[space] Ashby Knowledge Base [title] Agency Onboarding Guide [path] Initial Setup & Migrations/Ashby Admin Onboarding/ This onboarding guide is for recruiting agencies setting up their Ashby account. For companies looking to add agency users to their Ashby account, check out [Agencies Setup](docId\:HPRDN81J0nbGGnh4s-JE1). Welcome to Ashby! We’re so excited to help you get started and hit those goals! As an agency, you’re likely to set up and use Ashby in a rather different way from companies hiring for their own teams. This guide will take you through the key steps to get your account setup, along with some more advanced features that you can implement. Let’s do this! :::hint{type="success"} For a general overview of Ashby, check out our [101 Webinar](https://ashby.ewebinar.com/webinar/ashby-university-101-17218?session=replay\&showform=1). ::: ## Set up basic integrations and your job board theme. :::hint{type="info"} This section covers the basic technical setup to get everything working. This section should take less than 20 minutes to complete. ::: - Firstly, we'd recommend setting up your integration with either [Google Workspace](docId:9nUSHnd_uiv8wIGz-YpaM) or [Microsoft 365](docId:_eaaljgrTeW__Uoxtk8i7) so you and your team can use all of Ashby's features. - [Job Board: Configuring Your Setup](docId\:f2OtyumVmeJaAt1DYRJYW) - Set up the [Zoom](docId\:S9XGV03nQ8KCAR0_ifd9l) integration (if your team uses Zoom) :::hint{type="warning"} Looking to integrate with other software? Check out the [Integrations Marketplace](https://app.ashbyhq.com/admin/integrations/marketplace) and our [Integrations](docId\:L-qok2y-8x1s8wHKVoobO) guides for further information. **Note:** Most integrations must be set up by an Admin user of the partner’s platform. Some job board integrations like [Wellfound (formerly AngelList Talent)](docId\:c4xKfeoY3Z9dgJ-lCTEGc) must be set up on the partner’s end. ::: ## Add and open client jobs for applications :::hint{type="info"} This section covers how to add jobs and job-specific information, like the department and location information. Agencies usually set up the client company as a department, with respective functions (Engineering, Sales, etc) as a sub-team. We would recommend having a job description ready to speed up the setup process. ::: - [Set up departments & locations ](docId\:ACYBgYBzAs3YmyVbO5um8)to assign to your jobs - Create [Interview Plans ](docId\:SJQDG-6gg32KbwjAKu1Ux)to establish clear stages within each job's pipeline - Open and post your first Jobs - Want to test your job? [Create test candidates and test out the workflow](docId\:Fu_sif2S_xnQHNRF7AnaW) :::hint{type="warning"} **Note:** The [Indeed/Glassdoor](https://app.ashbyhq.com/admin/integrations/marketplace/indeed-glassdoor) integration is enabled by default. Please disable it while you’re setting up your jobs to ensure test postings aren’t listed. ::: ## Setting up re-usable templates in Admin. :::hint{type="info"} You can create templates to help establish job pipelines in advance and create a clear email tone for candidate outreach. **We highly recommend setting these up in advance to save time in the long run.** ::: - [Interview Plans ](docId\:SJQDG-6gg32KbwjAKu1Ux)allow you to determine the pipeline stages across jobs in advance. - [Feedback Forms and Interviews](docId\:hLojGXRvp_xkuw1amMKUR): Ensure that you have structured feedback forms and interviews in place for a consistent experience for candidates and interviewers. - [Email Templates](docId\:wQ6UOYDzwfAtDmZhOPsfJ) speed up candidate communication and ensure consistency. ## Tools for sourcing and outreach :::hint{type="info"} This section covers the different tools we have in place for reaching out to leads, adding them into Ashby and taking action on them. Handy for all your sourcing needs! ::: - Install the [Chrome Extension](docId\:Je_BiJ1sj2ro6WT9vtTfP) to easily add and take action on leads via LinkedIn, Gmail and GitHub - Create [Sequences](docId\:B2Gy2RHNNOyLkBhWcWoU4) to engage potential candidates and gauge their interest - Looking to import candidates into Ashby? Check out the [Bulk Import Options](docId\:SORNCJ66lgHRfLrAcXETJ) to speedily add your data to Ashby :::hint{type="success"} If you’d