style="warning" %} These steps must be completed directly with the BA. JOIN cannot take these actions on your behalf. {% endhint %} *** ### Activating the BA integration in JOIN Once you have received your credentials, you can enable the integration in JOIN: 1. In JOIN, go to `Settings` → `Integrations` → `Bundesagentur für Arbeit`. 2. Upload your certificate file (note: issued annually — keep this updated). 3. Enter your certificate password. 4. Fill in your Allianz Partner Number, Customer Number (10-digit), and Supplier ID. 5. Click `Save changes` to activate the integration. Once connected, you’ll see the integration marked as ‘Connected’ in your JOIN account.
*** ### Job quality guidelines Your job ad may be rejected by the BA if: * The job location and federal state do not match * The job is for a training position, but your company is not registered as a training provider * The advert contains discriminatory language or content If a posting is rejected, you can edit the job in JOIN, and we will forward the updated version to the BA. If errors occur during transmission, and the ad displayed on the BA does not match your version in JOIN, please contact our support team. # APEC Connect JOIN with APEC to publish executive and supervisor roles on apec.fr. Set up your free ADEP account, get your APEC ID, and automatically share jobs that meet APEC’s posting criteria. The APEC integration allows you to automatically publish your executive and supervisor job offers from JOIN to **apec.fr**, France’s leading job platform for management-level professionals. To enable the integration, you will need an APEC account and an ADEP agreement. #### What are APEC and ADEP? * **APEC (Association pour l'emploi des cadres):** With an APEC account, you can manually post job adverts on [www.apec.fr](https://www.apec.fr). * **ADEP:** A free service provided by APEC that lets you automatically publish job offers created in JOIN directly to APEC. *** ### Obtain your APEC ID To connect JOIN with APEC, you need an APEC ID. This unique identifier is generated once you have an account and an active ADEP subscription. The APEC ID: * Consists of numbers and may end with a letter (`W` or `i`) * Contains no spaces or special characters Examples of valid APEC IDs: `123456789W`, `12345678i`, `123`, `1234` Depending on your situation, here’s how to obtain your APEC ID: #### Case 1: You already have an ADEP contract Simply complete the contact table provided by APEC and return it as an attachment to . You will then receive your APEC ID in return. #### Case 2: You have an APEC account but no ADEP agreement Request a free subscription by contacting your APEC corporate relations consultant or sending an email to . You can use this template: > **Subject:** ADEP subscription request > > **Body:**\ > Hello, > > We are \[Name of your company] and we use ATS JOIN to post our ads on Apec.fr. > > We would like to benefit from your ADEP service in order to be able to automatically post jobs entered from our ATS on Apec.fr. > > We want to choose the ADEP option with a single login! > > Please tell us how to subscribe to this service and/or contact us on xx.xx.xx.xx.xx. > > Best regards,\ > First name, Last name\ > Company Name #### Case 3: You do not have an APEC account 1. Create a free recruiter account here: [Create APEC account](https://www.apec.fr/recruteur/creation-compte.html/) 2. Once the account is created, follow the steps in **Case 2** to request an ADEP subscription. *** ### Connecting APEC to JOIN Once you have your APEC ID: 1. Go to `Settings` → `Integrations` → `APEC` 2. Enter your APEC ID in the input field 3. Add your company description (this will appear on APEC) 4. Click `Save changes`
*** ### Job quality guidelines To ensure your executive or supervisor job offers are accepted, they must comply with APEC’s posting criteria: * Job title: maximum of 80 characters * Contract type: permanent or fixed-term only * Salary: must be entered in the dedicated salary field, not in the advert body * Seniority: must be one of the following values: * Professional / Experienced * Manager / Supervisor * Executive / Leader * If your job title contains the word “Agent” and meets the above requirements, it will be listed as Agent de maîtrise on APEC. Otherwise, it will appear as an Executive # Welcome to the jungle Learn about integrating Welcome to the Jungle with JOIN. This guide explains setup, customer ID requirements, and how to sync your jobs to WTTJ. Available only for companies in France. Welcome to the Jungle (WTTJ) is a leading employer branding platform in France that helps companies showcase their culture, values, and career opportunities to attract the right candidates. With 3M monthly visitors, 800K monthly job searches, and 1.7M social followers, it offers strong visibility to companies looking to stand out in the French market. {% hint style="info" %} This integration is only available for companies based in France. {% endhint %}
### Connect JOIN with WTTJ {% hint style="warning" %} You must be an existing WTTJ customer with an employer account. If you don’t have one, you will have to create it. {% endhint %} 1. Contact your WTTJ account manager to confirm that your subscription is compatible with JOIN’s integration. 2. Once confirmed, ask WTTJ to activate the integration and provide you with your **customer ID**. 3. In JOIN, go to `Settings` → `Integrations` → `Welcome to the Jungle` . 4. Paste your customer ID in the `Organization reference` input field and click `Save changes`. 5. All your job postings will then be automatically synchronised from JOIN to WTTJ. If your WTTJ plan includes [Boost credits](#user-content-fn-1)[^1], you can still apply them in WTTJ to jobs synced from JOIN.
{% hint style="info" %} After activation, archive any jobs that were created directly in WTTJ to avoid duplicates. {% endhint %} [^1]: A **Boost credit** (also sometimes called a “Job Booster” credit) is a tool on Welcome to the Jungle that lets you promote a specific job to increase its visibility. [Read more](https://help.welcometothejungle.com/hc/en-gb/articles/6246039675420-How-to-use-Job-booster-to-maximize-the-visibility-of-your-job-posts?utm_source=chatgpt.com) :square-arrow-up-right: # Hellowork Learn about integrating Hellowork with JOIN. This guide explains prerequisites, setup steps, and how to sync your jobs to Hellowork. Hellowork is a leading French job platform that connects thousands of employers with millions of active candidates. With over 3M monthly visitors, Hellowork helps companies target candidates in their area, benefit from intelligent recommendations, and increase visibility by distributing jobs across partner platforms like Pôle Emploi and APEC. {% hint style="warning" %} This integration is only available for companies with an active Hellowork account and contract. {% endhint %} *** ### Connect JOIN with Hellowork 1. In JOIN, go to `Settings` → `Integrations` → `Hellowork`. 2. Enter your company name exactly as it appears in your Hellowork account. 3. Click `Save changes`.
Once saved, your JOIN account will be connected to Hellowork. All job postings will automatically synchronise from JOIN to Hellowork. Archive any jobs created directly on Hellowork to avoid duplicates. # External HR tools Understand how external ATS integrations work, what’s supported, and why you might consider connecting your existing tool to JOIN. JOIN is a fully functional applicant tracking system designed to support your entire hiring process—from creating jobs to managing applications and collaborating with your team. With continuous improvements and new features being added regularly, many teams choose to use JOIN as their central hiring tool. However, if you prefer to continue using your existing ATS or HR system, you can still use JOIN specifically for talent attraction and multiposting. Integrating your existing HR tool or Applicant Tracking System (ATS) with JOIN allows you to continue working in the tools you already use while JOIN handles job distribution and candidate attraction in the background. *** ### Requesting an integration {% hint style="info" %} Integration requests are managed by our [Support](mailto:contact@join.com) team. {% endhint %} If you would like to keep using your current ATS while leveraging JOIN for job distribution, you can request an integration. Click the `Request Integration` button at the top-right of the `Integrations` page or [contact us](mailto:contact@join.com) directly. In the request, please include: * The name of the ATS or HR tool you’re using * Which features you’d like to integrate (e.g. job sync, candidate sync) * Our team will review the technical feasibility and follow up with next steps. If the integration is possible, we’ll get it set up for you. If not, we’ll record your request and keep you updated on any future developments. *** ### Features and benefits Many recruiting teams already use a dedicated ATS to manage candidates and hiring processes. By integrating JOIN with your ATS or HR platform, you can streamline your hiring by: * **Job sync:** Post a job in your ATS and JOIN will automatically pick it up, publish it on join.com, and distribute it to job boards. * **Candidate sync:** Applications from job boards are delivered directly into your ATS. * **Real-time updates:** JOIN syncs candidates instantly and checks for new jobs from your ATS frequently. * **Job filtering:** Some ATS platforms allow you to control which jobs are sent to JOIN via filters or keywords. * **Reducing manual work**: You only manage jobs and candidates in your ATS, while JOIN keeps everything in sync. This makes multiposting faster, ensures consistent data, and allows your ATS to remain your central hiring hub. *** ### ATS integration process Here’s a complete overview of how the integration process works and what to expect once it’s active: {% stepper %} {% step %} **Request the integration** Go to `Settings` → `Integrations` → `Request Integration` and provide details about your ATS and the features you need. Our team will review your request and contact you to proceed with the setup. Once everything is confirmed, we will enable the integration from our side. {% hint style="info" %} Before connecting your ATS, we recommend archiving any manually published jobs in JOIN to avoid duplicates. Once connected, only synced jobs (marked with a green tick symbol) should remain active on your `join.com/jobs` page. {% endhint %} {% endstep %} {% step %} **Job sync starts** Once the integration is enabled, JOIN automatically detects jobs published in your ATS and republishes them to connected job boards based on your subscription plan and [active job limit](#user-content-fn-1)[^1] in JOIN. * The number of jobs that can sync depends on your plan. To check your limit, go to `Settings` → `Billing`. * If your ATS has more active jobs than your JOIN limit, JOIN will randomly select jobs to sync. * Some ATS platforms support filtering to control which jobs are synced (e.g. using specific keywords or job fields). Refer to the integration guide for your ATS to learn more about filter options. {% endstep %} {% step %} **Candidate sync happens in real-time** When candidates apply through JOIN, their applications are instantly forwarded into your ATS. You don’t need to check JOIN manually your candidate data stays centralised in your ATS. {% endstep %} {% step %} **Manage everything from your ATS** After the connection is live, manage your jobs and applications only in your ATS. JOIN continues to sync jobs and candidates in the background, so there’s no need to update anything manually in JOIN. {% hint style="danger" %} If you archive a synced job (one with the green tick symbol) directly in JOIN, the sync for this job will permanently stop unless you manually restore it from the `Archived` section. {% endhint %} {% endstep %} {% endstepper %} {% hint style="info" %} If you need to make changes to your integration or notice that something isn’t working as expected, please reach out to your Account Manager or contact our [Support team](mailto:contact@join.com) for assistance. {% endhint %} *** ### FAQs
How long does it take to set up an integration? It depends on the ATS. If your tool is already listed in JOIN, setup is quick and usually takes just a few minutes. For tools not listed, setup time may vary based on technical requirements. We’ll let you know as soon as we assess feasibility.
Is there an extra fee for integrations? Custom integrations may carry additional charges. Our team will always confirm before proceeding.
Can I switch to using JOIN as my ATS? Yes. If you’re currently using another ATS, JOIN may already offer everything you need, especially if you’re looking to simplify your hiring tools. JOIN is a powerful, all-in-one hiring platform that includes: * Job creation with an intuitive, easy-to-use editor * Multiposting to 10+ free job boards with one click, plus access to over 250 premium platforms for additional promotion * Applicant tracking with custom pipelines, scorecards, messaging, notes, and more * Team collaboration features, including role-based permissions and access control * Hosted career page and tools for employer branding * GDPR compliance and candidate data privacy settings * Performance reporting and job analytics JOIN can fully replace your ATS—particularly if your focus is on attracting talent, managing applications, and collaborating effectively with your team, all in one place.

[^1]: The sum of all jobs that are either `Online` (published and visible to candidates) or `Offline` (not published but still accessible in your account). `Archived` jobs don't count towards your limit. # Personio Set up the Personio integration to sync jobs to JOIN for multiposting and send applications back to Personio. Learn requirements, credentials, optional filters, and screening question limitations. The Personio integration lets you manage recruitment in one place. Support activates and manages the integration. Jobs created in Personio automatically sync to JOIN and publish across job boards. Candidate applications go straight back to Personio. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Personio integration allows you to: * Automatically sync jobs from Personio to JOIN for multiposting * Send applications received via JOIN directly into Personio in real time * Continue using Personio as your main ATS, while JOIN distributes and collects applications in the background *** ### Request Personio activation {% stepper %} {% step %} #### Prepare the activation details Send Support every item below: * **Personio ID** * Your Personio identifier, in the format `xxxx.jobs.personio.de` * A **Recruiting API access token/API key** for a Personio user with permissions to create jobs and applications * Confirmation that your XML feed is active and reachable at `https:///xml` Create or retrieve the Recruiting API access token/API key in Personio under `Settings` → `API credentials`. {% hint style="info" %} The Personio card may not appear under `Settings` → `Integrations`. Support activates Personio, so you do not enter these details in JOIN. {% endhint %} {% endstep %} {% step %} #### Request activation from Support Contact [Support](mailto:contact@join.com) with the activation details. Support confirms when the integration is live. Contact Support to update credentials or make any other integration changes after activation. {% endstep %} {% step %} #### Configure optional tracking after activation After Support activates the integration, you can optionally configure tracking in Personio: * Create a `JOIN` channel under `Settings` → `Recruiting` → `Channels`. Send its optional **Channel ID** to Support. * Add a text candidate-profile field under `Settings` → `Recruiting` → `Attributes` → `Candidate profile`. Send its optional **API name** to Support for original-source tracking. These options help identify candidates who apply through JOIN in Personio. {% endstep %} {% step %} #### Sync only selected jobs (optional) If you want to sync only selected jobs from Personio: 1. Open the job in Personio 2. Add the keyword `join` in the `subtitle keywords` section 3. Inform JOIN Support that keyword-based filtering has been configured We’ll then enable filtering on our side so only tagged jobs sync to JOIN. {% hint style="info" %} Keyword filtering is not automatic—it must be enabled by JOIN after you notify us. {% endhint %} {% endstep %} {% endstepper %} *** ### Screening questions {% hint style="info" %} [Screening questions](#user-content-fn-1)[^1] are not supported by default in the Personio integration. {% endhint %} However, we can enable hardcoded screening questions across your account on request. Here's how it works: * Questions apply to *all synced jobs* (not on a per-job basis) * You must provide: * Question text * Answer options * Whether each answer should be mandatory or optional * Candidate responses will appear in Personio as notes or messages, not structured fields * [Knockout questions](/jobs/job-creation#to-create-a-custom-screening-question) are not supported {% hint style="warning" %} Screening questions must be defined at the account level and cannot be customised per job. {% endhint %} *** ### FAQs
Can I manage or edit synced jobs directly in JOIN? No. Once the integration is active, all job management must be done in Personio. Editing or archiving jobs in JOIN can disrupt the sync.
What happens if I archive a synced job in JOIN? If you archive a synced job (labeled `Synced` with a green checkmark :circle-check:) directly in JOIN, it will stop syncing permanently unless you restore it from the `Archived` jobs tab.
How often does JOIN sync with Personio? JOIN syncs jobs from Personio every 30–60 minutes. Candidate applications are forwarded to Personio in real time.
Can I choose which jobs to sync from Personio? Yes, but filtering must be enabled manually. Add the keyword `join` in your Personio job settings and notify JOIN Support to activate keyword-based filtering.
Can I add screening questions to Personio jobs via JOIN? JOIN can support hardcoded, account-wide screening questions on request. These apply to all synced jobs and cannot be set individually per job.

[^1]: Screening questions are custom or pre-set questions included in the application form to help you gather important information from candidates early in the hiring process. These questions can cover availability, skills, experience, or qualifications — making it easier to identify strong matches right from the start. By filtering out unsuitable applicants early on, they help streamline your recruitment process and focus your attention on the most relevant candidates. [Job creation](/jobs/job-creation#screening-questions) # Greenhouse Set up the Greenhouse integration to sync jobs to JOIN for multiposting and send applications back to Greenhouse. The Greenhouse integration allows you to manage your entire hiring process from one central tool. Jobs created in Greenhouse are automatically synced to JOIN and published on job boards. When candidates apply, JOIN collects their applications and sends them straight into Greenhouse, so you can keep using your ATS while JOIN takes care of distribution. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Greenhouse integration allows you to: * Automatically sync jobs from Greenhouse to JOIN for multiposting * Receive applications from JOIN directly into Greenhouse in real time * Keep Greenhouse as your main ATS while JOIN handles the outreach *** ### Connect Greenhouse and JOIN {% stepper %} {% step %} #### **Check your Greenhouse permissions** To enable the integration, you need Site Admin rights in Greenhouse: 1. In Greenhouse, click the gear icon in the top-right 2. Go to `Users`, find and select your profile 3. Scroll to the `Permissions` section 4. Confirm that `Site Admin` access is enabled. If not, ask a colleague with Site Admin rights to grant you access {% endstep %} {% step %} #### Get your Greenhouse User ID JOIN uses your Greenhouse User ID to identify your ATS account: 1. Go to `Configure` → `Users` 2. Click `Export to Excel` 3. Open the file and find your `User ID` in the first column 4. You’ll enter this in JOIN under `ATS Identifier` {% endstep %} {% step %} #### Create a Harvest API key 1. Go to `Configure` → `Dev Center` → `API Credentials` 2. Click `Create New API Key` 3. Choose `Harvest API` as the type and name it (e.g. “JOIN Integration”) 4. Click save and copy the API Key {% endstep %} {% step %} #### Add a custom candidate field (optional) To show the original source of candidates in Greenhouse (e.g. Indeed, LinkedIn): 1. Go to `Configure` → `Custom Options` → `Company Custom Fields` → `Candidates` 2. Click `Add Field` and name the field (e.g. “JOIN Original Source”) 3. Set the type to `Short textbox` 4. Save and copy the `Immutable Field Key` at the bottom You’ll later enter this key in JOIN under `Job Board Name`. {% endstep %} {% step %} #### Sync only selected jobs (optional) {% hint style="info" %} By default, all jobs published in Greenhouse (within your JOIN job limit) will sync. If you want to sync only selected jobs, you can configure this directly in Greenhouse using a custom job field. {% endhint %} To filter which jobs sync: * Add a custom job field in Greenhouse (e.g. “Promote on JOIN”) * Use this field per job to indicate if it should sync * Ensure jobs are marked 'Expose in Job Board API = Yes' This filtering setup is fully managed within Greenhouse. No action is required in JOIN. {% endstep %} {% step %} #### Enter your Greenhouse details in JOIN 1. Go to `Settings` → `Integrations` → `Greenhouse` 2. Enter the following: * **Subdomain** → your Greenhouse career page subdomain\ (Format: `https://boards.greenhouse.io/[subdomain]`) * **ATS Identifier** → your Greenhouse User ID * **API Token** → your Harvest API Key * **Job Board Name** (optional) → Immutable Field Key (if using custom candidate field) 3. Click `Request` in the top-right corner
Our team will activate the integration within 1 business day. You'll receive a confirmation email once everything is live. {% endstep %} {% endstepper %} *** ### Screening questions {% hint style="info" %} [Screening questions](#user-content-fn-1)[^1] are not supported by default in the Greenhouse integration. {% endhint %} However, we can enable hardcoded screening questions across your account on request. Here's how it works: * Questions apply to *all synced jobs* (not on a per-job basis) * You must provide: * Question text * Answer options * Whether each answer should be mandatory or optional * Candidate responses will appear in Greenhouse as notes or messages, not structured fields * [Knockout questions](/jobs/job-creation#to-create-a-custom-screening-question) are not supported {% hint style="warning" %} Screening questions must be defined at the account level and cannot be customised per job. {% endhint %} *** ### FAQs
Can I manage or edit synced jobs directly in JOIN? No. You should manage all job content and status directly in Greenhouse. Editing or archiving a synced job in JOIN may disrupt the sync.
What happens if I archive a synced job in JOIN? If you archive a synced job (labeled `Synced` with a green checkmark :circle-check:) directly in JOIN, it will stop syncing permanently unless you restore it from the `Archived` jobs tab.
How often does JOIN sync with Greenhouse? Jobs sync every 30–60 minutes. Applications are delivered to Greenhouse in real time.
Can I choose which jobs to sync from Greenhouse? Yes. You can set up a custom job field in Greenhouse to control which jobs sync. JOIN respects this setting automatically.

[^1]: Screening questions are custom or pre-set questions included in the application form to help you gather important information from candidates early in the hiring process. These questions can cover availability, skills, experience, or qualifications — making it easier to identify strong matches right from the start. By filtering out unsuitable applicants early on, they help streamline your recruitment process and focus your attention on the most relevant candidates. [Job creation](/jobs/job-creation#screening-questions) # Recruitee Set up the Recruitee integration to sync jobs to JOIN for multiposting and route applications back to Recruitee. Learn setup steps, optional tag filtering, and limitations. The Recruitee integration allows you to manage recruiting in one central place. Jobs created in Recruitee are automatically synced to JOIN and published across job boards. When candidates apply, their applications are forwarded directly into Recruitee, streamlining your entire workflow. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Recruitee integration allows you to: * Sync jobs from Recruitee to JOIN for multiposting * Receive applications via JOIN directly in Recruitee * Use Recruitee as your main ATS while JOIN handles distribution in the background *** ### Connect Recruitee and JOIN {% stepper %} {% step %} #### **Get your** Recruitee subdomain To connect your Recruitee account with JOIN, you only need your company’s subdomain: * Your subdomain is the part before `.recruitee.com` * For example, if your career page is `https://rocketship.recruitee.com`, your subdomain is `rocketship` {% endstep %} {% step %} #### Enter details in JOIN 1. Go to `Settings` → `Integrations` → `Recruitee` in JOIN 2. Enter your `Recruitee subdomain` 3. Click `Request` in the top-right corner
Our team will activate the integration within 1 business day and notify you once it’s live. {% endstep %} {% step %} #### Sync only selected jobs (optional) By default, all jobs published in Recruitee (within your JOIN job limit) will sync. If you prefer to sync only specific jobs: 1. In Recruitee, go to `Settings` → `Workflow` → `Tags & Sources` → `Tags for Jobs` 2. Add a specific tag (e.g. `join`) to the jobs you want to sync 3. Contact JOIN Support and tell us the tag you’ve used 4. We’ll configure our backend so only tagged jobs are synced {% hint style="info" %} Tag-based filtering requires JOIN to enable the tag manually in our system. This gives you full control over which jobs are published via JOIN. {% endhint %} {% endstep %} {% endstepper %} *** ### Screening questions Screening questions set up in Recruitee are supported and will automatically appear to candidates who apply via JOIN. Candidate responses will sync back into Recruitee as expected. *** ### Limitations Here are a few technical considerations to ensure your integration works smoothly: * **Cover letters**\ Recruitee only supports cover letters as plain text, while JOIN handles file uploads.\ If cover letters are set as `required`, this may block the application from syncing. {% hint style="warning" %} Set cover letters to optional in your Recruitee job ads to avoid errors. {% endhint %} * **Candidate source visibility**\ JOIN always sends the source (e.g. Indeed, LinkedIn) with candidate data. However, Recruitee may not consistently display this information. This is a limitation on Recruitee’s side, and there is currently no workaround in JOIN. *** ### FAQs
Can I manage or edit synced jobs directly in JOIN? No. Always manage job postings in Recruitee. Editing or archiving synced jobs in JOIN may disrupt the sync.
