Recruiter Contact Details in Candidate Portal

Overview

This feature introduces a single, clear configuration for defining who candidates should contact after accepting an offer.

Previously, contact details were configured in two places:

• During Offer Letter Generation (mandatory, but unused)
• In Candidate Portal → Setup → Reachout (visible to candidates)

This led to:

• Duplicate configuration
• Recruiter confusion
• Incorrect contact information shown to candidates

With this update, admins can choose one source of truth for recruiter contact details, ensuring that:

• Candidates always see the correct contact
• Recruiters enter details only when required
• Existing configurations continue to work without disruption

Who can access this feature?

• HR/Admins with access to: 
  • Candidate Portal settings
  • Recruitment / Offer Letter configuration
• Recruiters generating offer letters

How to configure Recruiter Contact Details

Step 1: Navigate to Reachout settings

1. Go to Org from the main menu. 
2. Click on Onboarding.
3.  Select Settings. 
4. Navigate to Candidate Portal. 
5. Click on Edit Portal. 
6. Open Reachout Configuration.

Step 2: Choose contact configuration

Under:

“Who should candidates reach out to after accepting the offer?”

Select one of the following options:

• Let recruiters define contact per offer
• Use a common contact for all candidates

Configuration Options Explained

Option 1: Let Recruiters Define Contact per Offer (Per-Offer Mode)

Behaviour

• Candidate Portal → Setup → Reachout
  • ❌ Hidden / disabled
• Offer Letter Generation
  • ✅ Reach-out contact field is visible and mandatory

Candidate Experience

• Candidates see the same contact entered by the recruiter in the offer letter

Note: Contact job title is not displayed to candidates.
 

Option 2: Use a Common Contact for All Candidates (Global Mode)

Behaviour

• Candidate Portal → Setup → Reachout
  • ✅ Visible and mandatory
  • Configure: 
    • Name
    • Mobile Number
    • Email ID
• Offer Letter Generation
  • ❌ Reach-out contact field is disabled
  • Helper text is shown: 

“Reach-out contact at offer-letter level is disabled in your org. Enable / get this enabled from Org > Onboarding > Settings > Candidate Portal > Reachout section.”

Candidate Experience

• After offer acceptance, candidates see the global contact configured by admin

Default Configuration

• For new accounts (tenants): 
  • ✅ Recruiter-defined contact per offer is selected by default

Migration for Existing Customers

To ensure no disruption:

• All existing accounts are set to: 
  • ✅ Use a common contact for all candidates
• Existing Reachout data is preserved
• Offer letter contact field is disabled
• No change to candidate experience

Important Notes

• Only one configuration path is active at a time
• Avoids duplication of contact details across the system
• Ensures candidates always see a single, accurate contact

Switching between modes

From Recruiter-defined → Common contact

• Admin must configure global contact (mandatory)

From Common → Recruiter-defined

• Global contact remains stored (hidden)
• Recruiters must provide contact details in new offers

Behaviour for Existing Offers

• Offers created earlier will: 
  • Continue showing contact based on the configuration active at the time of creation

Example Scenario

Scenario 1: Using common contact

• Admin configures: 
  • Name: HR Team
  • Email: hr@company.com
• Recruiter creates offer
• Candidate accepts offer

✅ Candidate sees HR Team contact details

Scenario 2: Recruiter-defined contact

• Recruiter enters: 
  • Name: Priya Sharma
  • Email: priya@company.com
• Candidate accepts offer

✅ Candidate sees Priya Sharma’s contact details