prefer to integrate with sourcing tools you currently use, our full list of integration guides for sourcing tools can be found [here](docId\:JkCtjNNIE2F6GpbI9z7b9). ::: ## Job Status and Reporting :::hint{type="info"} Pull data and export reports to share with your clients to keep them informed on job pipelines. ::: You can also check out the following guides to further acquaint yourself with Ashby's reporting capabilities: - [Ashby Analytics: Key Reporting Concepts](docId\:HuKCp0EIHAKDk4xUcuhnm) - [Report Catalog: Templates](docId\:AurRQFzh1h8qgf6rh0VQi) - [Ashby Subject & Field Definitions](docId\:JKg56-EfRYAaa7wLsbVSj) ## Onboard your team :::hint{type="info"} Share the following guides with your team to help them get started with Ashby! Your team members will also be able to select their role in our in-app widget for additional guidance. ::: - [Getting Started for Hiring Managers](docId\:Ku4nmt5UeOs8wfRgFxQNY) - [Getting Started for Interviewers](docId:2_WbM9Pju_SOWws1jhpZZ) - [Getting Started for Recruiters](docId\:QyoLopAyBDwsEm-GsXjy3) - [Getting Started for Recruiting Coordinators](docId\:ZHSO6kJXpXFsZbESO2rLl) - [Getting Started for Sourcers](docId\:xWkjWMMZhmSU_xSKtG_R3) ## Some Additional Recommendations :::hint{type="info"} Hooray! You’ve completed this onboarding guide. Find below some additional tools that we’d recommend checking out. ::: - [Public Booking Links](docId\:FyG7-O-Qk73981CicoxjU) - [Meeting Hours](docId\:UZCtzXVPfXqeftMihW-jo) - [Custom Fields](docId\:QpGKlrSCmzgWC-7krBWDs) - [Surveys & Questionnaires](docId\:TsYWj3bt2uaEEA7SRZ5Xz) [title] Bulk Import: Email Import [path] Initial Setup & Migrations/Migrations/Bulk Import/Untitled/ The email import feature lets you add candidates to Ashby by forwarding resume files to a specific email address. You can attach up to 10 resumes per email. A common use case for this feature is sharing the import email addresses with external recruiters. If a candidate sends their resume to a recruiter via email, the recruiter can forward it to Ashby using the import email address. :::hint{type="info"} If you have many resume files you'd like to upload, contact [support@ashbyhq.com](mailto\:support@ashbyhq.com). We can assist with bulk uploads on the backend. ::: ::loom{url="https://www.loom.com/embed/baff6f2c9bd148e4995b953acf4b0e39"} # Accessing the feature There are both job-specific and general candidate upload email addresses. You can access these email addresses in two places. You can find all email addresses, including the general email address, on the [Import via Email](https://app.ashbyhq.com/admin/data-import/email-import) page in Admin, in the **Data Management** section. To access the general candidate upload email address, select `Upload Candidate` on the **Import via Email** page. Uploading candidates via the general candidate upload email address adds them as a lead without considering them for a specific job. ![Screenshot of the Import via Email page showing the general candidate upload email address.](https://cdn.zappy.app/45b5ec538fcbd5fbf18c78e414f7cc59.png) You can also find job-specific email addresses on the **Settings** page of the corresponding job. These email addresses are only active on a job when the job is open. ![Screenshot of the job specific upload candidate via email address. ](https://cdn.zappy.app/8c2e8ef14393fe39cc593a9acac7385f.png) :::hint{type="warning"} Anyone with access to these email addresses can use them, so be thoughtful about who you share them with. We advise against sharing the email address directly with candidates or on your job board to avoid spam applications. ::: # File requirements Your files must meet the following requirements to be parsed as resumes: - The file must be a PDF. Image files (e.g., .jpeg, .png, .gif) cannot be parsed as resumes and are ignored. - The document must contain a name and at least one unique identifier, such as an email address, phone number, or social link, for the candidate profile to be created. - You may attach up to 10 resumes per email. # Upload confirmations You receive a confirmation email letting you know whether each resume was successfully uploaded. Uploads fail when Ashby cannot parse the file. Common reasons a file won't