What happens if I archive a synced job in JOIN? If you archive a synced job (labeled `Synced` with a green checkmark :circle-check: ) directly in JOIN, it will stop syncing permanently unless you restore it from the `Archived` jobs tab.
How often does JOIN sync with Recruitee? JOIN syncs jobs every 30–60 minutes. Candidate applications are forwarded to Recruitee in real time.
Can I choose which Recruitee jobs sync to JOIN? Yes. Use job tags in Recruitee and let JOIN Support know which tag you want to use. We’ll enable filtering on our side. Jobs successfully synced via Lever are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Are screening questions supported in this integration with Recruitee? Yes. Screening questions from Recruitee will appear for candidates and sync back with their application.
Can I require cover letters in Recruitee? We recommend marking them as optional. If a candidate uploads a file instead of typing text, the application may not sync.
# Kenjo Set up the Kenjo integration to sync selected jobs to JOIN for multiposting and send applications back to Kenjo. Learn setup steps, job selection, and screening question limitations. The Kenjo integration allows you to sync jobs and applications between Kenjo and JOIN with just a few clicks. Jobs created in Kenjo can be published via JOIN’s multiposting engine, and applications collected through JOIN are forwarded directly into Kenjo, so your hiring workflow stays centralised and consistent. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Kenjo integration allows you to: * Sync selected jobs from Kenjo to JOIN for multiposting * Automatically receive applications from JOIN back into Kenjo * Manage jobs and applications entirely from within Kenjo *** ### Connect Kenjo and JOIN {% stepper %} {% step %} #### Enable the integration in Kenjo 1. Log in to your Kenjo account 2. Go to `Settings` → `Integration` → `JOIN` 3. Toggle the switch to enable the JOIN integration 4. Click the `Settings` button 5. Select `Generate New API Key` 6. Copy the API key and click `Save` {% endstep %} {% step %} #### Enter details in JOIN 1. Go to `Settings` → `Integrations` → `Kenjo` in JOIN 2. Paste your copied API key into the form 3. Click `Request` in the top-right corner
Our team will activate the integration within 1 business day and notify you once it’s live. {% endstep %} {% step %} #### Choose which jobs sync to JOIN Kenjo gives you full control over job syncing: * When editing a job in Kenjo, enable the `Promote in JOIN` checkbox * Only jobs with this box checked and marked as `Active` will sync to JOIN * If you uncheck the option or change the job status, the job will be removed from JOIN automatically {% hint style="info" %} Job selection is controlled entirely in Kenjo. No additional setup is required in JOIN. {% endhint %} {% endstep %} {% endstepper %} *** ### Screening questions Screening questions are **not supported** in the Kenjo integration. * Any questions configured in Kenjo will **not** appear in JOIN * Candidate responses will not carry over * [Knockout questions](/jobs/job-creation#to-create-a-custom-screening-question) are not supported *** ### FAQs
Can I manage or edit synced jobs directly in JOIN? No. All job creation, editing, and archiving should be done in Kenjo. Avoid making changes to synced jobs from JOIN.
What happens if I archive a synced job in JOIN? Archiving a synced job directly in JOIN will break the sync. To keep jobs updated, manage job status only in Kenjo.
How often does JOIN sync with Kenjo? Jobs sync every 30–60 minutes. Applications are forwarded to Kenjo in real time.
Can I choose which Kenjo jobs sync to JOIN? Yes. Simply check the `Promote in JOIN` option when editing jobs in Kenjo. This gives you full control over job visibility on JOIN. Jobs successfully synced via Lever are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Are screening questions supported in this integration with Kenjo? No. Screening and knockout questions are not supported in the Kenjo integration.
# Lever Set up the Lever integration to sync jobs to JOIN for multiposting and route applications back to Lever. Learn permissions, connection steps, status checks, and screening question support. The Lever integration allows you to keep Lever as your central ATS while using JOIN to distribute your jobs to multiple job boards. Once connected, JOIN automatically syncs your jobs and forwards applications back to Lever, so you can manage everything from one place without extra admin work. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Lever integration allows you to: * Automatically sync jobs from Lever to JOIN for multiposting * Receive applications from JOIN directly in Lever * Use Lever as your main recruiting tool while JOIN handles distribution in the background *** ### Connect Lever and JOIN {% stepper %} {% step %} #### Go to Integrations in JOIN Login to you JOIN account and go to `Settings` → `Integrations`. Select `Lever` from the list of available tools. On the Lever integration page, click the `Connect Lever` button. This will open a new window asking you to authorise JOIN to access your Lever account.
{% endstep %} {% step %} #### Authorise JOIN access To complete the connection, you’ll need to grant JOIN the following permissions: * View and manage all job postings * View all candidate applications, notes, and opportunities * Manage all file uploads * Allow offline access Click `Accept` to authorise the integration. {% endstep %} {% step %} #### Confirm integration status After authorisation, the Lever integration page in JOIN will show a green `Authenticated` status. This means the connection is active and syncing. {% endstep %} {% endstepper %} *** ### FAQs
How does JOIN sync with Lever? JOIN mirrors all active jobs from Lever, including updates and archives. Applications submitted via JOIN are sent to Lever in real time.
Where should I manage my jobs after connecting Lever? Always create, edit, and archive jobs directly in Lever. JOIN will reflect any changes automatically.
What happens if I leave old jobs in JOIN before connecting Lever? Manually created JOIN jobs may cause duplicates. Archive these in JOIN before activating the integration to ensure a clean sync.
How can I tell if a job is synced from Lever? Jobs successfully synced via Lever are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Can I filter which Lever jobs sync to JOIN? No. All active Lever jobs within your JOIN job limit will sync automatically. Filtering is not supported.
Are screening questions supported in Lever? No. Screening questions are not supported in the Lever integration.
# SmartRecruiters Set up the SmartRecruiters integration to sync jobs to JOIN for multiposting and send applications back to SmartRecruiters. Learn setup steps, screening question support, source tracking, and more. The SmartRecruiters integration lets you manage jobs and applications in one place. Jobs created in SmartRecruiters are automatically synced to JOIN and published across multiple job boards. When candidates apply, JOIN collects and forwards their applications directly into SmartRecruiters—so you can focus on hiring while JOIN handles the distribution. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the SmartRecruiters integration allows you to: * Sync jobs from SmartRecruiters to JOIN for multiposting * Receive applications from JOIN directly into SmartRecruiters * Manage your recruitment process entirely from SmartRecruiters *** ### Connect SmartRecruiters and JOIN {% stepper %} {% step %} #### Find your SmartRecruiters subdomain Your subdomain is required to activate the integration. You can find it in your SmartRecruiters API URL. Example:\ If your URL is `https://api.smartrecruiters.com/v1/companies/YOURCOMPANY/postings`\ → then your subdomain is `YOURCOMPANY` {% endstep %} {% step %} #### Enter details in JOIN 1. Go to `Settings` → `Integrations` → `SmartRecruiters` in JOIN 2. Enter your SmartRecruiters subdomain 3. Click `Request` in the top-right corner
Our team will activate the integration within 1 business day and notify you by email once it’s live. {% endstep %} {% endstepper %} ### Screening questions JOIN supports syncing screening questions from SmartRecruiters for the following field types: * Short text (e.g. input text, text area) * Number fields * Yes/No (radio buttons mapped as single select) * Multiple choice (multi-select or checkboxes) * [Knockout questions](/jobs/job-creation#to-create-a-custom-screening-question) are not supported {% hint style="info" %} If you encounter issues with how questions or answers appear, please contact JOIN support so we can review your specific setup. {% endhint %} *** ### Candidate source tracking JOIN always sends source information with each application. * In SmartRecruiters, the source will always appear as JOIN * This is part of SmartRecruiters' fixed configuration and cannot be customised *** ### Job filtering SmartRecruiters currently **does not support filtering** which jobs are synced to JOIN. * All active jobs within your JOIN job limit may sync by default * If you require more control over this, please contact JOIN Support to share feedback—we’re actively collecting use cases for future improvements *** ### FAQs
How does JOIN sync with SmartRecruiters? Jobs sync from SmartRecruiters to JOIN every 30–60 minutes. Candidate applications are sent to SmartRecruiters in real time.
Where should I manage my job postings? Always create, edit, and archive jobs in SmartRecruiters. JOIN mirrors the job data and should not be used for job management once synced.
Are screening questions supported? Yes, JOIN supports several question types from SmartRecruiters: text, number, yes/no, and multiple choice. Knockout logic is not supported.
How is candidate source tracked in SmartRecruiters? All candidates forwarded by JOIN are tagged with “JOIN” as the source. This setting is fixed in SmartRecruiters and cannot be changed.
Can I choose which jobs to sync from SmartRecruiters? Not currently. JOIN will sync all active jobs within your plan’s job limit. Filtering is not officially supported.
# Teamtailor Set up the Teamtailor integration to sync jobs to JOIN for multiposting and send applications back to Teamtailor. Learn setup steps, required permissions, and how data flows between systems. The Teamtailor integration allows you to keep your recruiting workflow in one place. Jobs created in Teamtailor are automatically synced to JOIN and published across job boards. Applications collected through JOIN are then sent straight back into Teamtailor so your team can focus on hiring while JOIN handles the distribution. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Teamtailor integration allows you to: * Sync jobs from Teamtailor to JOIN for multiposting * Receive candidate applications from JOIN directly in Teamtailor * Manage all job and applicant data directly in Teamtailor *** ### Connect Teamtailor and JOIN {% stepper %} {% step %} #### Generate an API key * Log in to your Teamtailor account * In the top-right corner, click your profile name and select `Settings` * In the left-hand menu, go to `Integrations` → `API keys` * Click the pink `+ New API Key` button * In the popup: * Name your key (e.g. “JOIN”) * Set API Scope to Admin * Tick both `Read` and `Write` permissions * Click `Create` * Copy the newly generated `API key` {% endstep %} {% step %} #### Enter your API key in JOIN 1. In JOIN, go to `Settings` → `Integrations` → `Teamtailor` 2. Paste your copied API key into the field 3. Click `Request` in the top-right corner
Our team will activate the integration within 1 business day. You’ll receive a confirmation email once the setup is complete. {% endstep %} {% endstepper %} *** ### FAQs
How often does JOIN sync with Teamtailor? Jobs sync every 30–60 minutes. Candidate applications are delivered to Teamtailor in real time.
Where should I manage my job postings? All job management should be done in Teamtailor. Avoid editing or archiving jobs directly in JOIN.
Can I filter which Teamtailor jobs sync to JOIN? No. JOIN currently syncs all active jobs within your job limit from Teamtailor. Filtering is not supported. Jobs successfully synced are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Are screening questions supported in this integration? No. Screening and knock-out questions are not supported. Candidates will be forwarded without this data.
What happens if I archive a synced job in JOIN? The job will stop syncing. To avoid this, only archive jobs within Teamtailor.
# Workable Set up the Workable integration to sync jobs to JOIN for multiposting and send applications back to Workable. Learn connection steps, authentication, and more. The Workable integration allows JOIN to automatically sync your jobs and forward applications to Workable. This way, you can continue managing your entire hiring process in Workable while using JOIN to promote your jobs across multiple job boards. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the Workable integration allows you to: * Automatically sync jobs from Workable to JOIN for multiposting * Receive candidate applications from JOIN directly in Workable * Manage jobs and applications entirely in Workable while JOIN handles distribution *** ### Connect Workable and JOIN {% stepper %} {% step %} #### Open the integration settings 1. In JOIN, go to `Company Settings` → `Integrations` 2. Select `Workable` from the integrations list 3. Click the `Connect Workable` button A new window will appear prompting you to log into your Workable account and authorise JOIN.
{% endstep %} {% step %} #### Authorise JOIN access 1. Log into your Workable account 2. Confirm authorisation to allow JOIN access 3. Once authorised, JOIN will show a green `Authenticated` status. Your integration is now live. Our team will activate the integration within 1 business day. You’ll receive a confirmation email once the setup is complete. {% endstep %} {% endstepper %} *** ### **Limitations** * **Cover letters**\ Workable’s API only supports cover letters as plain text. JOIN uses file uploads for cover letters, so these cannot currently be forwarded to Workable. * **Screening questions**\ Not supported in the Workable integration. If your process relies on screening questions, please contact JOIN Support to share your needs. * **Job filtering**\ Filtering which jobs sync to JOIN is not currently supported. JOIN will sync **all active jobs** from Workable (within your job limit). *** ### FAQs
How often does JOIN sync with Workable? JOIN syncs job updates from Workable every 30–60 minutes. Applications are sent to Workable in real time. Jobs successfully synced are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Where should I manage job postings? Only in Workable. All job creation, editing, and archiving should be done in your Workable account. JOIN will reflect these changes automatically.
What happens to cover letters? Cover letters submitted via JOIN are uploaded as files, which Workable does not currently support. As a result, cover letters are not included in the application data forwarded to Workable.
Are screening questions supported in this integration? No. Screening and knock-out questions are not supported in the Workable integration. Let us know if this is important for your process.
Can I choose which Workable jobs sync to JOIN? No. JOIN automatically includes all active jobs (within your plan limit). Filtering is not officially supported, but you can contact JOIN Support to request more control.
What should I do before connecting Workable? Before activating the integration, archive any manually created jobs in JOIN to avoid duplicate listings.
# d.vinci The d.vinci integration allows JOIN to automatically forward all incoming applications to your d.vinci applicant tracking system (ATS). Job postings are imported into JOIN using your d.vinci XML feed, and applications collected via JOIN are delivered directly into d.vinci, streamlining your recruitment pipeline. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the d.vinci integration allows you to: * Import published jobs from d.vinci into JOIN using your XML feed * Automatically forward candidate applications from JOIN into d.vinci in real time * Continue managing your job content fully within d.vinci *** ### Connect d.vinci and JOIN 1. Go to `Company Settings` → `Integrations` in your JOIN dashboard 2. Select `d.vinci` from the integrations list 3. Fill in the required fields: * **XML Feed**\ This is the URL of your d.vinci job feed\ Format: `https://.dvinci.de/en/jobs`\ → Your subdomain is the same as the one used for your d.vinci-hosted career page * **Login**\ The integration-specific username provided by d.vinci * **Password**\ The integration-specific password provided by d.vinci 4. Click `Request` in the top-right corner Our team will review your request and notify you once the integration is active. *** ### **Limitations** * **Job sync direction**\ JOIN cannot push jobs into d.vinci. All job data is imported from your XML feed. To make any edits or archive a job, you must do so in d.vinci. * **Screening questions**\ JOIN’s screening question functionality is not supported in this integration. * **Job filtering**\ JOIN imports all jobs from your XML feed. If your feed contains more jobs than your JOIN plan allows, a random subset will be published. Filtering is not available. *** ### FAQs
How does JOIN get jobs from d.vinci? JOIN reads your job postings from your d.vinci XML feed. These jobs are then published via JOIN automatically. Jobs successfully synced are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
How does job sync between d.vinci and JOIN work? JOIN imports your job postings directly from the d.vinci XML feed. To ensure jobs publish correctly, your feed must include all standard fields: * Job title * Job description * Location * Employment type * Language and posting settings Once imported, JOIN will automatically publish these jobs on your JOIN page and distribute them to standard job boards. {% hint style="warning" %} JOIN does not create, edit, or archive jobs inside d.vinci. We only display what’s present in your feed. {% endhint %}
Can JOIN update or archive jobs in d.vinci? No. JOIN cannot modify or archive jobs within d.vinci. You must manage all job content directly in d.vinci.
Where do candidate applications go? All applications collected via JOIN are forwarded in real time to d.vinci, including additional candidate data if supported.
Are screening questions supported? No. Screening questions are not supported in the d.vinci integration.
What should I do before activating the integration? To avoid duplicate postings, archive any manually created jobs in JOIN before enabling the integration.
# Onlyfy The onlyfy integration allows you to connect your existing onlyfy account with JOIN in just a few steps. Once active, jobs published in onlyfy are automatically synced to JOIN and distributed to job boards. Applications received via JOIN are forwarded back to onlyfy, keeping your hiring workflow centralised and efficient. {% hint style="warning" %} Before you begin, make sure to review the [External HR tools](/integrations/external-hr-tools) article to understand the general requirements and limitations that apply to all integrations (e.g. sync frequency, job limits, multi-language/locations, screening questions). {% endhint %} Once connected, the onlyfy integration allows you to: * Sync jobs from onlyfy to JOIN for automatic job board promotion * Receive candidate applications from JOIN directly in onlyfy * Keep using onlyfy as your ATS while JOIN handles distribution *** ### Connect onlyfy and JOIN {% stepper %} {% step %} #### Generate an API key in onlyfy 1. Log in to your onlyfy account 2. In the left-hand menu, go to `Settings` 3. Under `Integrations`, select `REST API` 4. Click `Create new key` 5. Name your key (e.g. “JOIN Integration”) 6. Confirm and copy the generated API key {% endstep %} {% step %} #### Enter your API key in JOIN 1. In JOIN, go to `Company Settings` → `Integrations` → `onlyfy` 2. Paste your copied `API key` into the field 3. Click `Request` in the top-right corner Our team will activate the integration within 1 business day. You’ll receive a confirmation email once the setup is complete. {% endstep %} {% endstepper %} *** ### **Limitations** * **Screening questions not supported**\ JOIN does not transfer screening or knock-out questions to onlyfy. If these are critical to your process, consider capturing them manually in onlyfy. * **Job filtering not supported**\ JOIN currently syncs all active jobs from onlyfy within your job limit. You cannot select or exclude specific jobs from the sync. *** ### FAQs
How often does JOIN sync with onlyfy? Jobs sync every 30–60 minutes. Applications are sent in real time. Jobs successfully synced are marked with a green checkmark :circle-check: and labeled `Synced` in within JOIN.
Where should I manage job postings? Always manage jobs in onlyfy. JOIN will mirror your job feed and cannot be used to edit or archive synced jobs.
Can I choose which jobs sync from onlyfy? No. JOIN imports all active jobs from onlyfy. Filtering is not available.
Are screening questions supported in this integration? No. Screening or knockout questions do not sync from JOIN to onlyfy.
How many jobs can I sync? The number of jobs JOIN can sync depends on your active job limit. Check your plan under `Settings` → `Billing`.
What should I do if I have issues with syncing? Reach out to JOIN Support. We’re happy to help with setup questions or integration issues.
# Automation tools Use this page to learn how to connect JOIN with external tools using automation platforms like Zapier and Make. You'll find an overview of each platform, what you can automate, and how to connect. You can set up multiple hiring workflows with JOIN to reduce manual work and move faster. To do this, JOIN offers official integrations with two leading no-code automation platforms:
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Zapier/files/KXMLTVZCT8VJEWPlafWR/pages/6Z7f9AyojBOpxiXTHRLR#zapier-integration
Make/files/uUDRgfqWoystDSGsVSwH/pages/6Z7f9AyojBOpxiXTHRLR#make-integration
Automation tools help you streamline repetitive tasks — like notifying your team about new applications on Slack, syncing job details to spreadsheets, or updating statuses in your ATS — without writing a single line of code. With these integrations, you can design powerful workflows that work exactly the way your hiring process does. {% hint style="warning" %} Access to the JOIN API is only available on the **Advanced** and **Enterprise** plans. If you're on the Standard plan, you can upgrade your plan. View plans {% endhint %} *** ### Requirements To integrate JOIN with Zapier or Make, you must meet the following requirements: * You need to be on the **Advanced** or **Enterprise** plan * You must have `System Admin` access to view and generate the API key on JOIN * You’ll need to copy your API token from your JOIN account and paste it into Zapier or Make to authorise the connection #### How to get your JOIN API token 1. Log in to your JOIN account 2. In the bottom-left corner, click your profile name and go to `User settings` 3. In the `Settings` page, open the `API` tab 4. Under `Integration data`, click `Reveal token` 5. Click `Copy to clipboard` and save your API token securely
You'll use this API key in Zapier or Make to create the connection. *** ### Zapier integration Zapier lets you connect JOIN to over 8,000 apps like CRMs, spreadsheets, communication tools, and much more to automate actions based on real-time triggers from JOIN. Some example workflows can be: * Send a Microsoft Teams alert when a new candidate applies * Add new published jobs to a Google Sheet * Update job status in JOIN when a deal is closed in your CRM Visit JOIN on Zapier #### Available modules Triggers: `Application Created`, `Job Published`, `Job Unpublished` Actions: `Create Application`, `Update Job Status` Searches: `Get Jobs`, `Get Online Jobs` *** ### Make integration Make enables you to create custom visual workflows with JOIN and over **2,000+ apps**. It offers a drag-and-drop interface and a wide set of JOIN modules for more advanced and tailored automations. Some example scenarios can be: * Add internal notes to a candidate when a form is submitted * Sync all applications to HubSpot CRM * Send Slack alerts when a job is updated in JOIN Visit JOIN on Make #### How to connect JOIN to Make Once you’ve copied your JOIN API key (see instructions above), follow these steps to create the connection in Make: 1. Log in to your [Make account](https://www.make.com/en) 2. Add a `JOIN` module to your scenario and click `Create a connection` 3. (Optional) Enter a name in the `Connection name` field 4. Paste your JOIN API token into the `JOIN` field 5. Click `Save` and complete authentication if prompted You can now use JOIN modules in your Make scenarios. #### Available modules JOIN currently supports 17+ modules in Make, covering jobs, applications, candidates, and custom API calls. **Jobs:** `Watch New Job Events`, `Watch New Job Updates`, `List Jobs`, `Get a Job`, `Create a Job`, `Update a Job`, `Update a Job Status` **Applications:** `Watch New Applications`, `List Applications`, `Get an Application`, `Create an Application` **Candidates:** `Watch New Candidate Notes`, `List Candidate Notes`, `Create a Candidate Note`, `Update a Candidate Note`, `Delete a Candidate Note` **Other:** `Make an API Call` *** ### FAQs
How do I get started with Make? Start by [registering for Make](https://www.make.com/en/register). As a new Make user, you’ll automatically be assigned a free account. Once your account is set up, you can start creating your first scenarios. We recommend starting with our step-by-step [video tutorial](https://www.youtube.com/watch?v=NAw2kcoeysA).
