Talent Hub FAQ
Answers to common setup and operating questions about Talent Hub.
For what the app is and how to set it up from scratch, see the
Talent Hub Overview.
Setup
What do I need before Talent Hub shows any data?
At least one sibling recruiting app — Job Board, Interview Hub, or Offer Manager — must have data. Talent Hub reads their live records; it has no candidates, jobs, or offers of its own. Enable it from Admin → Apps → All Apps → Talent Hub → Enable (licence required), and the dashboard populates immediately from whatever recruiting data already exists.
The Sources tab starts empty. Go to Sources → Seed Standard Sources to load the 28 built-in sources (Indeed, LinkedIn Jobs, employee referrals, and others across all eight categories), or create your own.
Who can access Talent Hub?
Access is open to recruiting staff — admins, HR admins, and app admins of Talent Hub, Job Board, Interview Hub, or Offer Manager — and to anyone holding the manager role or higher. A plain employee below manager who is not recruiting staff cannot open it. Who sees candidate names, contact details and AI scores is set separately on Settings → Candidate data access (default: managers and above, plus recruiting staff). Who sees the Compliance tab is set on Settings → EEO report access the same way.
Permissions and access
Why is the Compliance tab missing for some of my users?
The Compliance tab (EEO dashboards and reports) appears for people with EEO report access: recruiting staff (admins, HR admins, and recruiting app admins) always, plus whoever Settings → EEO report access names — by default, anyone holding the manager role or higher. If an admin narrowed it to app admins or specific people, everyone else loses the tab.
Separately, if EEO compliance reporting has been turned off in Settings, the Compliance tab disappears for everyone.
Why can’t a user export candidate data as CSV?
CSV export of the candidate list requires recruiting staff: an admin, HR admin, or app admin of Talent Hub, Job Board, Interview Hub, or Offer Manager. Managers who can open Talent Hub can see candidates on screen (when candidate data access allows) but cannot download them. If the Require identity verification for exports setting is turned on, even admins must re-verify before the download begins.
Day-to-day
How does the drag-and-drop pipeline board work?
The Pipeline tab shows a kanban board with one column per stage. Drag a candidate card between columns to change their status. The board enforces guardrails:
- Dragging to Offered redirects to Offer Manager to create a real offer — the status does not flip on its own.
- Dragging to Interviews in Process redirects to Interview Hub to schedule an interview, unless an interview already exists.
- Hired isn’t set by dragging. A recruiter sets Hired from Change Status on the Candidates tab (needs Job Board) or Mark as hired on the accepted offer in Offer Manager; signing an offer also promotes the candidate automatically. With Offer Manager on, Change Status needs an accepted or signed offer.
- Moving to Rejected, Withdrawn, or Unsuitable prompts for a reason.
- Moving a candidate backwards in the pipeline (including reversing a rejection) also prompts for a reason.
Each column renders up to 50 cards. The column badge shows the true total, so you still see the count even when the board is capped.
What does the Action Center track?
The Action Center on the Home tab is a prioritised to-do list drawn from live pipeline data. It surfaces:
- Day-one conversions — new hires starting today who need an employee account (links to Onboarding Hub).
- Expiring offers — offers expiring within 48 hours (links to Offer Manager).
- Overdue feedback — completed interviews with no feedback submitted yet.
- Stalled candidates — candidates with no activity for 14 or more days (see below).
- Ready for preboarding — accepted offers ready to begin preboarding.
Items are sorted by urgency (day-one conversions and expiring offers first).
What counts as a stalled candidate?
A candidate in any non-terminal stage (not Hired, Rejected, Withdrawn, or Unsuitable) with no activity — a stage move, edit, note, call or email — for 14 or more days. Stalled candidates are badged on the Candidates tab, listed in the Action Center, and trigger automatic nudge notifications — except while their offer awaits their answer or an approval and Offer Manager’s automated reminders are on, or once their job is closed or filled.
The daily nudge goes to whoever sourced the candidate — or, if nobody sourced them or that person has left, the job’s recruiter and hiring manager, else the person who created the job. If none of them is still active here, the Talent Hub admins who can reassign the job or close the candidate out (else the company’s admins) are asked once instead. Each recipient gets at most one nudge a week and three per stall (activity on the candidate starts a new count); an admin asked because the job has no active owner gets one per stall. After 60 days of inactivity the candidate ages out of the sweep entirely — at that point they should be rejected or archived, not nudged again.
How do I schedule a recurring report?
Open Reports and click Schedule delivery, then create a schedule. You choose:
- Report type — any of eight types (Executive Summary, Hiring Manager, Sourcing Effectiveness, Diversity Analytics, Compliance, Pipeline Analytics, Performance Analytics, Trends Analysis).
- Cadence — Weekly, Monthly, or Quarterly.
- Format — PDF or CSV.
- Reporting window — Last 7 days, 30 days, 90 days, 6 months, or 12 months (how far back each run covers).
- Recipients — people in this workspace who can open this report in Talent Hub and see candidate details; Diversity and Compliance reports also need EEO report access.
Only recruiting staff (admins, HR admins, and recruiting app admins) can create or edit report schedules.
What date ranges can I use for analytics and reports?
On-demand analytics support these preset ranges: 7 days, 30 days, 90 days, 6 months, and 1 year. You can also enter custom start and end dates. The Home tab defaults to 30 days; Source Analytics defaults to 90 days.
