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Record owners and the default owner

Make sure notes and new candidates in your ATS land under the name of the right recruiter.

Written by Wijnand Karsens

Hyre puts notes and new candidates in your ATS under the name of the recruiter who asks. That only works when Hyre can find that recruiter in your ATS.

How Hyre picks the owner

  • In your ATS or CRM: every record Hyre creates and every note Hyre writes gets the recruiter who asked as its owner or author.

  • Hyre looks that recruiter up by email address in your ATS's user list. The email address in your ATS must be exactly the same as the one you sign in to Hyre with.

  • No match? The owner becomes the account the connection was made with. Notes then start with "Logged by

    via Hyre", so you still know whose they are.

  • In Hyre itself every candidate and contact has an owner too. If your ATS names an owner who is a Hyre user, that person is the owner in Hyre. If your ATS names nobody Hyre knows, a new person goes to the default owner.

Step by step

  1. Check the email addresses. Go to Settings › Integrations. If your connection shows a warning about users without a match, click Show users. You see per colleague why it fails, for example "no user with this email" or an inactive user in your ATS.

  2. Change that colleague's email address in your ATS (or create the user) so it matches their Hyre login.

  3. Click Check again. When everything is fine, the warning goes away. Hyre also checks this once a day.

  4. Choose a default owner (owner or admin). Go to Settings › Organization, scroll to Default owner, pick a colleague and click Save. If you pick nobody, the first admin is the default owner. The card says who that is now.

    The Organization page with the Default owner card at the bottom

Good to know

  • Hyre never maps users by hand, doesn't recognise alias addresses and doesn't create users in your ATS. The email address really has to match.

  • This check works for Bullhorn, Carerix, OTYS, Recruitee, RecruitCRM, Vincere, Loxo, Spott, Salesforce, Byner and MySolution. Other systems are not checked.

  • Recruitee has no owner field. Hyre makes the recruiter the only follower of the candidate there. Other followers of that candidate are removed. Keep that in mind if you use followers as a watch list.

  • Every recruiter needs their own Hyre account. If several people share one login, everything in your ATS ends up under one name.

  • Only owners, admins and managers see the warning and Show users.

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