What is a scenario in Make? A scenario represents a workflow or a project of your own creation, and it is made up of a series of modules that automate apps and services. Creating a scenario allows you to transfer and transform data between apps and services via these modules to automate anything and improve the way you work.
What is a module in Make? Modules are the main building blocks of automation in Make. Modules represent actions that Make performs with an app, like creating, updating, or deleting data.
What is a Zap in Zapier? A Zap is a workflow that connects your apps to automate repetitive tasks. It consists of a trigger, which starts the Zap, and one or more actions, which are the events that the Zap performs after it’s triggered. Use Zaps to automate your repetitive tasks without code, saving you time and money. You can use any of the 8,000+ apps on Zapier to build a workflow that combines a trigger and one or more actions. Learn more about how to [start building Zaps](https://help.zapier.com/hc/en-us/articles/22234847450893-Zaps-quick-start-guide).
What are Zap triggers? A trigger is an event within an app that starts a Zap. Once you’ve turned your Zap on, Zapier will wait for that trigger event. There are two types of triggers in Zapier: polling or instant. Example: A trigger event is any new data created in your app that starts your Zap.
# Candidate consent This article explains how candidate consent works in JOIN and what it means for your recruitment process and data privacy compliance. Candidate consent is required to ensure compliance with GDPR and similar data protection regulations. JOIN automates the consent request process for candidates that are manually imported, and tracks their status to ensure recruiters only engage with candidates who have explicitly agreed to data processing.
{% hint style="info" %} JOIN checks for duplicate candidates by email. If a manually imported candidate already exists for the same job, a validation error is shown. If they later apply directly, their manual application is deleted in favour of the direct one. {% endhint %} *** ## Where to view consent status JOIN makes it easy to identify whether a candidate has given consent. Consent status appears on the candidate card, and in the candidate profile. To make it easier for you to monitor consent across all applications, you can also see a dedicated `GDPR Status` column in the applications table. If consent is still pending, the profile will display `Consent requested`. Once the candidate responds, the status updates to either `Consent given` or `Consent rejected`, as shown in the left panel of the candidate profile. *** ## Managing candidate data Candidates have the right to withdraw their application or delete their application at any time. If they do, JOIN will automatically and permanently delete all of their data from your account, in accordance with GDPR regulations. As a recruiter, you can also delete candidate data manually: ### Delete candidate You can also permanently delete a candidate from your account. This will remove all applications submitted by that candidate across jobs. To do this: 1. Open the candidate’s profile 2. Click the `...More` menu in the top-right corner 3. Select `Delete candidate`
This action is permanent and will erase the candidate’s profile and all associated job applications from your JOIN account. ### Candidate-initiated deletion or withdrawal Candidates can take action on their own data by: * **Withdrawing their application** to a job * **Deleting their JOIN profile** If either occurs: * JOIN automatically deletes all relevant data from your account * You’ll be notified when this happens {% hint style="warning" %} If you’ve stored this candidate’s data outside of JOIN, it's your responsibility to ensure it is deleted or managed according to your local data protection regulations. {% endhint %} *** ## Legal background and responsibilities JOIN provides automated tools to help you comply with data protection laws, but it’s important to note: > The information provided in this article does not constitute legal advice. Always consult your legal counsel for compliance guidance relevant to your jurisdiction. Candidates are shown and must agree to JOIN’s Privacy Policy and Terms when applying: * [Privacy Policy](/legal-and-data-privacy/privacy-policy) * [Terms of Service](/legal-and-data-privacy/terms-and-conditions) You can decide, based on your local legal requirements, when to remove candidate data from your account if no consent is given. JOIN automatically handles consent for candidates who apply directly through a job posting on the JOIN platform or via partner job boards. # Data security Data processing agreement (“AVV” or “Agreement”) between Company and JOIN ## Preamble JOIN has set itself the mission of connecting job seekers and companies worldwide. Companies can use the JOIN platform at [https://join.com](https://join.com/) (hereinafter referred to as “platform”) to advertise vacancies and manage applications received in one central location. Our services are designed to make the recruiting process easier for companies and employees alike, especially for the allocation of suitable candidates and simplifying the job application procedure. The platform also gives candidates the opportunity to search for interesting job offers and find out what vacancies are available. The Company can manage specific application procedures on the platform using a web-based management tool (“**applicant management tool**“). In this context, personal data generated by the Company for the respective application process is processed by JOIN acting as the processor for the Company as the controller as defined by the current data protection laws. As for JOIN’s other services, such as the allocation of suitable candidates or offers for candidates, personal data is processed by JOIN as the controller as defined by the current data protection laws. This AVV serves to protect the parties against the improper use of the personal data processed in the applicant management tool, to ensure data protection by JOIN due to personal data that the Company has made known to them, and to comply with the legal requirements in the event that the business relationship between the company and JOIN should be deemed as data processing. This AVV shall form part of every service agreement between the parties, unless otherwise expressly agreed in a contract to be concluded after the conclusion of this AVV. This document, including all appendices, also specifies the data protection obligations of the parties from the underlying service agreement as follows: ## Scope and definitions **1.1** The following provisions only apply to JOIN services that qualify as data processing within the framework of the service agreement, in particular the applicant management tool. **1.2** Where the term “data processing” or “processing” of data is used in this agreement, this generally refers to the use of personal data. Data processing or the processing of data means any operation or series of operations performed upon personal data, with or without the aid of automated processes. The term is also defined as such in Art. 4 No. 2 of the General Data Protection Regulation (“**GDPR**“) and Art. 3 (a) of the Swiss Data Protection Act (“**DSG**“) (GDPR and DSG together” **applicable data protection laws**“). **1.3** Reference is made to the other definitions in Art. 4 GDPR and Art. 3 DSG. *** ## Subject and duration of the agreement **2.1** Under this AVV, JOIN shall process personal data exclusively on behalf of and in accordance with the Company’s instructions. This includes in particular those processing services that JOIN provides for the Company via the applicant management tool solely for application management in accordance with the service agreement. In this service agreement and in Section 4, the parties have specified the details in accordance with Article 28 (3) GDPR, in particular the subject and duration of the data processing, as well as the handling, nature and purpose of the intended data processing, the type of data and those affected. **2.2** The data processing by JOIN on behalf of the Company is carried out in accordance with Art. 28 GDPR and Art. 10 (a) DSG. The company always remains the entity responsible for data processing. *** ## Ranking of the contractual agreements The provisions of this AVV are an integral part of the service agreement between the parties and take precedence over the other contractual agreements of the parties, in particular other contracts that contain provisions that deviate from those of this AVV to the detriment of the Company. Clause 1.1. remains unaffected. The provisions of this AVV do not apply to the processing of personal data that JOIN, as the controller, provides to the company as part of the service agreement. *** ## Purpose, scope and nature of data processing The parties hereby agree that the purpose of the data processing is the fulfilment of the contractual purposes according to the service agreement, in particular the implementation and management of specific application processes, which can be accessed by the Company via the applicant management tool on the JOIN platform. The scope and nature of data collection, processing and/or use of personal data are determined by the provisions of the service agreement as well as the services actually used by the Company. *** ## Persons affected The persons affected by the handling of personal data within the framework of the service agreement include * candidates for positions published by the Company via the platform; and * company employees. *** ## Types of personal data The following types of data are particularly affected by order processing: * Personal master data of the candidates (e.g. name, title, academic degree, date of birth, telephone number, email address), * the data transmitted by the applicants (applicant data; curriculum vitae, references, references, certificates, etc.), * all information related to the application process recorded in the applicant management tool, such as messages sent via the platform, information about the application process and a candidate’s progress in the application process recorded on our platform, or questions, which are asked as part of the application process and are recorded on our platform, * data generated through the use of the applicant management tool, such as metadata, this includes information about how long an application process takes, how many candidates have applied and how far a candidate has come in the application process, * data generated through interactions with the applicant management tool, such as the answers provided to questions asked by candidates, data recorded by the company itself that has not been deleted in the applicant management tool and contact establishing messages to the candidates or JOIN, * Personal master data (e.g. name, job title, email address, telephone number, business address) and access data (e.g. username and password) of company employees. If this data is processed as part of other JOIN services, such as the allocation of suitable candidates or services for candidates, this does not take place within the scope of this AVV. In such cases, JOIN shall process this data as the controller as defined by the current data protection laws. *** ## Rights and obligations of the Company **7.1** The Company alone is responsible for assessing the admissibility of the data processing carried out by JOIN on behalf of the Company and for safeguarding the rights of those affected pursuant to Article 4 No. 7 GDPR and Article 3 (i) DSG. The Company is particularly, but not exclusively, responsible for (1) fulfilling the data protection information obligations with regard to the candidates, (2) obtaining the necessary consent from the candidates for the processing of the data by the Company or JOIN, if this is absolutely required according to the current data protection laws, and (3) to comply with the deletion deadlines applicable to the respective application process. **7.2** As the data controller, the company is entitled at any time to issue instructions on the nature, scope and procedure of the data processing carried out on behalf of the customer. Verbal instructions must be confirmed by the company in writing (including email). **7.3** If the Company deems it necessary, persons authorised to issue instructions may be named. The information must be provided in writing by the Company. In the event that there is a change in the persons authorised to issue instructions at the Company, the Company shall inform JOIN of this in good time, naming the new person or persons in each case. **7.4** The Company shall inform JOIN if errors or irregularities are detected in connection with the processing of personal data by JOIN. **7.5** The Company is entitled check the compliance of the technical and organisational data security measures taken by JOIN in accordance with Section 9 before the start of data processing and then at regular intervals, but no more than once a year, after timely prior notification of at least 30 days during normal business hours and taking into account the interests of JOIN. The Company can also have this check carried out by a third party, provided they have previously concluded a confidentially agreement. The Company is obliged to pay the usual remuneration to the persons entrusted implementing these measures. **7.6** The Company is obliged to inform JOIN about data protection incidents or other breaches of the current data protection laws affecting JOIN’s processing activities. **7.7** The Company shall inform JOIN promptly if it becomes aware of specific measures taken by the supervisory authorities affecting the Company, in particular investigative measures by the authorities, provided that this affects data processing for the Company and the Company is not obliged to maintain confidentiality. *** ## JOIN’s obligations **8.1** Data processing JOIN is obliged to process personal data under this AVV solely in accordance with this agreement and/or the underlying service agreement and the instructions of the Company. **8.2** Rights of data subject JOIN will support the Company as far as possible in fulfilling the rights of data subjects, in particular with regard to correction, restriction of processing and deletion, notification and provision of information. JOIN shall, on the company’s instructions, rectify, delete or restrict the processing of the personal data processed on behalf of the Company. This obligation does not apply to personal data that JOIN processes as controller as part of the services it offers via the platform. If a data subject contacts JOIN directly to request correction, deletion or restriction of processing of his or her personal data, JOIN shall forward this request to the Company immediately upon receipt. The Company shall remain responsible for the execution of the requests. **8.3** Internal control obligations JOIN shall implement the appropriate control measures, e.g. internal audits, data protection concept, etc., to ensure that the personal data processed under this AVV is processed in accordance with this agreement and the corresponding instructions. **8.4** Duty to inform JOIN, as the controller, shall inform the Company if, according to its own assessment, an instruction violates legal regulations. JOIN shall then be entitled to suspend the execution of the corresponding instruction until it is amended by the company. This does not hereby justify JOIN’s obligation to check or notify. JOIN shall notify the Company of any breach of data protection regulations, of the regulations made in the service agreement and the agreement and/or the instructions issued, which occurs in the course of the processing of data by it, persons employed by it or other third parties entrusted with the processing, if this triggers the current data protection reporting obligations. If access to the personal data that the company has transmitted to JOIN for data processing is endangered by measures taken by third parties (e.g. measures taken by an insolvency administrator, confiscation by tax authorities, etc.), JOIN is obliged to notify the company of this. JOIN shall only pass on information to a party requesting information after prior agreement with the Company, unless JOIN is obliged to provide information by government measures or court decisions. **8.5** Creation of a processing log Upon request, JOIN shall support the Company in compiling a list of processing activities within the scope of the AVV and the data processing that is taking place and provide the necessary information in a suitable manner. JOIN shall also maintain its own log of all categories of processing activities carried out on behalf of the Company in accordance with the provisions of the current data protection laws. **8.6** Reporting obligations JOIN shall support the company upon request in fulfilling the obligations pursuant to Art. 33-36 DSGVO. **8.7** Place of data processing Unless otherwise agreed between the parties, the processing and use of the data by JOIN takes place exclusively in Switzerland, the European Union or in another treaty state of the Agreement on the European Economic Area. Any relocation of JOIN’s data processing activities to a third country is only permitted if the special requirements of Art. 44 et seq. GDPR or Art. 6 DSG are observed. **8.8** Deletion of personal data after termination of the agreement After the termination of the service agreement, JOIN is obliged at the request of the Company to hand over to the Company all personal data, documents and processing and usage results that are subject to this AVV and that are related to the contractual relationship as well as delete in compliance with data protection and data security guidelines and in accordance with the company’s instructions that which JOIN is not contractually or legally entitled or obliged to continue processing. This obligation to delete does not apply to personal data that JOIN processes as controller as part of the services it offers via the platform. *** ## Data protection checks and audit rights **9.1** JOIN hereby agrees that the Company is entitled, after prior mutual agreement, to conduct checks for compliance with data protection regulations and contractual agreements to the necessary extent, either itself or through third parties who have previously concluded a confidentially agreement, in particular by obtaining information and inspecting the stored data and systems as well as other on-site controls. In order to exercise the right to conduct checks, JOIN shall grant the Company the right to visit JOIN’s premises during its normal business hours upon notification at least 30 days in advance, provided this does not disrupt the course of business and taking into account JOIN’s interests, to gain confirmation of the appropriateness of the organisational and technical measures taken and contractually agreed by JOIN to comply with the requirements of the provisions in place for data processing. **9.2** JOIN shall support the company in carrying out checks to the best of its ability and shall provide swift and complete clarification where necessary. **9.3** JOIN shall accept any control measures by the data protection supervisory authority if there is a legal or obligation to do so. It shall inform the Company in accordance with Section 8.4 after notification or becoming aware of the implementation of the control measure and other enquiries or investigations by the data protection supervisory authority, insofar as the measures or inquiries may affect data processing that JOIN provides for the Company and JOIN is not legally obliged to maintain confidentiality. **9.4** Upon request, JOIN shall confirm in writing compliance with the technical and organizational measures specified in **Appendix 1**. *** ## Subcontracting and Subcontractors **10.1** JOIN is entitled to commission subcontractors with data processing in accordance with the following provisions: JOIN carefully selects subcontractors based on their suitability and reliability and ensures that the respective subcontractor guarantees an appropriate level of data protection. If subcontractors are commissioned, a level of protection must always be guaranteed that is comparable to that of this agreement. JOIN is obliged to draft the contractual agreements with the subcontractors in accordance with the current agreements in the relationship between the Company and JOIN, and to ensure that any supplementary instructions from the Company also apply to the subcontractors. JOIN shall inform the Company in good time, i.e. no later than two weeks before the start of the planned subcontracting, of any intended change in relation to the involvement or replacement of other processors. If the Company does not object to the subcontracting within two weeks of receiving the information, it is deemed to have been approved. If the Company objects to the subcontracting, the parties shall be entitled to extraordinarily terminate the service agreement and these AVV. **10.2** JOIN shall provide the Company with a copy of the subcontracted processing agreement upon request, provided and insofar as this is not contrary to JOIN’s interests. **10.3** JOIN shall, at the time of the conclusion of the agreement, cooperate with the subcontractors named in **Appendix 2** in the fulfilment of the agreement, the commissioning of which the Company expressly agrees. *** ## Data secrecy **11.1** JOIN is obliged to maintain confidentiality and data secrecy when processing data for the Company. **11.2** JOIN shall only use employees or other vicarious agents to fulfil the agreement who are sufficiently committed to data secrecy or confidentiality when handling personal data provided and who have been properly briefed on the data protection requirements. *** ## Technical and organisational measures **12.1** The technical and organisational measures outlined in **Appendix 1** are obligatory. **12.2** JOIN shall observe the principles of proper data processing in accordance with Article 32 in conjunction with Article 5 (1) GDPR and Article 7 in conjunction with Article 4 DSG. It guarantees the contractually agreed and legally prescribed data security measures outlined in **Appendix 1**. For the duration of the contractual relationship, JOIN shall take all necessary measures to secure the data and the security of the processing, in particular taking into account the current technology standards, as well as to reduce possible disadvantageous consequences for the data subjects. In order to always be able to guarantee an appropriate level of security for data processing, JOIN shall ensure that the measures implemented are regularly reviewed and, if necessary, upgraded. JOIN is free to make such changes to the technical and organisational measures that increase the agreed level of security. JOIN shall inform the Company of changes made to these measures in good time. *** ## Form clause **13.1** Any amendments or additions to this AVV or other agreements made between the parties with reference to it, or any declaration that directly amends the content, scope of the services or obligations of either party under this AVV must be in written form to be effective. This also applies to an amendment to this clause. **13.2** All declarations by the parties, in particular notifications, announcements, statements and other information to be transmitted to the other party, must be in written form to be effective. At the request of the receiving party, which must be asserted in writing promptly after receipt of the declaration, a declaration sent in writing must be confirmed in writing by the declaring party. If the confirmation is not issued, the declaration made in writing is deemed not to have been made. *** ## Place of jurisdiction **14.1** The sole place of jurisdiction, also internationally, for all disputes arising directly or indirectly from this AVV shall be the court having jurisdiction for JOIN’s registered office. The agreement on the place of jurisdiction does not apply if the dispute relates to claims other than pecuniary claims or if a sole place of jurisdiction has already been established for the dispute in accordance with the statutory provisions. **14.2** JOIN is entitled to take legal action against the Company at its general place of jurisdiction. *** ## Miscellaneous **15.1** In the event of any inconsistency between the provisions of this agreement and the provisions of the service agreement, the provisions of this agreement shall prevail. **15.2** This agreement is governed by Swiss law to the exclusion of the UN Convention on Contracts for the International Sale of Goods and conflict of laws. For customers based in the European Union, the law of the member state in which the Company has its registered office applies. *** ## APPENDIX 1 to the AVV **Technical and organisational measures** JOIN assures that it has taken the following technical and organizational measures: ### 1. Measures to ensure confidentiality #### 1.1. Access control Measures that physically prevent unauthorised persons from accessing IT systems and data processing systems that process personal data, as well as confidential files and data carriers. * The area for data processing is adequately secured by an appropriate construction method * All possible entrances have been secured against unauthorised access * An access control system with chip card reader and transponder locking system is set up * There is a controlled key allocation, chip card, etc. * Documentation of key and chip card allocation * Door security (electronic door opener, etc.) * Obligation of employees to data secrecy according to BDSG (German Data Privacy Act), esp. §5, §43 * Password policy * Digital certificates * Two-factor user login, (for critical services) * Encryption of communication/data processing * Use of software firewalls (for Windows devices) * Automatic screen lock/employee policy * Up-to-date user management * Encryption of data carriers in laptops/notebooks * Assignment of user rights (where possible, set up especially for critical services) #### 1.2 Access control Measures to prevent unauthorised persons from processing or using data protected by data protection law. * Obligation of employees to data secrecy according to BDSG (German Data Privacy Act), esp. §5, §43 * Authorisation concepts (profiles, roles, etc.) * No on-site server storage (cloud only) * Password procedure, i.e. personal and individual user log-in when registering on the system (including special characters, minimum length, regular change of password) * A password generator for random passwords is used * The transmission of the confidential authentication details via the network is encrypted * Access passwords and/or form inputs are not stored on the client or in its environment (e.g. storage in the browser or Post-Its) * Access authorisations are always assigned individually (personally) * The circle of authorised persons is minimised to the number deemed operationally necessary * A person responsible for issuing access authorisations has been appointed * Management of rights by system administrator * ID card reader, controlled key allocation, chip card, etc. * Door security (electronic door opener, etc.) * Manual locking system * Security locks * Access control systems with chip card readers and transponder locking systems * There is a secure procedure for resetting access blocks, e.g. reassigning a user ID * Limiting the number of authorised employees * Access lists * Encapsulation of sensitive systems through separate network areas (since no sensitive systems are hosted on site) * Authentication procedure * Installation of antivirus and spyware filters that are regularly updated * Transmission of data via encrypted data networks or tunnel connections (VPN – this is partly the case with sensitive data) * Password policy * Use of software firewalls * Installation of anti-virus and spyware filters that are regularly updated (for the devices and services used, this is partly done on the service side, otherwise automatically on the device side) #### 1.3 Access control Measures that ensure that those authorised to use the data processing procedures can only access the personal data subject to their access authorisation, so that data cannot be read, copied, amended or removed without authorisation during processing, use and storage. * Authorisation concepts (profiles, roles, etc.) * Access authorizations are always assigned individually (personally) * Management of rights by system administrator * The circle of authorised persons is minimised to the number deemed operationally necessary * Number of administrators is limited to the number deemed essential. * A person responsible for issuing access authorisations has been appointed * Each person with access authorisation can only access the data that they specifically need to process the current process in accordance with their assignment and that are set up in their individual authorisation profile. * Authorisations are linked to a personal user ID and an account. * Automatic screen lock/employee policy * Password policy * Allocation of user rights * Logging of login attempts and termination of the login process after a specified number of unsuccessful attempts (dependent on whether this is included in the service) * Logging of access and attempted misuse (dependent on whether this is included in the service) * Physical erasure of media before reuse * Use of document shredders or service providers (if possible with data protection seal and/or certification) #### 1.4 Separation requirement Measures to ensure that data collected for different purposes is processed separately and is separated from other data and systems in such a way that this data cannot be inadvertently used for other purposes. * Customer separation, software-side * Separation of test and production systems: separation into development server, staging server and production server * Separate databases and services (for example, in the sales database only the company ID is stored, but not other information about the company (stored in another database). Likewise, performance data for a specific product per customer is separated from both the aforementioned databases. #### 1.5 Pseudonymisation Measures that reduce personal data being directly attributed to a specific data subject during processing in such a way that the identification of a specific data subject is only possible with the inclusion of additional information. This additional information must be stored separately from the pseudonym using suitable technical and organisational measures. * Generalisation * Encryption of sensitive data when stored in database (e.g. Blowfish encryption for stored passwords) * Use of HTTPS throughout the site and particularly sensitive information transfers * Tokens for transmitting the payment data * App and database communication via OAuth * Separate databases and services (for example, in the sales database only the company ID is