Who can see candidate data and reports?
Recruiting staff — admins, HR admins, and app admins of Talent Hub, Job Board, Offer Manager, or Interview Hub — always see candidate data and reports. Anyone else who can open Talent Hub (the manager role or higher) sees candidate names, contact details and AI scores only when Settings → Candidate data access includes them (default: managers and above); without it they still see jobs and analytics. Settings are for recruiting staff only.
The Diversity Analytics and Compliance report types require EEO report access (Settings → EEO report access, default managers and above, plus recruiting staff) and candidate data access, on the Reports page, in downloads and in scheduled copies. CSV export of the candidate list, managing sources, and changing settings require recruiting staff.
Can I filter the pipeline, analytics and reports by department, source, or recruiter?
Partly. The pipeline board filters by job, department, recruiter and source, searches candidate name or email, and has a Show rejected, withdrawn & unsuitable switch; the Candidates tab filters by status, job, department and dates. Analytics and Reports are filtered by date range (a preset or custom dates) and have no department, source or recruiter selector; the Applicant Flow and Adverse Impact compliance reports also filter by job and department. The Trends page can compare the range with the previous period or the previous year.
When something looks wrong
Why can’t I see the pipeline or any candidate data?
Either you cannot open Talent Hub at all — you need the manager role or higher, or to be recruiting staff (an admin, HR admin, or app admin of Talent Hub, Job Board, Interview Hub, or Offer Manager) — or your admin has narrowed Settings → Candidate data access so it no longer includes you. Ask an admin to check both.
Why did the AI Insights tab disappear?
The AI Insights tab shows while AI insights or Predictive analytics is on, and is hidden only when both are off. Go to Settings (recruiting staff) and confirm that at least one of them is toggled on. Both default to on, but an admin may have turned them off. With only Predictive analytics on, the tab opens Predictions.
I dragged a candidate to “Hired” but nothing happened — why?
Hired isn’t set by dragging. A recruiter sets Hired from Change Status on the Candidates tab (needs Job Board) or Mark as hired on the accepted offer in Offer Manager; signing an offer also promotes the candidate automatically. With Offer Manager on, Change Status needs an accepted or signed offer — if the candidate’s offer is not accepted yet, record the candidate’s answer on the offer first.
My scheduled report didn’t arrive — what should I check?
Check these in order:
- The schedule must be active (not paused) and its next-run date must have come. Reports go out at 6 AM in your company’s time zone on that date — or within the hour, if you set or edit a schedule for today after 6 AM. A run that sent nothing is tried again at the next 6 AM.
- The recipient must still be an active member of the workspace and still allowed that report — a person who was deactivated, left, or lost EEO report access is skipped.
- The report type must still be enabled in Settings (the Executive Summary and Hiring Manager report types each have their own toggle, and Diversity Analytics and Compliance Report stop while EEO compliance reporting is off).
Report schedules are managed from Reports → Schedule delivery (recruiting staff only).
A candidate has been sitting untouched for weeks — does anyone get notified?
Yes, while Stalled-candidate nudge emails is on in Settings. A daily background process detects candidates in a non-terminal stage who have had no activity (a stage move, edit, note, call or email) for 14 or more days. It sends whoever sourced the candidate an in-app notification and an email — or, if nobody sourced them or that person has left, the job’s recruiter and hiring manager, else the person who created the job. If none of them is still active here, the Talent Hub admins who can reassign the job or close the candidate out (else the company’s admins) are asked once instead. Each recipient gets at most one nudge a week and three per stall; an admin asked because the job has no active owner gets one per stall. After 60 days of inactivity the candidate stops being swept — they should be closed out. Candidates on a closed or filled job, or with an offer awaiting the candidate’s answer or an approval while Offer Manager’s automated reminders are on, are not nudged.
Licensing and limits
Does Talent Hub require a licence?
Yes. Talent Hub requires a licence and is off by default. An admin enables it for the whole business from Admin → Apps → All Apps. There is no free tier and no per-seat licensing — the licence covers the business.
What are the limits I should know about?
| Item | Limit |
|---|---|
| Pipeline board cards per column | 50 (column badge shows true total) |
| Stalled-candidate threshold | 14 days without activity |
| Stalled-candidate nudge interval | At most 1 every 7 days |
| Stalled-candidate nudge cap | 3 per recipient per stall (1 when the job has no active owner) |
| Stalled-candidate scan window | 60 days (longer = aged out) |
| Expiring-offer action-center window | 48 hours |
| Scheduled report window | Last 7, 30 or 90 days, 6 months, or 12 months |
| Scheduled report cadences | Weekly, Monthly, Quarterly |
| Report export formats | PDF, CSV |
| Source name length | 100 characters |
| Source slug length | 50 characters |
| Source categories | 8 (Job boards, Social media, Referrals, Direct applications, Recruitment agencies, Events and career fairs, Passive sourcing, Other) |
| Standard built-in sources | 28 |
| Source cost models | CPC, CPA, Flat Fee, Monthly |
| AI Insights cache duration | 30 minutes |
| Adverse-impact rule | Four-fifths (80%) per EEOC guidelines |
More help
- Talent Hub Overview
- Job Board, Interview Hub, Offer Manager — the apps whose data Talent Hub reports on
- Ask AI — the assistant answers Talent Hub questions from these articles.