S Skillsheet Docs

Team Management

Overview

Skillsheet is built for team-based recruiting. Once your company is set up and team members are invited, you can collaborate on positions, share candidate pipelines, delegate access, and track how your team uses the platform. This guide covers the day-to-day tasks of managing your recruiting team within Skillsheet.

Viewing Team Members

View Your Team Roster

2 steps
1

Open the Team page

Go to Settings > Company > Team.

2

Review the team roster

The team roster shows each member with:

  • Name and email address.
  • Role — Owner, Admin, or Member.
  • Status — Active, Invited (pending acceptance), or Deactivated.
  • Last active — The most recent date the member logged in.
  • Credits used — The number of credits this member has consumed in the current billing period.

Use the search bar at the top to find specific team members by name or email. Filter by role or status using the dropdown menus.

Changing Team Member Roles

Owners can change any team member’s role. Admins can change Members’ roles but cannot modify other Admins or the Owner.

Change a Team Member's Role

5 steps
1

Go to Team settings

Go to Settings > Company > Team.

2

Find the member

Find the team member in the list.

3

Open the Role dropdown

Click the Role dropdown next to their name.

4

Select the new role

Select the new role: Admin or Member.

5

Save the change

Click Save.

The change takes effect immediately. The team member receives an email notification about their updated role.

Transferring Ownership

If the Owner needs to transfer control of the company:

Transfer Company Ownership

5 steps
1

Go to Team settings

Go to Settings > Company > Team.

2

Find the new Owner

Find the person who will become the new Owner.

3

Initiate the transfer

Click the three-dot menu next to their name and select Transfer Ownership.

4

Confirm with your password

Confirm the transfer by entering your password.

5

Transfer completes

The selected person becomes the Owner, and you are demoted to Admin.

Warning

Ownership transfer is irreversible without the new Owner’s cooperation. Make sure you intend to transfer before confirming.

Removing Team Members

Owners and Admins can remove team members from the company.

Remove a Team Member

5 steps
1

Go to Team settings

Go to Settings > Company > Team.

2

Find the member to remove

Find the team member to remove.

3

Select Remove from Company

Click the three-dot menu next to their name and select Remove from Company.

4

Choose what happens to their data

Choose what happens to their data:

  • Reassign — Transfer their positions, candidates, and pipeline data to another team member.
  • Keep unassigned — The data remains in the company but is not assigned to a specific owner.
5

Confirm the removal

Click Confirm Removal.

Info

The removed member loses access to the company immediately. Their individual Skillsheet account still exists, but they can no longer see company data, positions, or shared resources.

Deactivating vs. Removing

Deactivate Instead of Remove

If a team member is temporarily unavailable (parental leave, sabbatical), consider deactivating instead of removing:

  1. Click the three-dot menu next to their name.
  2. Select Deactivate.
  3. The member cannot log in or use credits, but their data and assignments are preserved.
  4. Reactivate them at any time by selecting Activate from the same menu.

Tip

Deactivation preserves data and assignments for temporary absences.

Shared Resources

Team members within a company share several resources by default.

Shared Pipeline

All team members can view and interact with the company-wide candidate pipeline.

  • Pipeline visibility — Every position’s pipeline is visible to all team members unless access is restricted (see Position Access Delegation below).
  • Collaborative actions — Any team member can move candidates between stages, add notes, and schedule interviews for shared positions.
  • Activity attribution — Every pipeline action is logged with the name of the team member who performed it.

Shared Lists

Candidate lists created within the company can be shared with the team.

  • Creating a shared list — When creating a new list, toggle Share with Team to make it visible to all company members.
  • Private lists — Lists without the share toggle are visible only to the creator.
  • Editing shared lists — Any team member with access can add or remove candidates from a shared list.
  • List ownership — The creator of a list is its owner. Only the owner or an Admin can delete a shared list.

Company-Wide Settings

Settings configured at the company level apply to all team members. These include default pipeline stages, notification preferences, and security policies. See Company Setup for details.

Position Access Delegation

By default, all positions are visible to all team members. For larger teams, you may want to restrict who can see or edit specific positions.

Set Position Access Controls

5 steps
1

Open the position

Open the position you want to restrict.

2

Go to Settings

Go to the Settings tab within the position.

3

Select a visibility level

Under Access Control, select a visibility level:

  • Company-wide — All team members can view and edit (default).
  • Team-only — Only specified team members can view and edit.
  • Private — Only the position creator and Admins can access.
4

Add team members (if Team-only)

If you selected Team-only, add the team members who should have access.

5

Save the access settings

Click Save.

Access Levels

For positions with Team-only access, you can assign different levels to each member:

  • Editor — Can edit the position, manage candidates, and change pipeline stages.
  • Viewer — Can view the position and candidates but cannot make changes.

Info

Admins and Owners always have full access to all positions regardless of access control settings. This ensures company-level oversight is never blocked.

Team Activity and Usage Tracking

Skillsheet provides tools to monitor how your team uses the platform.

Activity Feed

View the Team Activity Feed

3 steps
1

Open the Activity page

Go to Company > Activity in the left sidebar.

2

Review recent actions

The activity feed shows recent actions across the team:

  • Candidates added or moved in pipelines.
  • Positions created, published, or closed.
  • InMail messages sent.
  • Searches and sourcing runs performed.
  • Integrations connected or disconnected.
3

Filter the feed

Filter the feed by team member, action type, or date range.

Usage Reports

Generate Usage Reports

3 steps
1

Open Usage Reports

Go to Settings > Company > Usage Reports.

2

View available reports

View reports including:

  • Credits consumed per member — Who is using the most search, enrich, and outreach credits.
  • Positions per recruiter — How many active positions each recruiter manages.
  • Candidate throughput — Candidates sourced, contacted, and moved to each pipeline stage per recruiter.
  • Response rates — Outreach response rates broken down by team member.
3

Export reports

Export reports as CSV for further analysis or sharing with leadership.

Setting Usage Limits per Member

Owners and Admins can set individual credit limits to manage costs:

Set Individual Credit Limits

4 steps
1

Go to Team settings

Go to Settings > Company > Team.

2

Open the member's detail view

Click a team member’s name to open their detail view.

3

Enter a credit limit

Under Credit Limit, enter a maximum number of credits this member can use per billing period.

4

Save the limit

Click Save.

Warning

When a member hits their individual limit, their credit-consuming actions are paused. The company’s overall credit pool may still have credits remaining, but the individual cannot use more until the limit is raised or the billing period resets.

Best Practices for Team Collaboration

Tip

  • Assign clear position ownership. Every position should have a primary recruiter responsible for driving it forward. Use the position’s Owner field to designate this person.
  • Use shared lists for collaborative sourcing. When multiple recruiters are sourcing for the same role, maintain a shared list to avoid contacting the same candidate twice.
  • Review the activity feed regularly. A quick daily check helps Admins stay informed about team progress and catch issues early.
  • Set individual credit limits for new members. This prevents accidental overuse while new team members learn the platform.
  • Keep roles minimal. Grant Admin access only to team leads or managers. Most recruiters work effectively with the Member role.
  • Document pipeline stage definitions. Make sure everyone on the team agrees on what each pipeline stage means (e.g., when does a candidate move from “Screening” to “Interview”). Consistent usage improves reporting accuracy.
  • Deactivate rather than remove. When team members leave temporarily, deactivation preserves their data and assignments. Removal should be reserved for permanent departures.