stored, but not other information about the company (stored in another database). Likewise, performance data for a specific product per customer is separated from both the aforementioned databases. *** ### 2. Measures to ensure integrity #### 2.1 Transfer control Measures to ensure that personal data cannot be read, copied, amended or removed without authorisation during electronic transmission or during their transport or storage on data carriers, as well as measures that can be used to check and determine to where personal data is to be transmitted. * Appropriate segregation of duties * Assignment of personal user accounts * Password policy * Limited allocation of administrator rights * Limited allocation of access rights to data * Deactivation of unused user accounts * Unauthorised persons are prevented from gaining access to processing facilities * Unauthorised access to personal data is prevented * Unauthorised modification or deletion of personal data is prevented * Personal data will only be processed on the instructions of the company * Transmission of data via encrypted data networks or tunnel connections (VPN) * Data transmission between clients and servers is encrypted (SSL, SSH or SFTP) * The connection to the backend systems is protected. * Data with high protection requirements are encrypted. * Handling processes with individual responsibility * Management of rights by system administrator * Storage of access and/or log files * Hardware components or documents are destroyed in such a way that recovery is not possible at all or only possible with disproportionate effort (NB: depends on the document) * Use of software firewalls * The firewalls are always activated * Mutual authentication using cryptographic methods (human-machine authentication) – 2 Factor Auth via additional app, regardless of position for all critical systems #### 2.2 Data entry control Measures that ensure whether and by whom personal data has been accessed, amended or removed in the IT systems can be subsequently checked and determined. * Traceability of persons who have accessed, amended and deleted data through the use of individual usernames (not user groups) * Allocation of rights to access, amend and delete data based on an authorisation concept * Logging of all system activities and retention of these logs for at least three years *** ### 3. Measures to ensure availability and reliability #### 3.1 Availability control Measures to ensure that personal data is protected against accidental destruction or loss. * Recovery and backup concepts (RAID, hard drive mirroring, etc.) * Backups carried out regularly * Checks are regularly conducted to determine whether it is possible to restore a backup (data recovery) * Fire and smoke detection systems * Fire extinguishing system/fire extinguishers in or in front of the * electronics rooms * Air conditioning in electronics rooms * Electronics rooms not situated under sanitary/water-bearing systems * No server rooms in the building, all data and tools run via the cloud #### 3.2 Rapid recoverability Measures to ensure the ability to quickly restore the availability of and access to personal data in the event of a physical or technical incident. * Regular testing of data recovery * Recovery and backup concepts (RAID, hard drive mirroring, etc.) * Backups carried out on a regular basis * Checks are regularly conducted to determine whether it is possible to restore a backup (data recovery) * Backups are stored in a secure, off-site location *** ### 4. Measures to regularly evaluate data processing security Measures to ensure data protection-compliant and secure processing. * Data protection management * General data protection concept * Deletion concept * Company instructions are documented * Formalised contract management *** ### 5. Measures to ensure reliability Measures to ensure that all functions of the system(s) are available and that any malfunctions that occur are reported. * Availability monitoring of relevant services * System redundancies * System monitoring * Monitoring via automated network management system (NMS) * Backup plans * Use of test/pre-staging systems * Use of a version management system for operating systems * Alerts *** ### 6. Measures to ensure reliability Measures to ensure that personal data collected for different purposes can be processed separately. * Data protection concept * Authorisation concepts (profiles, roles, etc.) and their documentation * Definition of database rights * Creation of data categories with different storage locations * Internal multi-client capability * Logical client separation * Internal earmarking concept * The data of different JOIN customers is stored in separate files and in separate directories depending on the content and is not merged * Access concepts * Isolation of data sets, systems (e.g. UAT, staging and production) and processes * Physical separation of data categories * Separation of particularly sensitive data *** ## APPENDIX 2 to the AVV List of subcontractor processors commissioned by JOIN **Amazon Web Services Europe**\ Cloud service provider\ Luxembourg **Google Europe**\ Cloud service provider\ Ireland **Mailchimp**\ Marketing and mailing platform\ USA **Stripe Payments Europe Ltd.**\ Payment service provider\ Ireland **Kombo**\ Application Programming Interface\ Germany
# Privacy policy #### Preamble At JOIN, the protection of your personal data has top priority, which is why we always use your data in compliance with the applicable data protection laws, in particular the Swiss Data Protection Act (hereinafter: “DPA”) and the [EU General Data Protection Regulation](https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0679) (hereinafter: “GDPR”), as well as in accordance with these data protection provisions (hereinafter collectively: “applicable data protection laws”). With the following Privacy Policy, we want to inform you comprehensively about the data processing carried out through our offer and the use of our platform, pages, applications and services. Please read our privacy policy carefully. If you have any questions or comments regarding the processing of your personal data by us, you can contact us at any time at the e-mail address provided in section 2 (“Who is responsible for the processing of your personal data and how can you contact us?”). We may provide you with additional privacy notices if we deem it appropriate. Such additional privacy statements supplement this Privacy Policy and must be read together with it. *** ### Overview The following privacy policy informs you about the nature and extent of the processing of personal data by JOIN Solutions AG, Eichenstrasse 2, 8808 Pfäffikon SZ (Schwyz), Switzerland (hereinafter: “JOIN”, “we”, “us” or “our”). Personal data is information that can be directly or indirectly attributed or assigned to a person. The processing of your personal data in the context of the use of our Platform and all related pages, applications, products and services (collectively, the “Offer”) is subject to this Privacy Policy. These data protection provisions apply to the data processing of the JOIN offer, in particular via the platform [https://join.com](https://join.com/) (hereinafter: “Platform”). Data processing by JOIN can be summarised essentially as follows: * For the purpose of processing the contract or providing our platform, all data required for the fulfillment of the terms of use of or the service agreement with JOIN as well as for the further development of our offer will be processed. If external service providers are also involved in the processing of the contract, e.g. companies advertising jobs, optimization services, hosters, CRM tools, etc., your data will be passed on to them to the extent necessary in each case and in accordance with the applicable data protection laws. * When you access our platform, various information is exchanged between your terminal device and our server. This may also include personal data. The information collected in this way is used, among other things, to analyze the use of our offer and to further optimize our offer. * If you contact us via e-mail, contact form or other means of contact, we have an existing business relationship with you or you register for an event or to receive advertising or a newsletter from us, JOIN processes your personal data to the extent necessary in each case to communicate with you and to send you this advertising / newsletter. In accordance with the requirements of the applicable data protection laws, you have various rights that you can assert against us. These include the right to object to selected data processing, in particular data processing for advertising purposes, the right to receive information about your data processed by us or, in certain cases, the right to have your personal data stored by us deleted. You can find more information about your rights below in section 6 (“What rights do you have with regard to your personal data?”) of this Privacy Policy. If you have any questions about our privacy policy, you are welcome to contact our Data Protection Officer directly at any time via the e-mail address provided in section 2 (“Who is responsible for processing your personal data and how can you contact us?”). We will always endeavor to answer your questions completely and promptly. *** ### Your personal data #### Who is responsible for processing your personal data and how can you contact us? JOIN is responsible for the processing of your personal data in accordance with this Privacy Policy. We have appointed Yoann Garraux as our Data Protection Officer, and can be reached at: LEXR Law Switzerland AG, Chem. du Trabandan 28A, CH-1006, Lausanne, Switzerland or at the following E-mail address: We have appointed the following company as our EU representative in accordance with Article 27 (1) of the GDPR in conjunction with Article 3 (2) of the GDPR within the European Union: JOIN Solution GmbH, Schönhauser Allee 36, Berlin, 10435, Germany; also reachable at the following E-mail address: *** ### Legal basis to process your personal data #### 3.1 Visit of our website If you visit our website, in particular our platform, information is automatically sent to our servers by the platform and the browser used on your end device and temporarily stored in a so-called log file. The following information is collected without your intervention and stored in the log file until automatic or manual deletion: * the IP address of the device used, * the device used, * the date and time of access, * the name and URL of the file accessed, the website from which the access was made (referrer URL), * the unique identifier of the browser you are using, * and the name of your Internet provider. The processing of this data is based on our legitimate interest pursuant to Art. 6 (1) f) GDPR. Our legitimate interest follows from the purposes of data collection listed below. At this point, we would like to point out that it is not possible for us to draw any conclusions about your identity from this collected data, nor will we do so. The IP address of your terminal device and the other data listed above are used by us for the following purposes: * Ensuring smooth connection establishment and functionality of the platform, * Ensuring a comfortable use of our offer, * Evaluation of system security and stability, and * other administrative purposes. Furthermore, we use cookies, tracking tools, targeting methods, and interfaces to other services, such as social media platforms or job boards, for our offer. The exact procedures involved and how your data is used for this purpose are explained in more detail below in section 3.5 (“Online presence and website optimization”) of this privacy policy and in our cookie banner. #### 3.2 Conclusion, implementation or termination of the terms of use for applicants / candidates We see our offering as an innovative job placement platform. Our declared goal is to be able to offer every user the jobs that are perfectly suited to him or her. If you register on our platform by creating a user login (consisting of your basic profile as well as your non-deleted pending or completed applications) for yourself, we use your data to fulfill this purpose, namely * To help you apply for a vacancy through our platform (see below section 3.2.2, “Data processing when applying for a specific job”), and * In particular, to offer you jobs that match your requirements profile and your supposed personal interests and needs as specifically as possible and accordingly not to bother you with useless job offers (see section 3.2.3 below, “Data processing for the transmission of vacant job offers”). For this purpose, we categorize and add further information to your user login. For this purpose, we use statistical information as well as information about you (e.g., basic data of your user login and your not-deleted, pending or completed application documents), data from your previous application processes via JOIN, as well as publicly accessible data about you to increase the placement rate. The legal basis for the purposes described above is our fulfillment of the contract with you pursuant to Art. 6 (1) lit. b) GDPR. If your consent is required for this data processing pursuant to Art. 6 (1) lit. a) or Art. 9 (2) lit. a) GDPR, we will obtain this explicitly from you before collecting your personal data. You have the option to adjust or delete the settings and data in your user login and the respective application process at any time. Please note that if you do not provide the data necessary for the fulfillment of the purpose, you may no longer be able to make full use of our services. Below you will find a detailed list of the processing purposes and the categories of data that we process to fulfill our obligations to you, as long as you have a usage login with us or you have not terminated your contractual relationship with us: #### 3.2.1 Data processing during the creation and use of a user login To create and manage a user login, we need and process the following data from you: * E-mail address (mandatory for the creation of the user login), * Contact details, * First name, last name (mandatory for the creation of the user login), * Curriculum vitae, if applicable, * Testimonials, if applicable, * the data you have submitted or entered yourself and generated through the use of our offer, such as your cover letter or letter of application, the stated qualifications, work experience, preferences, diplomas, certificates, further education, etc. #### 3.2.2. Data processing when applying for a specific job If you apply for a specific advertised position via our platform, we will then process and transmit the following data to the advertising company: * E-mail address, * Contact details, * First name, last name, * Curriculum vitae, if applicable, * Testimonials, if applicable, * the data that you yourself provide or enter and that is generated through the use of our service, such as your cover letter or letter of application, the qualifications, work experience, preferences, publicly available profiles, diplomas, certificates, further education, the answers to questions that a company asks in connection with a job application, etc. In order to enable you to apply for specific advertised jobs via our platform and to manage your application process, as well as to be able to offer you suitable jobs, we also process your personal data for sending information, confirmation or feedback emails. We may send these emails directly to you or on behalf of and in the name of companies to which you have applied. If you apply for a specific advertised position, we will transmit your data, in particular your application documents and related information, to the advertising company. The advertising company can then view your user login. #### 3.2.3. Data processing for the transmission of vacant job offers (“proposal function”) We use the data of your user login on the basis of Art. 6 (1) lit. b) GDPR to offer you job offers that are as attractive as possible and correspond to your actual or presumed personal interests and/or needs, without bothering you with unsuitable offers. In order to carry out this analysis and forward appropriate job offers to you, we analyze your personal data and match it with the requirements of vacant job offers. As soon as a new vacant position is published on our platform, we process the following data to check whether it matches your requirements profile and whether we should forward this job offer to you: * Curriculum vitae, if applicable, * Testimonials, if applicable, * all data submitted or entered by you, such as a cover letter or application letter, the qualifications indicated, work experience, preferences, etc., * publicly accessible data about your person, * data generated through your use of JOIN, such as metadata this includes, among other things, start date or salary preferences, which are communicated through our platform, * Data generated through interactions with your JOIN profile, including your applications, such as answers to questions a company asks in connection with an application, your undeleted application materials, contact with companies or JOIN, your notes related to your pending or completed applications, information about how far you have progressed in the application process, etc. If the matching process described above shows that you are likely to be interested in the vacancy, we will use your email address, contact information or contact you via our platform to make you aware of this vacancy. You can then decide for yourself whether you would like to apply for this position. If you do not wish to receive such offers in the future or if you wish to revoke your consent to the automatic transmission of your profile data to advertising companies, you can unsubscribe from these notifications or revoke your consent at any time. To do so, either use the respective unsubscribe button in the e-mail sent to you or send us a short note by e-mail to the e-mail address given in section 2 (“Who is responsible for processing your personal data and how can you contact us?”). Please note that you may no longer be able to make full use of our services, in particular the transmission of job offers, if you unsubscribe. #### 3.3 Conclusion, execution or termination of the service agreement for companies / corporate customers We see our offering as an innovative job placement platform. Our goal is to offer our customers a platform on which they can, among other things, post job ads and receive and manage application data. Thus, you as well as the company you work for have to register with us in order to * to place job advertisements on our platform (incl. multiposting), * recruit new employees, interns or other staff, * Receive and manage applications for open positions, or * to use our service to analyze the JOIN profiles of registered candidates and suggest suitable job advertisements to them. In order to provide these services, we process your personal data that you provide to us via the platform. The legal basis for the purposes described above is our fulfillment of the contract with you or your organization pursuant to Art. 6 (1) lit. b) GDPR. If your consent is required for this data processing pursuant to Art. 6 (1) lit. a) or Art. 9. (2) lit. a) GDPR, we will obtain this explicitly from you before collecting your personal data. You have the option to adjust or delete the settings and data in your employee login and the company account / company profile, the applicant management tool and generally in our platform at any time. Please note that if you do not provide us with the data necessary to fulfill the aforementioned purposes, you may no longer be able to make full use of our services. Below you will find a detailed list of the data categories that we process to fulfill our obligations to you, as long as you have an employee login or your company has a company account / company profile with us or the service agreement is not terminated: #### 3.3.1 Data processing during creation and use of a corporate account To use our platform, you and the company for which you work must register with us and create a company account. After that, other employees from your organization can also register and use our platform or our offer (see below section 3.3.2, “Data processing when creating employee login”). To create and manage a company account, we need and process the following data from you and your company: * E-mail address (mandatory for the creation of the user account), * Contact details (mandatory for the creation of the user account), * First name, last name (mandatory for the creation of the user account), * Information about the company you work for, such as company name, address of the company, contact details of the company’s representatives, etc. (mandatory for the creation of the company account). During the first sign-up, we use the Data Enrichment Tool Waterfall, a service of Waterfall Data llc., 651 N Broad St, Middletown, DE 19709, USA (“**Waterfall**“), on the basis of Art. 6 para. 1 lit. b) GDPR. Thus, we transfer the data entered by the user, such as name, e-mail address and company name, to Waterfall’s servers, which are stored there. For the secure transfer of your data to Waterfall abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of these data protection provisions. Additional information about Waterfall and data protection at Waterfall can be found in Waterfall’s privacy policy and in the further explanations on the GDPR. If you have any questions, you can also contact Waterfall’s data protection officer directly: #### 3.3.2 Data processing when creating employee logins Once the company account is created, you can be invited as an additional employee to register on our platform in connection with your company account and create your own login for creating and posting job ads, managing applications or contacting candidates. In this context, we need and process the following personal data: * E-mail address (mandatory for the creation of the employee user account), * First name, last name (mandatory for the creation of the employee user account), * Contact details, * Data about your role in the company, such as position or title. #### 3.3.3 Data processing during creation of job advertisements (incl. multiposting) and company profile If you create a job advertisement for a vacant position in your company on our platform and let us manage it or create a company profile, we process the following data of you, employees of your company and your company: * E-mail address and any other contact details of the person responsible for the job advertisement in your company, * Contact information of the person who will receive the applications, * All the information about the company that you include in the company profile, such as company name, address of the company, contact details of the company representatives, number of employees, turnover, key figures, key employees, texts, images, graphics and links, logos etc, * Any other personal data or other information that you include in the job description (e.g. job title, department, salary details, contact details of the potential supervisor, requirements profile for the job, information about the company, etc.), * data generated by your use of JOIN, such as metadata, which includes information about how long the ad should be online, where it should be displayed, how often an ad is clicked, how many applications you receive for the ad, etc. This personal data is processed so that we can manage the job advertisements on behalf of you and your company (including multiposting) and so that your company can create a company profile on our platform. The job advertisements that we post and manage for you are usually publicly accessible. We offer our customers the option of managing the job advertisements to be created via our platform using their HR or application management tool and setting up an interface between the systems for this purpose. Applicant data can thus be migrated to the providers’ platforms to ensure a smooth application process, provided that the customer has previously consented to this data transfer. The migration takes place on the basis of Art. 6 para. 1 lit. a) or lit. b) GDPR. As data controllers, the customers guarantee the permissibility of this data processing. #### 3.3.4 Data processing for the management of the application process If a candidate applies for an advertised vacancy in your company, we process the following personal data on the basis of Art. 6. (1) lit. b) GDPR for the purpose of forwarding the application to you and managing the application process: * Contact details of the candidate and the person responsible for the application process in your company, * all documents that the candidate submits to us as part of the application through the platform and that we forward to you, * Any information related to the application process that is captured on our Platform, such as messages you send through our Platform, information about the application process and a candidate’s progress in the application process that is captured on our Platform, or questions asked as part of the application process that are captured on our Platform, etc., * publicly available data about your company, * data generated by your use of JOIN, such as metadata. These include information about how long the application process takes, how many candidates have applied, how far a candidate has progressed in the application process, etc., * Through interactions with your JOIN profile including data generated by the applicant management tool, such as answering questions you ask applicants, your self-recorded and undeleted data in the applicant management tool, contacting candidates or JOIN, etc. This personal data is processed so that you can use our platform to process and manage the application process. #### 3.3.5. Data processing for finding perfect candidates (“suggestion function”) To help you and your company find the perfect candidate for a job you have advertised, we analyze personal data of candidates registered on our platform and match them with the requirements of vacant job offers. In order to suggest suitable candidates for jobs you have advertised, we process the following data: * Data about your company, such as company name, company address, contact details of company representatives, * Data in the company profile, such as company name, address of the company, contact details of the company’s representatives, number of employees, turnover, key figures, key employees, texts, images, graphics and links, logos, etc., * Information in the job description, such as job title, department, salary details, contact details of the potential supervisor, job requirement profile, information about the company, etc., * publicly available data about your company, * data generated by your use of JOIN, such as metadata. This includes, among other things, information about how long the application process takes, how many candidates have applied, how a candidate application process came, information about how long the ad should be online, where it should be displayed, how often an ad is clicked, how many applications you receive to the ad, etc…, * Through interactions with your JOIN profile including data generated by the applicant management tool, such as answering questions you ask applicants, your self-recorded and undeleted data in the applicant management tool, contacting candidates or JOIN, etc. Once we have identified a candidate who may have a likely interest in the vacant position, we forward the advertised position to him or her so that he or she can apply to you and your company. In the process, all personal data contained in the job description, including the contact details provided, will be forwarded by the person responsible in your company. An application after being contacted by us is completely up to the candidate and we cannot guarantee that he or she will act on it. If a candidate has agreed that we forward his contact data directly to you and your company in case of a probable interest, you can contact him directly yourself in case of interest. #### 3.3.6. Data processing for invoicing If you use one of our chargeable services or products (“chargeable services”), we process the following personal data of you on the basis of Art. 6(1) lit.b) and lit. c) GDPR in order to invoice or process any other costs: * Your contact information, such as (billing) address, phone number, email address, last name and first name, * Information about the company where you work, such as company name, company address, contact details of company representatives, * Payment information, such as bank account details. #### 3.4 User and customer support #### 3.4.1 Intercom To process service, support and other user requests, we use the support tool of Intercom Inc., 55 2nd Street, 4th Floor, San Francisco, CA 94105, USA (“Intercom”) as part of our contractual obligations and services pursuant to Art. 6 (1) b) GDPR. If you submit a support request via one of our channels (e.g. our contact form, live chat, email, etc.), the following data – depending on the content and selected contact channel – will be processed via Intercom’s servers: * The data you entered, * Name, * E-mail address, * Browser information, * IP address, * Current page you are on at the time of your request, * Timestamps. For the secure transfer of your data to Intercom abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of this Privacy Policy. Additional information on data processing by Intercom can be found in [Intercom](https://www.intercom.com/legal/privacy)‘s Privacy Policy. If you have any questions, you can also contact Intercom’s data protection officer directly at . #### 3.4.2 Mailchimp and Mandrill For the processing of service, support and other user requests as well as for the sending of confirmation emails, e.g. for new registrations on our platform, we use the mailing tool MailChimp as well as the associated interface Mandrill, a service of the list provider The Rocket Science Group, LLC, 512 Means St., Suite 404 Atlanta, GA 30318, USA (“MailChimp”) as part of our contractual obligations and services according to Art. 6 (1) lit. b) GDPR. When registering for our platform, the so-called double opt-in process is used, i.e. you will receive an email after registration in which you must explicitly confirm your registration again. Only then will your account be activated for you. In this case, and for the purpose of delivering job offers to our users, the following data will be processed via MailChimp’s servers: * The data you entered, * Name, * E-mail address, * Browser information, * IP address, * Data on interactions with emails from JOIN. For the secure transfer of your data to Intercom abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside of Switzerland or the EU”) of this Privacy Policy. Additional information about MailChimp and data protection at MailChimp can be found in the MailChimp privacy policy and in the further [explanations](https://mailchimp.com/en/help/about-the-general-data-protection-regulation/) on the GDPR. If you have any questions, you can also contact MailChimp’s data protection officer directly: . #### 3.4.3 Salesforce To manage our customer data, we use the CRM platform Salesforce, a service of salesforce.com Inc, The Landmark One Market Suite 300, San Francisco, CA 94105, USA (hereinafter: “Salesforce”). This helps us to record customer data, to communicate with the customer, to document this contact, and to create offers according to the customer’s wishes. If you have contacted us, e.g. via the questionnaire, the following data will be processed via the Salesforce servers: * Name, * E-mail address, * Customer master data, * Data on interactions with emails. This processing is based on Art. 6 (1) lit. b) GDPR and serves to improve our services and customer support. The processing of personal data by Salesforce is based on the binding internal data protection regulations of Salesforce pursuant to Art. 46 (2b), 47 GDPR (so-called Corporate Binding Rules) as well as the standard data protection clauses of the European Commission pursuant to Art. 46 (2c) GDPR. Both sets of rules are anchored in the Salesforce Data Processing Addendum, which we have concluded with Salesforce. In addition, Salesforce Commerce Cloud is certified by reliable security standards, including PCI-DSS, SOC2, ISO 27001. Additional information about Salesforce and data protection at Salesforce can be found in Salesforce’s privacy [policy](https://www.salesforce.com/privacy/overview/). You can object to this processing at any time. To do so, please use the contact options of our data protection officer. You can find additional information on data processing by Salesforce in their [privacy](https://www.salesforce.com/company/privacy/full_privacy/) policy. You can also contact Salesforce’s data protection officer directly at or [datasubjectrequest@salesforce.com.](mailto:datasubjectrequest@salesforce.com) #### 3.4.4 Customer.io To send system messages, we also use the shipping service provider Customer.io, provided by Peaberry Software Inc, 921 SW Washington Street, Suite 820, Portland, Oregon, 97205 (“Customer.io” or “Shipping Service Provider”) as part of our contractual obligations and services under Art. 6 (1b) GDPR. In this context, the following data about you may be processed: * Name, address, email address, phone number, other contact information, * Company name, title, * Customer History, * IP addresses, * Personal Data relating to you that JOIN may enter or upload to the CRM Tool from time to time. Your data may be sent to Custiomer.io and stored there on servers of Customer.io, which may also be located outside of Switzerland and the EU, such as the USA. The delivery service provider may use your data in pseudonymous form, i.e. without assignment to a user, to optimise or improve its own services, e.g. for the technical optimisation of the delivery and the presentation of the e-mails or for statistical purposes. However, the service provider does not use your data to write to you directly or to pass your data on to third parties. For the secure transfer of your data to the shipping service provider abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of this Privacy Policy. Additional information on data processing by Custiomer.io can be found in their [privacy](https://customer.io/legal/privacy-policy/) policy. If you have any questions, you can also contact Customer.io directly at or . #### 3.4.5 FrontApp In order to organize and process our customer support in the best possible way, we use the software of FrontApp Inc, 550 15th St., CA 94103 San Francisco, USA, (“FrontApp”) as part of our contractual obligations and services according to Art. 6 (1) lit. b) GDPR. FrontApp channels all customer requests in one application and helps us organise customer requests with flags (e.g., processed or resolved) to resolve your request as quickly as possible. In this context, the following data about you may be processed: * Name, address, email address, phone number, other contact information, * Company name, title, * Customer History, * Means of payment, * IP addresses, * Personal Data relating to you that JOIN may enter or upload to the CRM Tool from time to time. For the secure transfer of your data to the shipping service provider abroad, we have taken appropriate safeguards in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of this Privacy Policy. Additional information about data processing by FrontApp can be found in their [privacy](https://frontapp.com/privacy-policy) policy. If you have any questions, you can also contact FrontApp directly at . #### 3.4.6 Appcues For a smooth, personalized user onboarding process, we use the services of Appcues Inc, 54 Canal St 6th Floor, Boston, MA 02114, USA (“Appcues”) as part of our contractual obligations and services under Art. 6 (1b) GDPR. Appcues is a customer experience software service. We use Appcues to provide you with targeted information about our services at specific points. In order to do this in a meaningful way, we need certain information about you: * User profile data, * Name, * Timestamp, * User settings, * Browser information. Your data may be sent to Custiomer.io and stored there on Customer.io servers, which may also be located outside of Switzerland and the EU, such as the USA. For the secure transfer of your data to the service provider abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of this Privacy Policy. Additional information about data processing by Appcues can be found in their [privacy](https://www.appcues.com/privacy) policy. If you have any questions, you can also contact Appcues directly at . #### 3.5 Online presence and website optimisation We will not sell or rent your information to third parties for their marketing purposes without your express consent. Only in order to provide you with the best possible offer, to improve the quality of our offer from time to time and to protect the interests of our users, we will share certain data with third parties under certain circumstances; however, the sharing is always subject to strict limitations, which are described in more detail below: #### 3.5.1 Cookies – General information We use so-called cookies on our website. Cookies are small files that are created by your browser and stored on your device (laptop, tablet, smartphone, etc.) when you use our services. The Cookies used do not cause any damage to your end device and do not contain viruses, Trojans or other malware. In the cookie, information is stored that arises in each case in connection with the specific end device used. This does not mean, however, that we gain direct knowledge of your identity. The use of cookies serves on the one hand to make the use of our offer more pleasant for you. We use so-called session cookies to recognise that you have already visited individual pages of our website or that you have already logged in with your user account. If you use our offer again at a later time, the cookie automatically recognizes that you have already been with us and which entries and settings you have made so that you do not have to enter them again. In addition, we also use temporary cookies for the purpose of user-friendliness. These are automatically deleted after you leave our website. If you already have a user account and are logged in, the information stored in the cookies will be assigned to your user account. On the other hand, we use cookies to statistically record and analyze the use of our offers and to evaluate them for the purpose of optimizing them for you, as well as to display information tailored specifically to you, such as current job offers. These cookies enable us to automatically recognize when you visit our site again that you have already been with us or whether you have come to us via a job advertisement placed by us with third-party providers. These cookies are automatically deleted after a defined period of time. Without your explicit consent, we do not use cookies beyond what is necessary for the optimal display and functionality of our site. You can manage or withdraw your consent at any time free of charge and easily [manage or withdraw your consent here](https://join.com/toggleCookie/). Most browsers accept cookies automatically. However, you can configure your browser so that no cookies are stored on your computer or a message always appears before a new cookie is created. However, the complete deactivation of cookies can lead to the fact that not all functions of our platform are available to you. The storage period of the cookies depends on their purpose and is not the same for all. #### 3.5.2 Google Analytics For the purpose of demand-oriented design and continuous optimization of our platform, we use based on Art. 6 (1) lit. a) GDPR in conjunction with § 25 Abs.1 S.1 TTDSG the analysis service Google Analytics of Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (“Google”). Google creates pseudonymized usage profiles using cookies. The lifetime of these cookies is three months. The information generated by the cookie about your use of our platform such as * Browser type/version, * operating system used, * the device you are using, * Referrer URL (the previously visited page), * Host name of the accessing computer (IP address), * Time of the server request, * Demographic data are transferred to a Google server in the USA and stored there. The information is used to evaluate the use of the offers, to compile reports on the activities and to provide other services associated with the use of the offer for the purposes of market research and demand-oriented design. This information may also be transferred to third parties if this is required by law or if third parties process this data on our behalf. Under no circumstances will your IP address be merged with other Google data. The IP addresses are anonymized so that an assignment is not possible (so-called IP masking). You can prevent the collection of data generated by the cookie and related to your use of our offer (including your IP address) as well as the processing of this data by Google and object to further processing via the cookie by downloading [this browser add-on. ](https://tools.google.com/dlpage/gaoptout?hl=de)You can object to the use of the cookie at any time with effect for the future by [clicking here](https://join.com/toggleCookie/). On mobile devices we recommend the use of the private mode’. For more information on privacy in connection with Google Analytics, please visit the [Google Analytics](https://support.google.com/analytics/answer/6004245?hl=de) website. If you have a Google account and you are logged in there when you visit our site, Google may merge and store the data collected on our site with the data Google already has about you and use it for its own purposes. #### 3.5.3 Bing Ads For the purpose of recognizing whether someone has clicked on an ad from us, been redirected to our website and reached a previously determined target page (“conversion site”), we use based on Art. 6 (1) lit. a) GDPR in conjunction with. § 25 Abs.1 S.1 TTDSG, we use technologies from Bing Ads (bingads.microsoft.com) on the website, which are provided and operated by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (“Microsoft”). Microsoft sets a cookie on your device if you have accessed our website via a Microsoft Bing ad. The lifetime of these cookies is one year. We only learn the total number of users who clicked on a Bing ad and were then redirected to the conversion site. Microsoft collects, processes and uses information via the cookie, from which usage profiles are created using pseudonyms. These usage profiles are used to analyze visitor behavior and are used to display advertisements. No personal information about the identity of the user is processed. The information generated by the cookie such as * Browser type/version, * operating system used, * the device you are using, * Referrer URL (the previously visited page), * Host name of the accessing computer (IP address), * Time of the server request, * Demographic data will be transmitted to and stored by Microsoft on servers in the United States or Europe. If you do not want Microsoft to use information about your behavior as explained above, you can prevent the collection of data generated by the cookie and related to your use of the website, as well as the processing of this data by Microsoft, by declaring your objection [here](https://account.microsoft.com/privacy/ad-settings/signedout?refd=www.google.com\&ru=https://account.microsoft.com/privacy/ad-settings?refd=www.google.com). For more information about privacy and cookies used by Microsoft and Bing Ads, see the [privacy policy on](https://privacy.microsoft.com/de-de/privacystatement) the Microsoft website. #### 3.5.4 Hotjar For the purpose of demand-oriented design and continuous optimization of our platform, we use the web analytics service of Hotjar Ltd, Elia Zammit Street, St Julians STJ 1000, Malta (“Hotjar”) on the basis of Art. 6 (1) lit. a) GDPR in conjunction with § 25 Abs.1 S.1 TTDSG the web analytics service of Hotjar Ltd, Elia Zammit Street 3, St Julians STJ 1000, Malta (“Hotjar”). Hotjar is used to create so-called heat maps, i.e. statistical overviews of mouse movements and clicks on our platform. This allows us to identify frequently used features of our platform and further improve it. Hotjar uses a cookie to analyze our platform in terms of user behavior. The lifetime of these cookies is one year. The information generated by the cookie about your use of our platform like * Mouse movements and clicks, * Shortened IP address, * device used, especially screen size * operating system used, * Browser type/version, * Referrer URL (the previously visited page), * geographical origin, * Resolution and type of device, * Time of the server request, are transferred to a server of Hotjar and stored there. However, your IP address is shortened before the usage statistics are analyzed, so that no conclusions can be drawn about your identity. The aforementioned information is therefore not personal and will not be passed on to third parties by us or by Hotjar. The data entered in form fields on our website are hidden by us for data protection reasons and are not collected by Hotjar. You can object to this data processing at any time by using the so-called Do-Not-Track function of your browser or by clicking this [opt-out link](https://www.hotjar.com/opt-out). You can find instructions for the different browsers on the [Hotjar website](https://www.hotjar.com/opt-out). You can find more information about Hotjar and the handling of personal data in the [privacy policy of](https://www.hotjar.com/privacy) Hotjar. #### 3.5.5 Facebook Pixel In order to use Facebook campaigns in a needs-based manner, to further optimize them, and to measure their conversion, we use an individual so-called visitor action pixel from Facebook Ireland Ltd. an individual so-called visitor action pixel from Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (“Facebook”) on the basis of Art. 6 (1) lit. a) GDPR in conjunction with § 25 Abs.1 S.1 TTDSG. This pixel is integrated into the code of our platform. On the one hand, this allows us to ensure that the Facebook ads we initiate are only displayed to those Facebook users who have also shown an interest in our offer. In this way, we want to ensure that our Facebook ads correspond to the potential interest of the respective user and do not annoy him. On the other hand, this allows us to track the actions of Facebook users after they have seen or clicked on one of our Facebook ads. This helps us measure the conversion of the respective campaign for statistical, market research and billing purposes. The following information is processed during the deployment: * Timestamp, * URL, * campaign-related information (especially specification of the impression, form field, activated button). The data collected in this way is anonymous for us and therefore does not allow us to draw any conclusions about the identity of the respective user. If you log into your Facebook account after activating the pixel or if you visit our website while logged in, it is possible that this data will be stored and processed by Facebook, which we would like to inform you about here. Facebook may link this data to your Facebook account and also use it for its own advertising purposes, in accordance with Facebook’s data usage policy: . You can find more information about the Facebook Pixel [here](https://www.facebook.com/business/help/www/651294705016616). You may allow Facebook and its partners to serve ads on and off Facebook. You can opt out of this specific data processing at any time by adjusting your [Facebook settings](https://www.facebook.com/ads/preferences/?entry_product=ad_settings_screen) accordingly. Please be aware that the declared objection only applies to the respective device used. For more information, please see [Facebook’s privacy policy and information about protecting your privacy](https://www.facebook.com/privacy/explanation). For the cases in which JOIN and Facebook are jointly responsible for the processing of your data collected and processed by Facebook Pixel on our website, we have concluded a corresponding contract with Facebook pursuant to Art. 26 GDPR. You can send a request directly to us at any time via the email address provided in section 2 (“Who is responsible for processing your personal data and how can you contact us?”) to receive more details about this contract. #### 3.5.6 Stripe payment processing service If a company has decided to make use of our paid premium offers (see above section 3.3.6, “Data processing for invoicing”), we will, for the purpose of payment processing, either with the consent of the contact person or for the fulfillment of our contractual obligations pursuant to Art. 6 (1) lit. b) GDPR, forward data transmitted by the executing person, e.g. name and email address, to our payment service provider Stripe Payments Europe Ltd, Block 4, Harcourt Centre, Harcourt Road, Dublin 2, Ireland (“Stripe”). By using Stripe’s library, the information entered during the order process (e.g. address, account number, bank code, possibly credit card number, invoice amount, currency and transaction number) is not processed by us, but is transmitted directly to Stripe by the browser used. The data is used by Stripe exclusively for the execution and realization of the payment processing and is transmitted securely via the “SSL” encryption method. The lifetime of the cookies used by Stripe is one year. Stripe is certified according to [PCI DSS](https://stripe.com/docs/security). Stripe transfers, processes and stores personal data outside the EU, if applicable. You can find detailed information about Stripe’s privacy policy at this [link](https://stripe.com/de/legal/ssa#translation). #### 3.5.7 Google Single Sign-In In order to facilitate the registration process for our users, they are offered the option of registering an account via an existing Google account. The procedure is called Google Single-Sign-In (SSO) and is operated by Google Limited, Gordon House, Barrow Street, Dublin 4, Ireland. This data processing serves the purpose of facilitating registration or logging in to our platform and then using our services. By using SSO, your web browser automatically establishes a direct connection with Google’s server. To register, you will be redirected to the Google page. There you can log in with your user data. This links your user account with Google to our service. The legal basis for this data processing is Art. 6 para. 1 p. 1 lit. a) GDPR or Art. 6 para. 1 p. 1 lit. b) GDPR. If you have a user account with Google and are registered, Google can assign the visit to your user account. Even if you are not registered with Google or have not logged in, it is possible that Google will obtain and store your IP address and possibly other identifying features. For information on the type and scope of data processing, the purposes pursued by Google, your rights in this regard and settings options for protecting your personal data, please refer to [Google’s privacy policy and terms of use](https://policies.google.com/privacy). Join’s use and transfer to any other app of information received from Google APIs will adhere to [Google API Services User Data Policy](https://developers.google.com/terms/api-services-user-data-policy#additional_requirements_for_specific_api_scopes), including the Limited Use requirements. #### 3.5.8 Cello In order to provide our customer recommendation programme, we use Cello, a service of Powerplay GmbH, Philipp-Loewenfeld-Str. 19, 80339 Munich (hereinafter: “Cello”), on the basis of Art. 6 para. 1 lit. a) GDPR, which we have integrated into our websites for customer recommendation by means of Javascript. With the help of the services, customers can be recommended via various communication channels, such as e.g. sharing a link by e-mail, to recommend our platform to friends and business partners. For this purpose, the referrer enters master data in the mask provided for the recommendation and is then sent a link which he can share with interested parties for the purpose of recommendation. The recommendation is transmitted by Cello, whereby the referrer’s e-mail address, name and IP address are processed, and the e-mail address and IP address of the referrer (the recommended person). If the referrer accepts the recommendation, he receives a reward for the recommendation, which is sent by Cello. Here, the generated revenue is processed. We have concluded a contract with Cello on commissioned processing in accordance with Art. 28 GDPR, in which Cello undertakes to process the data received only in accordance with our instructions and to comply with the EU level of data protection. The processing of the aforementioned data is carried out via the servers in Cello on a voluntary basis and with the consent of the parties involved. The data will not be used for any other purpose and will not be disclosed to third parties without authorisation. No other data is collected or processed via Cello. For this purpose, please use the contact details of our data protection officer. Additional information about Cello and data protection can be found in the [provider’s data protection declaration](https://cello.so/privacy-policy/). If you have any questions, you can also contact Cello’s data protection officer directly: . #### 3.5.9 Testlify Through our platform, we offer our customers the possibility to create individual assessments for the applicants of a vacant position. For the creation and implementation of these applicant assessments, we use Testlify, a tool of Testlify, Inc., 2823 Oakley Ave, Bensalem PA 19020, United States (“Testlify”), on the basis of Article 6 (1) (b) GDPR. If an assessment is created or conducted, the following data in particular will be processed via Testlify’s servers: Assessment data\ the data entered by you\ Name\ E-mail address\ Browser information\ IP address\ Timestamps Unless otherwise specified, the data collected in this way will be stored for 7 days. For the secure transfer of your data to Testlify abroad, we have obtained contractual guarantees by means of standard contractual clauses in accordance with section 4 (“Recipients of your personal data outside Switzerland or the EU”) of this Privacy Policy. Additional information on Testlify’s data processing can be found in the [GDPR compliance section](https://testlify.com/privacy-policy/) or the provider’s [privacy policy](https://testlify.com/privacy-policy/). If you have any questions, you can also contact Testlify directly at . #### 3.5.10 Microsoft Clarity We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioural metrics, heat maps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimisation, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the [Microsoft Privacy Statement](https://privacy.microsoft.com/privacystatement). #### 3.5.11 Kombo (Kombo Technologies GmbH) We use the API (Application Programming Interfaces) of Kombo Technologies GmbH (Kombo) with headquarters in c/o\* Kottbusser Damm 25-26\*, 10967 Berlin. Here, Kombo acts as our data processor within the meaning of Art. 28 GDPR. We use Kombo’s services / API to optimise HR processes and synchronise data such as employee, application, or payroll data. We use the Kombo service to efficiently manage applications and the required personal data. Via the Kombo interface, the application data is sent directly to the applicant management system of the company to which the applicant is applying for an advertised position. We also receive the relevant information about the progress and status of the application back from the respective company via this interface to ensure that there are no duplicate applications or other errors in the process. To ensure data protection-compliant processing, we have carefully selected Kombo and ensured that all data protection requirements are met in a data processing agreement that meets the requirements of Art. 28 GDPR. For more information, please see Kombo’s privacy policy at [https://www.kombo.dev/privacy-policy](https://www.kombo.dev/privacy-policy*) #### 3.6 Further processing Where anonymised data processing is not possible, we also process your personal data from sections 3.1 to 3.5 to run our business (e.g., to perform administrative and organisational processes), to monitor and analyze our offerings, and to improve our offerings to you. In addition, we use your personal data to promote and develop our business relationship with you, to identify services that may be of interest to you, to carry out business development activities, to send you publications and communications or to invite you to events. The legal basis for the purposes described above is our legitimate interest pursuant to Art. 6 (1) f) GDPR, provided that your interests, fundamental rights and freedoms do not prevail. You can object to this data processing at any time. To do so, please use the contact options of our data protection officer in section 2 (“Who is responsible for processing your personal data and how can you contact us?”) of this privacy policy. If your consent is required for the data processing described here in section 3.6 (“Further processing”) in accordance with Art. 6 (1) a) or Art. 9 (2) a) GDPR, we will obtain this explicitly from you when collecting your personal data. In addition, we process your personal data if we have a legal obligation to do so (Art. 6 para. 1 lit. c) GDPR). *** ### Sharing of your personal data Where necessary or appropriate for our services or to fulfil the purposes defined in this Privacy Policy, we may disclose to third parties (such as service providers, consultants, related parties, courts, authorities and others) in Switzerland, the EU or other countries your personal data that we collect, for example, in the course of providing our services, when you contact us or when you visit our site. In addition, we work with third parties who provide services to us and may share your personal information with those third parties in connection with the purposes set forth in this Privacy Policy, for example, banks, CRM tool providers, payment processing service providers, or IT providers who may have access to your personal information at our direction or in software support. Detailed information about the service providers we use in connection with user and customer support (see section 3.4, “User and customer support”) as well as our online presence and website optimisation (see section 3.5, “Online presence and website optimisation”) can be found in the corresponding sections of this privacy policy. We may also disclose your personal information to third parties if: * You have given your consent to do so, where required, or the organisation for which you work has received your consent to do so, where required; * we are required to do so by legal, regulatory or business obligations; * this is necessary in connection with a company sale, merger, restructuring, dissolution or similar events, as well as in the event of bankruptcy, insolvency or similar events; * this is necessary in connection with legal proceedings, or to assert or defend claims. *** ### Recipients of your personal data outside the EU We may also transfer your personal data to recipients located outside of Switzerland, the European Union (“EU”) or the European Economic Area (“EEA”). This applies in particular to the aforementioned processing to analysis or targeting technologies, which may result in a transfer of data to the servers of the service providers. Other recipients may be affiliated service providers that we need to provide our services, e.g. hosters, CRM tools, analytics service providers, job posting portals for multi-posting or tendering companies. These servers may be located outside of Switzerland, the EU or the EEA, in particular in the USA. We take great care to ensure that our service providers and other recipients of your data meet data protection standards that are equivalent to those of the DPA and the GDPR and that the applicable guidelines are adhered to. For example, we only transfer your data to recipients that are located in a country that has been recognised by the competent authority (in Switzerland, the Swiss Federal Data Protection and Information Commissioner (or the Federal Council) and in the EU, the European Commission) as a country with adequate data protection. If a recipient is located in a country that is not recognized as adequate, such as the U.S., we take further protective measures in accordance with applicable data protection laws or have these recipients provide us with appropriate contractual guarantees that ensure compliance with these Swiss and EU standards and the enforcement of data subject rights, for example, based on so-called [standard contractual clauses of](http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2010:039:0005:0018:EN:PDF) the EU Commission or the FDPIC. *** ### Keeping your personal data In principle, your personal data will only be processed and stored by us for as long as it is required for the purpose for which it was collected (see in detail section 3, “Why and on what legal basis do we process your personal data and with whom do we share it?”) or we are legally obliged to do so. Therefore, unless otherwise stated in this Privacy Policy, among other things: * Personal data processed for the purpose of fulfilling a contract concluded between JOIN and you will be stored at least until the complete fulfillment of this contract. * Personal data processed to safeguard the legitimate interests of JOIN (e.g. as part of the provision of our site, for user and customer support, for the further development of our offer, etc.) will be retained for as long as is necessary to fulfill these purposes. * In addition, JOIN is permitted to store personal data for a longer period of time if you have consented, as long as the consent is not revoked, or if this is necessary to fulfill a legal (storage) obligation (for example, accounting