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Some roles cannot be visible to the whole workspace: a confidential search for a key client, or an internal hire on your own team. Job visibility limits a job to the people working on it. Everyone else cannot open the job or see its pipeline.
Job visibility is a premium feature, only available through the Enterprise plan.
It works in two parts: a workspace-wide policy that decides who may see a restricted job, and a box on each job that restricts it.

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Set the visibility policy

  1. In Spott, go to Settings.
  2. Open Security and go to the Visibility policy section.
  3. Under Job visibility, choose who can see jobs with restricted visibility:
The Job visibility policy on the Security page
Admins can always see every job, whatever the policy says.

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Restrict a job

When you create a job, tick Restrict visibility. Only the users the visibility policy allows can then see it.
The Restrict visibility box on the new job form
Who can see the job follows the Job owners column, so adding or removing an owner changes access straight away.
Restricting a job is its own permission, Restrict job access, switched on per role in Settings → Security. Users without it can work on jobs but cannot change their visibility. See managing access.

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What other users see

A restricted job is hidden along with everything that belongs to it. For a user outside the job:
  • The job does not appear in the jobs list, search or views. Opening it from a shared link shows an error page.
  • Its applications and pipeline are hidden, because an application belongs to its job.
  • Candidates stay visible. A candidate is a record in their own right, so the profile is still there. Only the application on the restricted job is hidden.
  • Applications on other jobs stay visible. If the same candidate is also on a job the user can see, that application shows as normal.
  • The Active applications column on candidates counts only applications on jobs the user can see.
  • Placements on a restricted job are hidden. The user sees only placements on jobs they can access.
Visibility controls jobs and what hangs off them. It does not restrict companies or contacts: the client and its contacts stay visible to everyone, as do notes and records linked mainly to a candidate. If the client relationship itself is confidential, a restricted job is not enough on its own.

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When to use it

  • Confidential searches, where a client has asked that the role is not widely known.
  • Internal recruitment, when you hire for your own team and the rest of the workspace should not see the applicants.
Keep restrictions to the jobs that need them. Every restricted job is one your colleagues cannot help with, and reporting by other users will not include it.

Managing Access

Roles, permissions, and who can restrict a job.

Managing Teams

The teams a job owner belongs to.

Adding and Managing Jobs

Create a job and restrict it from the start.

Placements

What happens to placements on a restricted job.