regulations or tax law) or by order of an authority or in the context of a procedure. After expiration of the retention period (usually six to ten years after the end of the contract), your personal data will be deleted, unless JOIN has a legitimate interest to keep your data. *** ### Your rights #### 7.1 Overview You may exercise various rights with respect to your data processed by JOIN. Specifically, you have the right to do the following: * Receive information regarding the processed data. You have the right to know whether data is processed by JOIN, to receive information about individual aspects of the processing and to receive a copy of the data. * In the case of transfers of your data abroad, the right of access or reference to the appropriate or adequate safeguards and how to obtain a copy of them or where they are available, * Verify and have it corrected. You have the right to verify the accuracy of your data and request that it be updated or corrected. * Request restriction of processing. You have the right to restrict the processing of your data under certain circumstances. * Request deletion or other removal of the personal data. You have the right to request the deletion of your data under certain circumstances. * You have the right to receive your data and have it transferred to another person responsible. You have the right to receive your data in a structured, common and machine-readable format and, if technically possible, to have it transferred to another controller without hindrance. If you have consented to the processing of your personal data for a specific purpose, you may withdraw your consent for that specific processing at any time. If you inform us that you withdraw your consent, we will no longer process your personal data for these specific purposes, unless there is another legitimate interest. You can exercise your rights by e-mail in accordance with section 2 (“Who is responsible for processing your personal data and how can you contact us?”) of this Privacy Policy directly to our Data Protection Officer. We have the right, in such a case, to request information from you to verify your identity. Please note that the granting of these rights may be denied or limited in part for legal reasons or based on applicable data protection laws. We will inform you of the reasons for our decision if legally required or permitted. If you are of the opinion that we have not handled your request or concern to your satisfaction, or that we are not processing your personal data in a data protection compliant manner, you can also contact the competent supervisory authority (so-called right of complaint); in Switzerland, the Federal Data Protection and Information Commissioner. #### 7.2 Right of objection The general right to object applies to all processing purposes described in this Privacy Policy that are processed on the basis of our legitimate interest pursuant to Art. 6 (1) (f) GDPR. Unlike the specific right of objection directed at data processing for promotional purposes (compare above), we are only obliged under the GDPR to implement such a general objection if you provide us with reasons of overriding importance for doing so (e.g. a possible risk to life or health). However, we may continue to process your personal data if we can demonstrate a legitimate interest that outweighs your interests, fundamental freedoms and fundamental rights. In addition, it is possible to contact the supervisory authority responsible for this case, the Berlin Commissioner for Data Protection and Freedom of Information, Friedrichstrasse 219, 10969 Berlin. *** ### Data protection We use the highest standards of information security for our infrastructure and the processing of your data. For example, we use protective mechanisms for computers, such as firewalls and data encryption. Physical access controls apply to our buildings and data. Access to our customers’ personal data is restricted to those employees who need it to perform their jobs. All data transmitted by you personally, including your payment data, will also be transmitted using the generally accepted and secure standard SSL (Secure Socket Layer). SSL is a secure and proven standard that is also used, for example, in online banking. You can recognize a secure SSL connection by the s appended to http (i.e. https\://…) in the address bar of your browser or by the lock symbol in the lower area of the browser. We also use appropriate technical and organizational security measures to protect your personal data stored with us against manipulation, partial or complete loss and against unauthorized access by third parties. Our security measures are continuously monitored in accordance with technological developments, regularly adapted to the respective risk and improved if necessary. *** ### Privacy policy update We reserve the right to update and amend this Privacy Policy from time to time to reflect changes in the way we process your personal data or changes in legal requirements. Any changes we make to our privacy policy in the future will be posted on our website. Please check regularly for updates or changes to our privacy policy.
# Terms & Conditions For Corporate Use of JOIN (Version 2.0, 20.12.2024) 1. **Scope** These terms and conditions (“**GTC**“) apply to the access to, and the use of JOIN platform available on [*https://join.com/*](https://join.com/) (“**Platform**“) and the related services as described on and offered via the Platform (together the “**Services**“), offered by JOIN Solutions AG Eichenstrasse 2, 8808 Pfäffikon SZ (Schwyz), Switzerland (“**JOIN**“). To access or use the Services, you (“**Company**“) have to agree to these GTC. The Company agrees to these GTC by registering on the Platform in accordance with these GTC. If the Company does not agree to these GTC, the Company may not use or access the Services. These GTC, together with all other referenced documents, form a legally binding agreement (“**User Agreement**“) between JOIN and the Company. The Company represents and warrants that they are not a person or entity barred from using the Services under the laws of Switzerland, their place of residence, or any other applicable jurisdiction. Accounts registered by bots or automated methods are not authorized and will be terminated. *** 2. **Services** The Services include different sets of features (each a “**Feature**“). A complete overview of the Features, as well as pricing and related information can be found on the Platform. The Services notably enable the Company to access partner platforms (“**Job Boards**“) and post job adverts on such Job Boards via the Platform. The Company may select additional Services from the Features listed on the Platform against the payment of fees in accordance with this User Agreement. The Features listed on the Platform do not constitute a legally binding offer by JOIN, but an invitation for the Company to submit an order for a Feature. To book such additional Features, the Company must first select the desired model in profile management and then place it in the shopping cart by clicking the Add to Cart button. By clicking on the Place Your Order button, the Company submits a binding offer to book the Services placed in the shopping cart. Upon receipt of confirmation of the booking, JOIN may at its own discretion decide to accept the Company’s order or not. Upon acceptance, and where applicable, a subscription to the respective Services is concluded. JOIN may at its own discretion decide to accept the Company’s order or not. For some Features, the Company may select usable inventory to be exchanged for the underlying services, as displayed on the Platform (“**Inventory**”). Unless otherwise expressly displayed on the Platform, each Inventory must be used within 12 months of its selection. After the expiry of this period, the Inventory automatically lapses and is forfeited by the Company. Some Features, including but not limited to the Job Boards, are provided by third parties providers (“**Third Parties**“). For Features offered by Third Parties, JOIN acts as the main contractor with such Third Parties and makes the Features available on the Platform as part of the Services. The Company acknowledges and agrees that the Company shall be solely responsible for the instructions given by the Company to such Third Parties either directly or via the Services, and for the use of content of the Features offered by Third Parties, including to its compliance to the Third Parties’ terms of use applicable to the relevant Features. Additionally, the Company acknowledges and agrees that JOIN does not guarantee and is not responsible for the extent and the availability of the Features made available by Third Parties. In particular, but without any limitation, the Company acknowledges that JOIN enters into agreements with Third-Parties related to the Features provided by or via such Third Parties for a limited duration and that JOIN does not take any responsibilities for extraordinary terminations of such agreements with Third-Parties, and the consequences on the availability of the related Features, due to factors not caused by JOIN (e.g., bankruptcy of the Third Party). The Company acknowledges and agrees that JOIN solely acts as a technical software and platform service provider and neither places applicants nor is involved in any other way in the application and staffing process as part of the Services. The Company is solely responsible for the interaction between the Company and the applicants carried via the Services or not. JOIN may amend the Services at any time and reserves the right to add, remove, or discontinue temporarily or permanently Features and/or Third Parties, as well as to modify it in whole or in part the Services at its own discretion. In case of material changes to the Services, i.e., changes significantly altering the nature and scope of the Services provided to the Company according to the User Agreement, (“**Material Changes**”) JOIN shall notify the Company 3 months prior to the occurrence of the relevant Material Change, where reasonably possible. If the Company violates their obligation in accordance with the User Agreement, or if JOIN has reasonable doubts, at its sole discretion, to suspect that the Company violates their obligations in accordance with the User Agreement, JOIN reserves the right to limit or suspend access to the Services until the Company demonstrated to JOIN not being in violation of the User Agreement. In case of a suspension, the Company remains liable for all charges and Fees (as defined hereinafter) incurred during the suspension period. *** 3. **Credits** The Company may purchase credits provided by JOIN (each a “**Credit**“) on the Platform via the available payment methods. A Credit is worth the amount displayed on the Platform and can only be used on the Platform to purchase Services to the extent described on the Platform. JOIN may at its own discretion decide the limits of the balance of Credit that each Company may have at a given time and limit the period during which the Credits can be used. Unless otherwise expressly specified on the Platform, each Credit must be used within 12 months of its purchase. After the expiry of this period, the Credits automatically lapse. The Company understands and acknowledges that the Credits are non-reimbursable and cannot be exchanged for monetary value at any time. *** 4. **Registration** The Company shall register or create an account to access and use the Services or part of the Services. Only Companies or their authorised representatives conducting commercial or self-employed business activity are entitled to register on the company Platform. Upon registration, the Company shall confirm that it has read and understood the GTC and agrees to their application. The Company shall provide accurate, current, and complete information during registration and keep their account information up-to-date. The Company shall use an email address belonging to the Company to register. Accounts registered by bots or automated methods are not authorized and will be terminated. JOIN may verify the information provided during registration and may reject or cancel a Company’s registration in its sole discretion and without specifying any reason. JOIN may subject the full access of a Company to the Services to its prior approval. The Company is responsible for maintaining the confidentiality and security of their account credentials, including any user accounts for employees, and may not disclose their credentials to any third party. The Company is responsible and liable for activities conducted through their account, including users accounts for employees, and must immediately notify JOIN if there is any suspicion that their credentials, including user accounts for employees, have been lost, stolen, or their account is otherwise compromised. *** 5. **Payment** Part of the Services are subject to the payment of subscription fees (“**Fees**“). The Fees for each respective part of the Services are made available on the Platform. The Company shall pay the Fees via the payment methods made available by JOIN. All Fees are payable in advance, invoices are due within 30 days. Late payments result in an interest rate of 5% p.a. If not explicitly stated otherwise, all Fees are in the currency displayed on the Platform and excluding VAT and other applicable taxes. Any right to set off, retain, deduct, counterclaim and/or withhold any payments due under the User Agreement vis-à-vis JOIN is hereby expressly waived and excluded. In case the Company does not pay the applicable Fees as and after notice of non-payment, JOIN reserves the right to limit or suspend access to the Services. In case of a suspension, the Company remains liable for all charges and Fees incurred during the suspension period. JOIN reserves the right to assign any claims arising out of or in connection with the User Agreement to any third-party, including but not limited to a debt collection agency. For the Services available on a subscription basis, the Fees correspond to a subscription period, as displayed on the Platform (“**Subscription Period**“). Any Services not used during the relevant Subscription Period expire and are not refunded to the Company. Upgrades of Services, as displayed on the Platform, are possible at any time. If the Company upgrades during an ongoing Subscription Period, the surcharge must be paid proportionately in advance; the upgraded Services are only available upon valid payment of the applicable surcharge. Downgrades of Services, as displayed on the Platform, can only be carried out at the end of the current Subscription Period, or as otherwise agreed at JOIN’s sole discretion. JOIN reserves the right to adjust the Fees from time to time. In this case, the Company will be notified by email specifically regarding any future payment obligation and the effective date of the Fees adjustment. Following the notice, the Company may accept the price adjustment or discontinue the Services for the end of the current Subscription Period. *** 6. **Rights & Obligations of JOIN** JOIN shall provide the Company with the Services as agreed in the User Agreement. JOIN: * makes the Services available to the Company and uses reasonable care and skill in the performance of the Services and in keeping the Services free from viruses and other malicious software programs. * regularly carries out maintenance or improvements to the Services and its infrastructure, but does not guarantee that the Services will function without any interruption or disruption. The Company acknowledges that this may result in temporary delays and interruption from time to time. Where reasonably possible, JOIN will inform the Company about potential interruptions in advance. * is permitted and possibly required by law to suspend access to the Services or the Company’s account based upon reasonable determination of the occurrence or potential for occurrence of illegal or wrongful activity, fraudulent use or attempted fraudulent activity. In case of a suspension, the Company remains liable for all charges and fees incurred during the suspension period. JOIN may amend the GTC, including the applicable fees, from time to time at its sole discretion by publishing an updated version of the GTC on the Platform. Where possible, JOIN will electronically notify the Company of any material changes to the GTC. The Company should check the GTC regularly and only use the Services upon acceptance of the changes to the GTC. The Company’s continued use of the Services following any amendments indicates acceptance of the changes to the GTC. JOIN reserves the right to ask the Company to provide feedback through forms, questionnaires, and polls in order to improve their Services (**“Feedback”**). JOIN may use, or not use, any such Feedback, without any obligation, whether financial or otherwise, to the Company. The Company assigns all rights (including but not limited to intellectual property rights), title, and interest in the Feedback to JOIN and acknowledges it has no claim in relation to the Feedback. *** 7. **Rights & Obligations of Company** The Company agrees to use the Services in compliance with the User Agreement and all legal and moral obligations applicable in the territory where they are located. The Company is obliged to cooperate in the performance of this User Agreement to the necessary extent free of charge. The Company shall provide JOIN with all necessary information, documents, materials, access, software, data, as well as competent staff, and anything else reasonably required for the provision of Services, if any. Furthermore, the Company shall inform JOIN immediately if errors or faults occur and to support JOIN in the analysis and, if necessary, in the elimination of errors and faults to the extent required. The Company must immediately inform JOIN of all circumstances within its sphere that might endanger or may be relevant to the providing the Services and all misuses or suspicions of misuse of the Services. The Company is responsible for keeping all content made available via the Platform, including job adverts posted via the Platform or Job Boards, (“**Company Content**“) as well as and the information in the Company profile, up to date. The Company is responsible for the Company Content and shall ensure that the Company Content complies with all applicable laws and regulations. Except if otherwise expressly specified, the Company Content, is deemed third-party content by JOIN. The Company understands and agrees that JOIN does not check the completeness, accuracy or legality of the Company Content and therefore assumes no responsibility or guarantee for the completeness, accuracy, legality and topicality of the Company Content. The Company is solely liable for all of the Company Content. The Company shall not: * circumvent or attempt to circumvent any security protection of the Services; * use the Services in unlawful or fraudulent ways or for any unlawful or fraudulent purpose or effect. In particular, but not limited to, the Company shall not post any data or content such as text, images, logos, etc. that violate current laws, intellectual property rights, copyrights or other third-party rights, or any. Also prohibited are files containing violent, pornographic, discriminatory, insulting, racist, offensive, defamatory or other illegal content or depictions; * bypass the Services in any way, e.g. by publishing contact email addresses for job applications or links or information on alternative job application methods on the Platform; * access the Services via any automated system or take any action that may impose an unreasonable load on JOIN’s infrastructure; * use the Services for selling goods and services, to carry multi-level marketing activities, or in any other that is contradictory to the purpose of the Services; and * bypass the measures that JOIN may use to prevent or restrict access to or use of the Services. The Company agrees it will not: * try to decompile or reverse engineer the Services or any part of it, or derive the source code; * copy, modify, distribute, reproduce, translate, disassemble or use in any other way any information, text, graphics, images, software obtained from the Services, or any other part of the Services; * create derivative works based on the whole or any part of the Services or any content available on the Services. The Company may not sell, sublicense, allow access or make the Services or any part of it otherwise available to third-parties. The Company is obliged to check their data and information for viruses or other harmful components before entering it and to use state-of-the-art virus protection programs for this purpose. The Company agrees not to use or exploit the Services, any part of it or any content contained there in any data mining or any other similar activity. If the provision of Services under this User Agreement is delayed due to the Company’s failure to comply with the Company’s obligations as per the User Agreement or due to other circumstances for which the Company is responsible, the Company shall bear the disadvantages and additional costs incurred. *** 8. **Account Deletion, Term & Termination** The Company may delete its account at any time by sending a request to this effect in text form to . The Company understands that the deletion of its account does not terminate the User Agreement which must be terminated in accordance with this section 8 and that some Fees may remain or become due in accordance with this User Agreement for existing or subsequent Subscription Periods. Subject to data protection applicable rules, all Company Content will be automatically deleted together with the deletion of the Company’s account. The User Agreement between the parties remains in full force and effect until its termination by either party. When a Company selects Services offered on a subscription basis, the User Agreement will automatically renew for subsequent periods of the length of the Subscription Period unless the User Agreement is terminated. For Services offered on a subscription basis: * Either party may terminate the User Agreement at any time with immediate effect if the other party is in material breach of the User Agreement and fails to remedy this violation within 10 days after a notice. This includes in particular the Company’s failure to pay on time or the start of insolvency procedures against the other party; and * In all other cases, either party may terminate towards the end of each Subscription Period by notifying the other party in text form or via the Platform, (i) at least 30 days before the end of a yearly Subscription Period, and (ii) at least 5 days before the end of a monthly Subscription Period. For Services offered for free, either party may terminate the User Agreement at any time with immediate effect. Termination does not affect any rights, obligations, or liabilities of either party that have accrued before or are intended to stay effective beyond termination. *** 9. **Intellectual Property** Each party retains all rights, titles, and interests to its own intellectual property, including all copyrights, inventions, trademarks, designs, domain names, know-how, trade secrets, data and other intangible property rights (**“Intellectual Property Rights”**). All Intellectual Property Rights in the Services or any part of it remain vested in JOIN. JOIN grants the Company a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to access and use the Services in accordance with and for the duration of the User Agreement. The Company hereby grants JOIN the non-exclusive, non-revocable, transferable, worldwide, royalty-free and sublicensable license to use the Company Content, in particular images, logos and texts, as well as the data generated as part of application management on the Platform to fulfil their obligations in accordance with this User Agreement and to use, process, manipulate and/or modify, copy, perform, compile and create derivative works from the Company Content, including using the Company Content for business purposes. The Company hereby acknowledges and agrees that JOIN and its affiliates may disclose to third parties data (other than personal data) derived, compiled or otherwise drawn from the Company Content. This includes the right for JOIN to modify the Company Content and use it in such a way that JOIN may enlarge or reduce the images and/or colour images black and white in order to be able to display the images accordingly in the Company profile. The Services may contain open-source components. Such components are subject to the respective license. *** 10. **Confidentiality & Privacy** The parties may disclose to each other confidential information (“**Confidential Information**“). Confidential Information includes, without limitation, any information which is marked as confidential such as organization information, Company databases, functionalities and features of the Services, or information which has otherwise been indicated as being confidential or could reasonably be deemed confidential and attributable to the Company or JOIN. Publicly available or accessible information, information lawfully and unrestrictedly received or independently developed by the receiving party, is not considered confidential. Each party undertakes to protect all confidential information that becomes accessible or known based on the GTC. This confidentiality obligation remains in force even after the termination of the User Agreement. JOIN and the Company may further define their duties regarding confidentiality in a non-disclosure User Agreement, in which case the provisions of the non-disclosure User Agreement prevail. JOIN collects and processes personal data as described in its Privacy Policy available at . JOIN protects the collected personal data by means of appropriate technical and organizational measures and in accordance with the data protection legislation applicable in Switzerland and the European Union. The Company authorizes JOIN to use, process, and store relevant data for the performance of the User Agreement and to use anonymized data to improve its services or for analysis purposes. JOIN shall process personal data as the Company’s processor whereas the Company is the controller. The duties of the parties regarding data protection are further defined in the data processing agreement (DPA) accessible here , which provisions prevails on these GTC. *** 11. **Liability & Indemnity** JOIN is fully liable to the Company for damages resulting from JOIN’s material breach of confidentiality, , and gross negligence or wilful misconduct. In all other cases, JOIN’s liability under the User Agreement is excluded to the maximum extent permitted under applicable law. Neither party may recover from the other party, regardless of the legal reason, any amount with respect to loss of profit, data, or goodwill, or any consequential, incidental, indirect, punitive, or special damages in connection with claims arising out of this User Agreement or otherwise relating to the Services, whether or not the likelihood of such loss or damage was contemplated. JOIN will not be held liable for inaccuracy or incompleteness of the Services, or the incompatibility of the Services with any specific objectives that the Company is hoping to achieve. The Company agrees to indemnify, and hold JOIN harmless from and against any loss, damage, liability, claim, or demand, including reasonable attorneys’ fees and expenses, made by any third party due to or arising out of: (i) breach of this User Agreement or any legal regulation by the Company, its employees or other persons acting on behalf of the Company; (ii) any breach of Company’s representations and warranties set forth in the User Agreement; (iii) Company’s violation of the rights of a third party; (iv) the Company Content. *** 12. **Warranties & Representations** The Company acknowledges that the Services are provided “as is” and “as available”, and JOIN makes no warranties or representations of any kind related to the Services or the information and materials contained thereon. JOIN makes the Services available to the Company and uses reasonable care and skill in the performance of the Services. JOIN does not guarantee that the Services are error-free and will function without any interruption or disruption. JOIN may at its own discretion carry out maintenance or improvements to the Services and its infrastructure, and the Company acknowledges that this may result in temporary delays and interruptions from time to time. Where reasonably possible, JOIN will inform the Company about potential interruptions in advance. Any further warranty is excluded. *** 13. **Miscellaneous** **Entire agreement:** The User Agreement constitutes the entire agreement between JOIN and the Company, and supersedes all prior agreements between the parties relating to the subject matter of the User Agreement. Any deviation from the User Agreement not anticipated by the User Agreement requires an explicit reference to the altered clause of the User Agreement. General terms and conditions of the Company are excluded unless they have been expressly accepted by JOIN. **Changes to GTC:** JOIN may, from time to time, change these GTC. JOIN will notify the Company at least 30 days before such changes apply to the Company. **Notices:** Notices must be given in text form and need to be communicated: * **To JOIN’s attention**: via email to: ; * **To Company’s attention**: by publishing on the Platform or where explicitly agreed between the parties via email to the last e-mail address provided for this purpose by the Company. It is the Company’s responsibility to keep provided contact information current. **No Assignment:** The Company may not assign any of its rights, obligations, or claims under the User Agreement without the previous consent of JOIN. **Severability:** If any provision of the User Agreement (in whole or part) is held to be illegal, invalid or otherwise unenforceable, the other provisions will remain in full force and effect. **Language:** These GTC are available in more than one language version. In case of discrepancy between the English version of these GTC and any translated version, the English version prevails. **Governing Law & Jurisdiction:** These GTC, and all claims or causes of action that may be based upon, arise out of or relate to these GTC shall be governed by and construed in accordance with the substantive laws of Switzerland, excluding its conflict of law provisions and the United Nations Convention on Contracts for the International Sale of Goods (CISG). The ordinary court at the seat of JOIN has exclusive jurisdiction for all disputes arising from or in connection with the GTC. **Links:** The Services may contain third-party content or links to third-party websites. JOIN does not assume any responsibility for and does not make any warranties or representations as to any third-party content or websites, including but not limited to the accuracy, subject matter, quality, or timeliness.
# Job ad quality guidelines By following these guidelines, you can create effective job listings that attract qualified candidates and avoid any negative feedback or legal issues. Remember to always be accurate, clear, and inclusive in your job postings to ensure you reach the best possible candidates. *** ### Discrimination & offensive content **Discrimination** Job postings should be inclusive and free from discrimination based on protected characteristics such as age, native language, gender, or race. To achieve this, it is important to avoid language that could be seen as discriminatory and ensure that the requirements are based on the actual qualifications needed for the job. This means that job postings should not use language that could be considered discriminatory and should accurately represent the qualifications needed for the job without using discriminatory criteria. **Offensive Content (Profanity, Photos)** Job postings should not include profanity or offensive photos that could be considered inappropriate or offensive to potential candidates. This includes content that is discriminatory, harassing, or threatening in nature. Such content could discourage qualified candidates from applying for the job and could negatively impact the company’s reputation. **Sexually Suggestive Content** Job postings should not include sexually suggestive content or language that could be considered inappropriate or offensive to potential candidates. Such content could create a hostile work environment and could discourage qualified candidates from applying for the job. **Promotion of Illegal Content** Job postings should not promote or encourage illegal activities, including but not limited to drug use or sales, gambling, or other unlawful activities. This includes both the job itself and any activities that may be associated with the job. Job postings should focus on legitimate job openings that promote ethical and legal behaviour. *** ### Promotional & spam content **Non-Recruiting Purpose** Job postings should be for legitimate job openings and not for other purposes, such as promoting a business or soliciting funding. This means that job postings should avoid language that could be seen as a sales pitch or promoting non-job-related activities. Job postings should focus on the qualifications and requirements of the job, not on promoting the company or other non-job-related activities. **Multi-level Marketing** Job postings should not be for multi-level marketing or pyramid schemes. This includes any job that requires an upfront payment or is based on recruiting others to work for the company. Such job postings are often misleading and can lead to financial loss for potential candidates. **External Links (Redirecting)** Job postings should not include external links that direct candidates away from the job posting on JOIN. This includes links to other job boards or recruitment sites, or email addresses. **Location Blasting** Job postings should only target job seekers within the specific geographic area where the job is located. To achieve this, use consistent and accurate location descriptions for the job opening. Avoid using language that could potentially mislead job seekers about the location of the job. This ensures that job postings are relevant to potential candidates and helps to avoid confusion and frustration. **Excessive Reposting** Job postings should not be reposted excessively or in a manner that could be considered spamming. This means posting the job only once and not reposting it multiple times in a short period. Reposting excessively could be seen as annoying or desperate and could discourage qualified candidates from applying for the job. **Unpaid Opportunities** Any unpaid opportunities should be explicitly mentioned in the job posting. This information should be clearly communicated to potential applicants so they can make informed decisions about whether or not to apply. This also includes internships, training, and volunteering. Being transparent about unpaid opportunities can help to build trust with potential candidates and avoid misunderstandings. **Freelancer, Commission-Only Jobs** For freelancer or commission-only jobs, it is important to provide a transparent pay structure and clearly outline the expected duties and responsibilities. This helps to ensure that applicants have a clear understanding of what is expected of them and what they can expect in terms of compensation. Being transparent about pay and responsibilities can help to attract qualified candidates. **Keyword Stuffing** To ensure the quality of job postings on JOIN Projects, we do not accept keyword stuffing. Keyword stuffing refers to the practice of filling a job posting with an excessive amount of keywords or numbers in an attempt to manipulate rankings in job board search results. Instead, we encourage employers to use relevant and specific keywords in moderation to accurately describe the job requirements and attract qualified candidates. *** ### Scams & phishing **Fraudulent Demands** Job postings should not include demands or requirements that are fraudulent or misleading. This includes any requirements that are not essential to the job or that could be seen as discriminatory. Such demands could discourage qualified candidates from applying for the job and could negatively impact the company’s reputation. **Non-Authorized Companies** Your company should only post job openings on job boards via JOIN if it is legitimate and has the authority to do so. Posting job openings without authorisation could cause legal issues and could negatively impact the reputation of the company. **Impersonation** Job postings should display accurate information about the person or entity that is hiring. This means using accurate information about both the job and the company. Job postings should not use misleading or false information that could deceive potential candidates. **Unnecessary Personal Information** Job postings should not require candidates to provide unnecessary personal information, such as social security numbers or bank account information. This information should only be requested from the candidate after the job offer has been made. Requesting unnecessary personal information could be seen as intrusive and could discourage qualified candidates from applying for the job. **Information Mismatch** Job postings should accurately reflect the job opening and not include misleading or mismatched information. This means ensuring that the job description matches the actual job requirements. Job postings that include mismatched information could lead to confusion and frustration for potential candidates. **Job Opportunity Fees** Job postings should not require candidates to pay fees or purchase products in order to apply for or be considered for a job. This includes any fees associated with background checks or other screening processes. Requiring fees could be seen as unethical and could discourage qualified candidates from applying for the job. *** ### Job posting content quality **Accuracy, Detail & Clarity of Content** Job postings should accurately and clearly describe the job opening, requirements, and responsibilities without using clickbait or other misleading tactics. This means using clear, concise language and avoiding any unnecessary details. Being honest and transparent about the job can help to build trust with potential candidates. **Poor Job Title** Use clear and descriptive job titles that accurately reflect the duties and responsibilities of the position. Avoid using vague or misleading job titles or creating multiple variations of the same job title that may confuse potential applicants. In addition, to create an effective job posting, keep the job title concise and avoid including information such as salaries, contract types, job location, and punctuation in the title. **Unsolicited Applications** Job postings should be for a specific job opening. Job postings for unsolicited applications are not permitted. This means that job postings should be targeted to specific job openings, rather than general requests for employment. **Generic or Confidential Company Name** Job postings should use a specific, non-generic company name and not use confidential or undisclosed company names. This means using the actual name of the company and avoiding any vague or misleading names. Using specific company names can help to build trust with potential candidates. **Recruiting Companies** If a company is using JOIN to recruit for other companies (recruiting company), it must explicitly state that it is not the direct employer. This means that recruiting companies need to be transparent about their relationship with the company that is actually hiring. **General Recruitment** A job post should only represent one vacancy, and a job application should be specific to one role. General recruitment is when a job post advertises multiple job openings rather than one singular vacancy. If you are hiring for several different roles, then you should create a unique job post for each role. This helps to ensure that potential candidates are clear about the specific job opening. *** ### Compliance with regulations **JOIN Regulations** All job postings must comply with JOIN regulations and policies. This means that job postings should follow the guidelines set forth by JOIN to ensure quality and ethical job postings. **Job Board Regulations** All job postings must comply with the regulations and policies of the job board used to post the job. This means that job postings should follow the guidelines set forth by the job board to ensure quality and ethical job postings. **Local Regulations** All job postings must comply with local labour laws and regulations. This means following the guidelines set forth by the local government when creating and posting job listings. Complying with local regulations helps to ensure ethical and legal job postings. *** ### FAQs
Should I mention age, gender, or native language in requirements? No. Avoid any discriminatory criteria; focus on job‑related qualifications.
Are external links allowed in the job ad? No. Don’t include links that redirect candidates away from the posting.
Can I post unpaid roles or commission‑only jobs? Yes, but be fully transparent. Clearly state that the position is unpaid or detail pay structure as well as responsibilities.
# Troubleshooting This page covers common troubleshooting topics. Use it to quickly identify and resolve problems you encounter in your hiring workflow while using JOIN.
Job visibility on Indeed Has your job not been posted on indeed? If your job isn’t appearing on Indeed, it may be because your company hasn’t yet been verified by Indeed. Here’s how you can request verification. **Request verification for your job ads to be posted on indeed:** To request the required approval for your job ads to be visible on indeed you can either reach out to your Account Manager at indeed or open a [ticket via indeed help center ](https://indeed.my.site.com/employerSupport1/s/contactsupport)and fill in all fields: 1. Open [Ticket Form](https://indeed.my.site.com/employerSupport1/s/contactsupport) 2. Select `Account Verification` in the first field 3. Fill in the form with all required fields (contact details & country) 4. Copy the below template and enter the missing fields (in red) with your information 5. Paste the adjusted template in the `Description` field: > I am a new client of JOIN and have been added to their Indeed feed. It has been past the advised number of days that it takes for my jobs to appear on Indeed when first added. I would like to request a ticket to be submitted to Indeed’s Trust and Safety for review for the organic visibility of my jobs. > > \ > The source name my ATS is sending my jobs under is \[Your Company Name]. Here is an example of a job posting through JOIN: \[include link to the job] > > \ > Thank you, > > \[Your Name} 6. Submit the form 7. Wait for indeed to get back to you with the approval {% hint style="info" %} To publish your jobs on Indeed, you’ll need an Advanced or Enterprise plan. Check your subscription to see if you’re eligible. {% endhint %}
Credit/debit card failure Is your credit card payment failing? If your credit card payment isn’t going through, start by confirming that your default card is active, hasn’t expired, and has enough available funds. If everything seems correct but the issue persists, try updating your card details and ensure authentication is enabled. Listed below are the common reasons for credit card failure and how to resolve them: **1. Authentication error**\ Most banks require two-factor authentication (2FA) for online payments. This may involve confirming the payment through your banking app, phone, or another method. * Check that 2FA is enabled and functioning * Contact your bank if you’re unable to authenticate the transaction **2. Insufficient funds**\ If your card has reached its spending limit or balance, the payment will be declined. * Confirm your current card balance * Increase your spending limit or add credit to your account **3. Card declined**\ Your card might be declined for a few reasons: * **Check accepted card types**: JOIN accepts Visa, MasterCard, and American Express. Virtual cards may not be supported. * **Verify card status**: If your card has been marked as stolen or blocked, it will be rejected by our payment provider. If none of these steps resolve the issue, try a different card or contact your payment provider for further assistance. Still having issues? Reach out to us at for help completing your payment.
Blocked or restricted account If you're seeing a message that your account is locked, it’s likely because one or more invoices have not been paid after multiple reminders. This is an automatic restriction applied by the system. **What happens during a lockout?** * Your job ads will remain online * Candidates can still apply to your jobs * Only your access to candidate and job data is temporarily blocked **How to restore account access** 1. Log in to JOIN — you’ll see a message explaining the restriction 2. Use the link provided to **view and download your unpaid invoices** 3. Make the payment using the details on the invoice 4. Email your **proof of payment and invoice number** to {% hint style="info" %} Payments can take up to **5–7 business days** to reflect in our system. Sending proof of payment will help us locate and confirm your transaction faster. {% endhint %} Once we’ve received and verified your payment, we’ll reactivate your account access.
Jobs not appearing on LinkedIn If your jobs are no longer appearing on LinkedIn, it’s likely due to a recent change in LinkedIn’s requirements for ATS job publishing. You’ll need to update a few settings in your LinkedIn company page to restore the connection. **Update your LinkedIn settings** {% hint style="info" %} You must be an admin of your LinkedIn company page. If you’re not, ask a page admin to complete these steps. {% endhint %} 1. Go to your LinkedIn company page and make sure you’re logged in as an admin. 2. Click `Settings` in the left sidebar. 3. In the `Job posting` section, turn on the toggle for `Basic job posting`. 4. Under `Manage your connected ATS`, check that JOIN is listed. If not, click `+ Connect ATS` and select JOIN. {% hint style="warning" %} If JOIN doesn't appear in the list yet, you may need to publish a job through JOIN first. Once JOIN sends its first job to LinkedIn, it will become available as an ATS option to select. {% endhint %}
**Check your LinkedIn connection in JOIN** Make sure your LinkedIn company page is correctly linked in JOIN:\ Go to `Settings` → `Integrations` → [`LinkedIn`](https://join.com/settings/company/integrations/external-profiles/linkedin) and confirm your company page URL is added. What happens next * It can take up to 24–48 hours for your jobs to appear on LinkedIn again * Newly published jobs will be automatically shared once the connection is active **If your jobs still don’t appear after enabling 'Basic job posting', here are the most common reasons:** 1. **Another tool is posting your jobs to LinkedIn:** If multiple tools are connected, LinkedIn may reject duplicate job postings. 2. **Your LinkedIn page is new:** If your LinkedIn company page is new or has never had a organic job posted through JOIN's ATS, JOIN may not appear in the connected ATS list straight away. Publish a job through JOIN first and once the first job is sent to LinkedIn, JOIN will show up as an option to approve. 3. **Staffing agency restrictions:** Organic job posting via ATS is not supported for staffing or recruiting agencies on LinkedIn. If you’ve checked all of the above and your jobs are still not visible after 48 hours, contact our support team.
# Frequently asked questions This page answers the most common questions about JOIN to simplify and help you find answers that speed up your day-to-day workflows.
What is multiposting and why should I use it? Multiposting means automatically publishing your job ad on multiple job boards at once with just one click. A multiposting tool like JOIN automates this process, saving you time and effort. **Benefits of multiposting** * **Reach more candidates:** Different job seekers use different platforms. For example, a Graphic Designer may browse Behance, while a Content Marketing Manager might use OMR Jobs. Posting on multiple boards ensures your ad is visible to diverse and more relevant audiences. * **Faster hiring:** Wider reach brings in more applications, increasing your chances of finding the right candidate quickly and reducing time to hire. * **Better cost control:** By comparing performance across platforms, you can identify which job boards deliver the best results and optimise your recruitment budget, lowering your cost per hire. Using multiposting in JOIN helps you streamline job distribution, track performance, and attract the right candidates efficiently.
What is the difference between organic and premium job posting? At JOIN, the main distinction between **organic (standard)** and **premium** **(paid)** job posting lies in visibility, reach, and targeting power. Understanding how each works will help you choose the right strategy for your role. #### Organic job postings These are unpaid listings published on Standard job boards through JOIN's Basic or Advanced Multiposting. * **Cost**: Typically free (based on your JOIN plan) * **Visibility**: Depends on job board algorithms and relevance; visibility can decrease over time * **Audience**: Targets active job seekers actively browsing or searching * **Placement**: Appears in chronological or relevance-based order; not prioritised #### Premium job postings Premium postings are paid promotions that increase visibility and reach on high-traffic platforms. * **Cost**: Paid per job or bundled as part of a promotion package * **Visibility**: Boosted by the job board, often placed at the top of search results or highlighted * **Audience**: Reaches both active and passive candidates through enhanced targeting * **Placement**: Prioritised in listings; appears higher and more frequently than organic listings
FeatureFree/Organic Job AdPremium/paid Job Ad
CostFree (included in plan)Paid per product
VisibilityStandard search results; decreases over timeBoosted exposure via sponsored placement
AudienceActive job seekersActive and passive candidates
PlacementListed by relevance or dateProminently displayed and prioritised
TargetingNo advanced targetingEnhanced targeting done by job boards based on role, location, behaviour
JOIN allows you to start with organic reach for free and add premium promotion where needed—for critical roles, hard-to-fill locations, or senior positions.
What are some useful tips to create a good job ad? Creating a strong job ad helps you attract the right candidates quickly and improve your ad’s visibility across job boards. Here are some practical tips: **Tip 1: Short and meaningful job titles** * Keep titles clear and concise (3–4 words). * Include relevant keywords that candidates are likely to search for. * Avoid vague or promotional titles like “Your dream job awaits”. * Test different titles to see which performs best. Changing the job title in JOIN instantly updates it on your career page (if you use the Job Widget) and across all job boards where it’s published. **Tip 2: Clear job description** Make it easy for candidates to understand the role, daily responsibilities, and what makes your company appealing. Recommended sections: * Key Tasks & Responsibilities * Required Qualifications * Company Benefits * Location & Work Type (office, hybrid, remote, etc.). {% hint style="success" %} Use bullet points for clarity. Based on over 500,000 JOIN job ads, 5–6 concise points per section work best. {% endhint %} **Tip 3: Add a job category** Select the correct category for the role (not the company’s industry). This helps JOIN’s algorithms recommend the best-performing job boards for promoting your job. **Tip 4: Add a contact person** Including a name, photo, and position for a contact person makes your ad more personal — increasing applications by up to 15%. * Candidates see these details on your job ad. * The contact person receives any questions about the job via email. * You can edit this information under `User settings`. **Tip 5: Add screening questions** Add [screening questions](/jobs/job-creation#screening-questions) in the JOIN [Job Editor](/jobs/job-creation) to pre-qualify candidates. * Keep it short — 60% of candidates abandon applications that take too long. * Ask 3–5 key questions to identify suitability early. This approach saves time, filters out unqualified applicants, and improves your interview-to-hire ratio.
What are premium bookings? Premium or paid jobs ads are a good choice to actively promote your job ads and attract even more attention from potential candidates. In our [Store](https://join.com/promote/discover) you can find niche portals and social platforms that you can purchase and publish on job on **Where to find premium products:** 1. In the `Jobs` tab, click `Promote` next to a job. 2. Or open the `Store` in the sidebar menu and click `Discover` to explore slots and bundles available. **What’s included** * Access to niche portals and social platforms. * Data-driven recommendations shown after you publish a job, accessible via the `Promote` button of each job. * Smart Spend: Set your budget and JOIN automatically allocates spend across the best-performing platforms. #### How the booking process works 1. Select a product in the `Store` and add it to your shopping cart. 2. Assign the booking to a job. 3. Complete the booking. JOIN then transfers your job ad to the chosen job board(s). All applicants flow back into JOIN as usual, where you can manage them in your pipeline. You can monitor all active bookings directly in the `Store`. You can monitor all current bookings [here](https://join.com/promote/bookings).
On which organics/standard job boards are my jobs published automatically? Your jobs are distributed across JOIN's broad partner network depending on your subscription plan. Many boards receive your postings for free; the exact set depends on location and availability. Partners include major boards and country-specific or industry-specific sites. Need more reach? Promote jobs across 250+ premium boards directly in JOIN. **What this means** * Broad partner network for maximum reach * Location-specific selection of boards per country * Industry-relevant boards for roles in Tech & IT, Healthcare, Finance, Engineering, Hospitality, and more
What is the JOIN referral program? The JOIN referral program lets you refer other companies to JOIN and earn a referral reward when the referral is attributed correctly. **How to refer a company** You can open the referral flow in two ways: * Click the gift icon :gift: at the bottom right of your JOIN dashboard. * Click your name at the bottom left, open the user menu, and select `Refer a company`. This opens the referral window, where you’ll find your unique referral link. You can copy this link to share it manually, or share it directly via email, LinkedIn, or social media using the buttons provided in the window. Follow the steps below: 1. Invite a company using your referral link. 2. The invited company signs up and subscribes to JOIN with a Standard, Advanced, or Enterprise plan. 3. You earn 25% commission on their monthly subscription amount, up to a maximum of €500 per referral. If the referred company is on a monthly plan, your commission is calculated directly from their monthly fee. If the referred company chooses an annual plan, your commission is still calculated based on the monthly equivalent of that plan (annual price divided by 12) and paid out accordingly.\ \ For example, if the company you referred subscribes to a €200/month plan, you’ll earn €50 per month until you reach the €500 cap. **How attribution works** The referred company must use your referral link or enter your referral code during signup. The referral must be attributed correctly to qualify for a reward. **How rewards work** * The reward is based on the first subscription purchased on the referred account. * It does not apply to 'Store' purchases. * The payout is a one-time referral reward. It is not an ongoing monthly commission. * Self-referrals are not eligible. * The current referral flow and payout handling are managed through our third-party referral partner, Cello. **How to view your rewards** Payments are handled automatically once your referral upgrades to a paid subscription. The more companies you refer, the more you can earn. You can track and manage your rewards directly in the referral window. 1. Open the referral window using the gift icon :gift: or the user menu. 2. In the referral window, click the Rewards tab. 3. Review your pending, active, and claimable rewards there. When one of your referred companies upgrades to a paid plan, your earnings will appear here. You can also add your payment details in this section to ensure your rewards are transferred smoothly once they are ready to claim.
How do screening questions work? Use screening questions to qualify candidates quickly. * Pre-built questions: Choose from common options like start date, salary expectations, English level, driving licence, and visa status. * Custom questions: Create your own questions (available on Advanced or Enterprise). * Application form integration: Add questions directly to the form. * Optional or mandatory: Mark each question as optional or required. * Knock-out questions: Automatically exclude candidates with disqualifying answers (e.g., visa status, driving licence, on-site availability). **Benefits** * Save time by focusing on qualified candidates * Gather consistent information for faster, fairer screening * Improve candidate experience with clear expectations
How can I create a career page with JOIN? Follow these steps to build and publish your career page 1. Open `Settings` in the sidebar menu, then go to `Company details` 2. Upload your logo (minimum 224 × 224 px), enter your company name and website, set employee count and industry 3. Add a detailed company description (200–400 words recommended for SEO) and highlight benefits and values 4. Add images and videos in your gallery to showcase your team and workplace 5. Click `Save` 6. Preview your page via `Settings` → `Career page` → `Preview`. The link is available there for sharing 7. Share the link on social channels, email, or embed with the job widget on your website **Key benefits** * Stronger employer brand and higher application rates * Automatic syncing of open roles * SEO-friendly content with media support
How can I upgrade my plan? As your hiring needs grow, upgrading your JOIN plan gives you access to more job slots, advanced features, and even tailored recruitment solutions. You can upgrade your account at any time by going to `Settings` → `Billing`. If you've reached your job limit and need to publish more roles, simply select the plan you'd like to use and choose the number of job slots you need. Your new job limit will apply immediately, so you can continue posting without interruption. If you're looking to access additional features—such as ATS integrations, the JOIN API, custom screening questions, candidate export, or chat support—you can move to the `Advanced` tier by choosing it in the billing section and selecting the number of active jobs you require. For larger teams or more complex requirements, the `Enterprise` tier offers a fully customised plan. To explore this option, click `Contact us` under the Enterprise plan to request a tailored offer.
Does JOIN integrate easily with other hiring tools? Yes. JOIN integrates with professional networks, employer-branding platforms, and many ATS and people platforms (e.g., Personio, Greenhouse, Recruitee, Factorial, Kenjo, Workable, Lever, Teamtailor). * Professional networks: LinkedIn, XING, and others * Employer branding: kununu connections to showcase culture and reviews * ATS platforms: Sync data between JOIN and popular systems * API access: Available on Premium to build custom integrations [External HR tools](/integrations/external-hr-tools)
Can I track the performance of my job posting? Yes. JOIN provides insights on: * Application sources: See which boards deliver the most applications * Application numbers: Monitor total applications per job * Candidate location: View applicant geographies Use these data to refine job content, focus on effective sources, and make informed decisions. Access analytics and exports in the `Applications` tab.
How is JOIN different from other recruiting tools? * All-in-one solution: From job creation to hiring decisions * Organic multiposting: Post up to two jobs across multiple jobs boards for free. Easily upgrade if you want to post more jobs or publish on even more job boards.[Organic Multiposting](/promoting-jobs/organic-multiposting) * Extended reach: Promote jobs even further using 250+ premium platforms * Intuitive for everyone: Minimal onboarding needed * Customisable career page and job widget * Intuitive ATS for tracking, messaging, and collaboration * Seamless integrations with existing tools * Transparent, flexible pricing: Monthly plans with the option for annual savings
Is there a limit to the number of applications I can receive? No, there is no limit to the number of applications you can receive. You can get as many applications as you want, ensuring you have a wide selection of candidates to choose from. Even if you successfully hire a candidate through JOIN, there are no additional costs involved.
How can I customise my employer profile? You can personalise your profile (name, position, phone number, email, preferred language) and tailor notification preferences. 1. Click your name at the bottom of the sidebar menu. 2. Select `User settings`. 3. Update your details and choose your notifications.
Why am I not receiving job notifications, even though I can see the job? Job and candidate notifications follow **job assignment** (being part of the job’s `Hiring team`). Job access alone is not enough. This is also true for `System Admins`. To start receiving notifications: * Assign yourself to one job: `Jobs` → open job → `...` → `Edit` → `Hiring team` * Bulk-assign jobs: `Settings` → `Team` → your user → `Jobs` → `+ Assign`
Can I contact candidates directly via JOIN? Yes, JOIN provides a built-in [mailbox](https://join.com/mailbox/inbox) that allows you to communicate directly with candidates. You can also send invitations for interviews or assessments with just a few clicks. The messaging feature enables seamless communication between your team and the candidate without needing to switch to a separate email platform. Both you and the candidates will receive notifications about new messages, ensuring that no important communication gets lost.
How does applicant tracking work? Organise candidates into stages such as `Screening`, `In review`, `Interview`, or `Hired`. Filter and rate candidates, add internal notes, and collaborate via comments and scorecards. Communicate with candidates through the built-in messaging tool and receive updates as applications progress.
Is there a way to automatically filter or prioritise applicants? While JOIN does not use automatic filtering, it provides powerful tools to help you efficiently manage and prioritise applicants. You can use customisable Scorecards to rate candidates, leave internal notes on candidate profile, and move them through different stages in your hiring pipeline to keep track of their progress. Additionally, you can add tags to each candidate, making it easy to categorise them based on skills, experience, or other relevant criteria. By using filters, you can quickly search for specific tags to find the most suitable candidates, ensuring a more streamlined and organised hiring process
How secure is my data on JOIN? JOIN takes data security very seriously and follows strict security measures to protect your information. All data is encrypted and stored in the EU. We fully comply with GDPR (General Data Protection Regulation) and other relevant data protection laws, ensuring that your personal and candidate data is handled with the highest level of security and confidentiality. Here's how we keep your data safe: * Consent management: We actively manage candidate consent, promptly notifying recruiters when a candidate withdraws an application or rejects consent. (Note: It's also important for you to manage candidate data responsibly if stored outside of JOIN.) * Platform integrity: We conduct regular checks to remove fraudulent jobs, candidates, and companies, maintaining a secure and trustworthy platform. * Ongoing security: We employ robust security measures and regular updates to protect your information.
Can I integrate JOIN with my existing ATS? Yes. JOIN can connect with many leading systems for smooth data sync and workflows. Fill the contact form on `Settings` :arrow-right: `Integrations` to send us your request for which tool you'd like to integrate JOIN with.
Does JOIN support recruitment agencies as well as companies? JOIN is designed to support both recruitment agencies and companies. Whether you're a company looking to hire in-house talent or a recruitment agency managing multiple clients, JOIN provides flexible tools to streamline your hiring process. Agencies can easily manage multiple job postings, track candidates, and collaborate with clients all within the same platform, while companies can focus on building their own teams. JOIN’s features are adaptable to meet the needs of any recruiting scenario.
Can I publish jobs internally only? You can publish jobs and share your JOIN career page internally within your company. However, depending on your subscription plan, all job offers will automatically multiposted on Standard job boards. This means that once you publish jobs, they will also appear externally on those platforms. Currently, there is no option to restrict postings to internal use only. That said, we are continuously working on improving and expanding our services, so this feature may be available in the future.
Can I customise my hiring process? Yes, JOIN allows you to fully customise your hiring process to match your company’s specific needs. You can create custom stages for your hiring pipeline, set up personalised workflows for candidate review, and define specific criteria for evaluating applicants. Additionally, you can tailor your interview process, set up automated notifications, and adjust candidate communications to ensure a smooth, efficient, and branded recruitment experience. JOIN’s flexibility helps you design a process that aligns with your company’s culture and recruitment goals.
Is there a mobile app? There is no dedicated mobile app, but JOIN is fully mobile-optimised for managing jobs, tracking candidates, and messaging on the go.
Is there a mobile app or a mobile-optimised version of JOIN? Currently, JOIN does not offer a dedicated mobile app. However, the platform is fully mobile-optimised, meaning you can access and manage your jobs, track candidates, and communicate with applicants seamlessly from any mobile device. Whether you’re on the go or away from your desk, you can continue to manage your recruitment process with ease, ensuring you never miss an important update or opportunity.
How can I delete or archive a job posting? Currently, it is not possible to delete a job posting on JOIN. However, you can set the job ad to `Offline` or `Archive`. Both actions will take the job off all Standard job boards, typically within 24-48 hours. Setting the job ad to 'Archive' instead of deleting has the advantage that you can use it as a template for new job postings or republish it if a new person is needed for the same position in the future. To archive or set the job to offline, simply navigate to the `Jobs` tab, select the overflow menu :square-ellipsis: next to the job or open the job directly, and change its status accordingly.
What happens to promoted job ads after they expire? When a premium booking ends, the ad is removed automatically from the booked portals. You don't need to worry about manually taking it off from various platforms. The process is designed to be hassle-free for you. If you wish to continue running the ad, you can easily renew the booking by going to `Store` → `Bookings` → `Expired` and select `Renew`.
Can I add and manage multiple users in my account? Yes, there is no limit to the number of users you can invite to your account. We believe that hiring is a team sport so when more users have access, the faster decisions can be made. Use [Teams](https://join.com/settings/company/users) to control access to jobs and features so each user sees only what is relevant. Read more:[Member management](/account-settings-and-billing/member-management)
How can I change my password? You can change your password at any time from your profile settings. 1. Click your name at the bottom of the sidebar menu. 2. Select `User settings` 3. Go to the `Profile` section 4. Click the `Change password` button 5. Enter your current password and your new password in the pop‑up window 6. Click `Set new password` to confirm You will receive an email with a verification link to create a new password.
{% hint style="info" %} For security reasons, you cannot change the email address you use to sign in to your JOIN account. The login email is fixed once your account is created. {% endhint %}
Where can I find my invoices? 1. Go to `Settings` in the sidebar menu 2. Click `Billing` 3. On the `Billing settings` card, click `View` You will be redirected to Stripe, where you can see and download all invoices.
Can I set up automatic responses for applications? Yes. There are three types of automatic messages that you can customise and use for individual job ads or standardise for all job ads: * Application received * Rejection after viewing the application * Rejection later in the process (e.g., post-interview)
How does team collaboration work in JOIN? By utilising tags, comments, and scorecards, you can easily share candidate profiles and evaluations with your team. Additionally, the assessment rating feature promotes collaborative decision-making. Our goal is to simplify recruiting and maximise your team's efficiency.
How long is candidate data stored in JOIN? You control retention. You can delete an application at any time from your JOIN account to meet your internal data policies and candidate preferences.
Can I manage multiple companies or locations in one account? Yes, you can create a JOIN account for your company's main location and then add additional locations to the same JOIN account. This can be done by creating additional offices in `Settings` → [`Offices`](https://join.com/settings/company/offices) and assign them to jobs. However, creating an agency-like structure with multiple companies under one account is not possible at the moment. Each company can have one JOIN account, but adding more companies under a single holding is not supported yet.
What is the cancellation period for subscriptions? JOIN has a very flexible subscription policy, so subscriptions can be cancelled up to one day before they are automatically renewed. This flexible approach means you don't have to worry about long notice periods or unwanted renewals.
I'm not using the service, so why am I still being charged? Subscription fees are based on the service you've selected, not on usage. Even if you don't use our services during your subscription period, you'll still be charged. JOIN works the same way as services like Spotify: even if you don't listen to music, you still have to pay your subscription fee if you haven't canceled it. JOIN operates on the same principle.
Why am I not receiving enough applications? There are several factors that can influence the number of applications you receive, and unfortunately, we don't have direct control over all of them. While we do our best to ensure your jobs reach the right audience, the overall response rate depends on various elements: * Job offer: The attractiveness of the job itself is crucial. Factors like salary, working conditions, career opportunities, and additional benefits can all influence the number of people who apply. * Location: The geographical location of the job can also play a role. Some regions may experience high demand for certain skills, while others may have a surplus of qualified candidates. * Economic/job market situation: The current state of the job market can significantly impact the number of applicants. During periods of high employment or skills shortages, it might be more challenging to find suitable candidates. * Timing & Seasonality: Around public holidays and vacations applications can fluctuate. While we can't control these external factors, we're constantly working to optimise your job postings and ensure they reach the most relevant candidates. We maintain close relationships with our partner job boards to improve the performance of published jobs and maximise your chances of finding the right talent.
What are social media bookings? JOIN also offers premium campaigns on social platforms like TikTok, Facebook, and Instagram. These campaigns are designed to reach passive candidates through targeted advertising, expanding your reach beyond traditional job boards. #### Key details * **Live campaigns:** Once a campaign is set online, it goes live immediately. * **Applications:** All applications are collected in the `Applications` tab, just like other sources. * **No public URL:** These ads do not have a shareable link or preview option. Creative assets are automatically handled by JOIN. * **Performance tracking:** Monitor campaign results — including clicks, views, and applications — directly in the `Bookings` tab: . Social media bookings help you tap into a broader audience and attract candidates who may not be actively browsing job boards.
# Support ### Finance & Billing #### How to change billing information or payment method Billing information and payment methods can be updated at any time in the Stripe billing portal, found under **Settings → Billing → "View"** (top right of the Billing Settings section). **Important when entering a new address:** use the drop-down menu to select the address so the fields fill automatically. If the address does not appear in the drop-down, contact support. The Stripe portal supports: * Viewing paid and open invoices * Managing and removing payment methods * Setting a default payment method * Adding new payment methods (including SEPA Debit for subscriptions) More detail: [Payment and Billing](https://help.join.com/account-settings-and-billing/payment-and-billing) *** #### Invoice payment by bank transfer (Standard/Advanced plans) Payment of subscriptions by invoice (bank transfer) for new subscriptions or subscription changes is only available on the **Enterprise plan**. Accounts interested in upgrading can submit a request via the form under **Settings → Invoices** to the Account Management team. This applies especially to subscriptions with a job limit of more than 15. If an account is on the **Standard or Advanced plan** and invoice payment is still active (legacy), the following applies: * Plan or job limit changes are not possible while invoice payment is active. * To unblock changes, add an alternative payment method (e.g. credit card or SEPA direct debit) under **Settings → Invoices → Overview**. The method set as default there will be used for the subscription going forward. * If an alternative method is already on file but the blocking message persists, remove it and re-add it. This should resolve the issue. *** #### Invoice payment for Shop bookings Invoice payment (bank transfer) for Shop bookings is not automatically available and requires internal approval. To request it, support needs: * The total expected amount for the planned booking(s) * The specific package (job board / type of premium booking) and its value Once approved, the bank transfer option becomes selectable as a payment method at checkout in the Shop. **If invoice payment for a booking is denied:** only credit card is currently available for lower-value bookings. For subscriptions, SEPA Debit is available as an alternative. SEPA is not yet available for Shop bookings. *** #### Invoice payments only available in EUR Invoice (bank transfer) payments are only possible in EUR. Payments in other currencies require a credit card. If a non-EUR currency is needed, the account must set credit card as the default payment method first, then contact support before the next invoice is issued. *** #### How to remove a payment method A payment method can be self-removed via the Stripe portal: **Settings → Billing → "View"** (top right). The option to remove a payment method is available there, provided there is no active subscription and no open invoice tied to it. *** #### Account frozen due to unpaid invoice(s) When one or more invoices remain unpaid after multiple reminders, the JOIN account is temporarily and automatically suspended. In this state: * Job listings remain visible online * Candidates can still apply * Account features (e.g. applicant management) are frozen until all invoices are settled * The Stripe billing portal remains accessible at [join.com/auth/login](http://join.com/auth/login) To resolve: log in at [join.com/auth/login](http://join.com/auth/login) to access the Stripe portal, where open invoices can be viewed, downloaded, and paid. Alternative payment methods can also be added there. In some cases, an outstanding invoice can be paid with a different method by clicking the invoice and selecting from the available options (e.g. SEPA instead of credit card, or vice versa). Once payment is received, the finance team processes it and the account is automatically and fully reinstated. *** #### Debt collection via Debtist JOIN uses **Debtist** as its debt collection partner for overdue invoices. Once an account has been referred to Debtist, JOIN cannot provide further information about those specific invoices. All questions about the overdue amount and the process must be directed to Debtist directly. **Debtist contact (DE):** * Phone: +49 (0) 69 / 9675 5401 * Email: **Debtist contact (EN):** * Email: **If there are additional invoices not mentioned in Debtist's letter**, those should be settled directly with JOIN to avoid further escalation: * If the invoice shows JOIN's bank details at the bottom left: pay by bank transfer to the account shown on the invoice (also visible under **Settings → Invoices → Overview**). * If no bank details appear on the invoice: the payment method is not bank transfer. Add or update a payment method (credit card or SEPA) under **Settings → Invoices → Overview** and notify support. *** #### Credit card authorization / 3D Secure errors A common cause of failed card payments is an incomplete authentication step. Stripe uses **3D Secure** as a second-factor verification when adding a credit card. The authentication may redirect to the bank's website or require confirmation via phone. To avoid errors: * Complete the bank authentication step when adding the card * Ensure card number, CVV, and other details are entered correctly * If authentication fails, an error message will be displayed If 3D Secure is not functioning as expected, contact the card-issuing bank directly. Further reference: [3D Secure at Stripe](https://docs.stripe.com/payments/3d-secure) *** #### SEPA payment processing times SEPA direct debits typically take **up to 5 business days** to complete or activate. In rare cases, processing can take **up to 14 days**. During this time: * No payment confirmation email will be received yet — it is sent automatically once processing is complete * The invoice can already be viewed and downloaded under **Settings → Billing → "View"** * The subscription is already active — no action is needed Hovering over the payment status in the portal shows a note confirming the 5-day processing window. Invoice details also contain the 14-day notice. *** #### Overpayment refunds (cash balance surplus) If a refund is received that is not linked to any specific invoice or credit note, it is because the account had a positive cash balance (overpayment/surplus) due to previous bank transfers that exceeded the amounts due. The surplus is refunded directly. No separate refund receipt is issued for overpayment refunds of this type. A screenshot from the Stripe portal confirming the refund can be provided upon request by support. *** #### VAT appearing on invoices JOIN is based in Switzerland. The Swiss tax number **CHE-280.732.424 VAT** appears at the top left of all invoices. For invoices in a currency other than CHF: **VAT is shown on the invoice if no VAT ID number is stored in the account.** Previously, VAT was not always displayed in certain cases — this was a system error that has since been fixed for newly issued invoices. To remove VAT from future invoices: add a VAT ID number under **Settings → Invoices → Overview**. Once entered, future invoices will be issued without VAT and will display the reverse charge procedure accordingly. # API documentation Whether you're building a custom integration or pulling data into your internal tools, this guide will give you the resources to get started with using JOIN's API. ### Get started This reference helps you implement the RESTful JOIN API v2. The API allows you to interact with your JOIN data programmatically – for example, to fetch job listings, retrieve applications, or manage candidate records. The JOIN API is stateless, meaning each request must include authentication and does not rely on prior interactions. To use the API, you’ll need to generate an API token from your JOIN account. Read full API documentation *** ### Authentication To validate your API requests, JOIN requires an API token. This token identifies you and links actions performed via the API to your JOIN account. JOIN API access, including API credentials and token generation, is available only on the `Advanced` and `Enterprise` plans. {% hint style="info" %} Can't see **API Credentials**? Check your plan under `Settings` → `Billing`. Upgrade to `Advanced` or `Enterprise` to use JOIN API and generate credentials. See [Subscription plans](/account-settings-and-billing/subscription-plans) for plan details and upgrade guidance. {% endhint %} #### Generating an API token 1. Go to `User Settings` in your JOIN account 2. Click `API Credentials` 3. Click `Generate new Token` {% hint style="warning" %} Keep your API token secure. It provides access to your company data in JOIN, including the ability to read, update or delete information. {% endhint %} #### Using the API token You must include your token in the `Authorization` header of every API request. **Example request:** ```bash curl -X GET \ https://api.join.com/v2/jobs \ -H 'Authorization: your-api-token-here' ``` #### Revoking the API token You can revoke a token at any time in the `API Credentials` section of your account. Keep in mind that: * Once revoked, the token can no longer be used * Tokens cannot be reactivated or regenerated * You must update your integration with a new token if one is revoked