parse include: - The file is an image or GIF, rather than a text-based PDF (for example, a scanned document where someone photographed a page and converted it to PDF) - The document is in an unexpected format, such as demographic information appearing in an unusual location - The file doesn't include a name and identifier (email, phone number, or social link). Without these, Ashby can't create a candidate profile. If a file can't be parsed, you need to manually create the candidate profile and upload the resume. Even when manually uploaded, the candidate's data is not automatically parsed from the resume. # Reviewing uploaded candidates When you upload a resume, Ashby creates a candidate profile, parses the resume details and stores them in the **Summary** tab of the candidate profile, and makes the resume available to view in the **Resume **tab. Ashby adds candidates uploaded using the general candidate upload email address to your account as leads, and you can find them using **Candidate Search**. ![Screenshot of the Candidate Search showing candidates uploaded as leads. ](https://cdn.zappy.app/c4bd6155040f5c3a62bc038a5ddb83e7.png) Ashby adds candidates uploaded using job-specific email addresses to the **Application Review** stage of the job they were uploaded to. ![Screenshot of job specific resume uploads in the Application Review stage.](https://cdn.zappy.app/4e4cb9ffc473ccd46f2f1a39ff9fa758.png) # FAQs ### Can I set up auto-forwarding for importing candidates via email? This currently isn't possible. You need to send resumes to the provided email addresses manually to create candidates. ### How can candidates submit their resume by email? We advise against sharing the candidate upload or job-specific email addresses on your job board or directly with candidates, to avoid spam applications. We recommend advising candidates to send resumes to an internal company email address, and then forwarding those resumes to Ashby manually. ### How does the email import handle duplicate candidates? If you use the email import to send a resume for a candidate profile that already has any active job consideration, including one for a different job, Ashby flags the duplicate and sends an error. If the existing candidate profile has no active job considerations and only has archived job considerations, Ashby does not raise an error. Instead, Ashby updates the resume and creates a new job consideration. ![Screenshot of "The following resume matched candidates that already have an application and resume for this job" error.](https://p-yvfbeggm.b0.n0.cdn.zight.com/items/P8uoAv8r/cf1a8d2f-50fa-44f3-b978-ae09476b3f20.jpg?v=d0a76a0e64e2429cac6a11114f9efb41) [title] Getting Started for Hiring Managers [path] Getting Started: User Guides/ Welcome to Ashby! We couldn't be more excited to help you get started using Ashby as a hiring manager. This guide assumes your Ashby instance is already set up and covers how to navigate Ashby and use the most commonly used features for hiring managers. # Log in to Ashby To sign in, head to https\://app.ashbyhq.com. Ashby uses Google sign-in, Microsoft 365 sign-in, and magic links. If your company has SSO set up with Ashby, use this option to log in. More on signing in can be found at [Signing in to Ashby](docId\:vH7B6OAp3CIRSFeHtCYoA). # Configure your personal settings A key first step is configuring your personal settings in Ashby. In [Personal Settings](https://app.ashbyhq.com/settings/personal-info), you can do the following: - Set your personal info, including your job title, user avatar, timezone, and social links - Set your notification settings - determine the activities you should be notified about and where you'd like to be notified - Set up personal email templates - Set up OAuth if needed (confirm with your admin if this needs to be completed as part of your Google Workspace or Microsoft 365 setup) :::hint{type="info"} For a full walkthrough, check out [Updating Personal Settings](docId\:Bb_jro6kp6bWBkWTHtAZT) ::: # Navigate Ashby ## Home page If you are only interviewing candidates in the pipeline and don't have any other interaction with candidates, you likely have `Limited Access` in Ashby. To get started, log in to Ashby at [https://app.ashbyhq.com](https://app.ashbyhq.com) using one of the login options. You should already have an account set up. Once logged in, you land on your home page, where you can access interview briefings and tasks. For a full breakdown of the home page, check out [Home Page](docId\:mzsz9lMAG1AX7n1BoZCzj). ### Add and track referrals To submit : 1. Navigate to the **Referrals** section of the [Home](https://app.ashbyhq.com/home/upcoming) page. 2. Click `+ Referral`. - Creating a direct referral? Click `Add Direct Referral`, then complete the referral form with the candidate's details. - Creating a referral link? Click `Create Referral Link` and give your referral link a title. You can then opt to link to a specific job posting using the `Link to specific job posting?` checkbox and selecting a job posting from the dropdown. ![Screenshot of the home page with the Referrals section hightlighted.](https://cdn.zappy.app/26278f4b47c38aac31f08c40ab4ba5c3.png) :::hint{type="info"} Our full guide on referrals can be found at [Referrals and Referral Links](docId\:T9YYsVWgNnSWSpaeQCmHr) ::: ## Candidate profile Depending on your permissions, you may have access to view candidate profiles and take action on job considerations. For further information on navigating a candidate profile, check out [Candidate Profile](docId\:xUxT7U73X6OdwYPl89LAV). ## Candidate pipeline The Pipeline Overview provides you a view of candidates across all positions you have access to and allows you to quickly jump between them. For more on the pipeline view, check out [Candidate Pipeline](docId\:c7vCHI2hsjQZ0AynA8c-b). ## Jobs - dashboard view The Job Dashboard at Jobs > [Dashboard](https://app.ashbyhq.com/jobs/pipelines) is a high-level overview of the active jobs you follow, have a role on, and have access to. You can also access the `Job Board` from this page. We recommend bookmarking this page to quickly see all of your active jobs in one place. ![Job dashboard view with button linking out to the job board](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Wj37MTayKjo_1XZbYkRcB_job-dashboard-view.jpg) # Common use cases for hiring managers ## Application review Check out [Application Review](docId\:d_nxB_Kdz4fJru4hBCaLb) for a full guide covering bulk reviewing candidate applications and advancing and archiving candidates. ## Opening and posting jobs To create a job, navigate to **Jobs > Jobs**, then click the Create a Job button and follow the steps in the job creation wizard. At this point, you can open the job right away, or configure it further. In the **Settings** section, there are further configuration options on four tabs. When you're ready to open the job, click the `Job Status` button and select `Mark as Open`. An open job isn't automatically posted to your Ashby job board or any third-party job boards, but you can add candidates to the pipeline. When you're ready to post the job to your job board, you can set up a job posting on the **Job Postings** tab. You can create as many postings as you'd like for a job. Once published, the posting shows up on your Ashby job board (e.g., jobs.asbhyhq.com/ashby). :::hint{type="info"} For a full guide on creating a job and job postings, check out [Creating & Opening Jobs](docId\:uyTn03bH4FvrPvjhYthAt) ::: # FAQ ### My profile picture has synced over from Google Workspace, but it’s very pixelated. Why? Images synced over from Google Workspace do not have a high enough resolution. We recommend users upload their avatar within [Personal Settings](https://app.ashbyhq.com/settings/personal-info) to fix this. ![Screenshot of User Avatar section.](https://cdn.zappy.app/3bd9ae2c6b84fa648351e2310d15c63c.png) [title] Agencies Users [path] Users & Permissions/Agency Users & External Recruiters/ This guide covers how agency users can use Ashby to submit and track candidates. Review [Agencies Setup](docId\:HPRDN81J0nbGGnh4s-JE1) for instructions on how to set up Agencies and add agency users. ## Agencies Overview The Agencies feature allows you to submit candidates directly to jobs, leave notes on their profiles, and their progress. ::loom{url="https://www.loom.com/embed/19f538812bc74a45b04acbc9987f4d65?sid=026581fc-f323-4cc9-997e-32ed01a65630"} ## Navigation Once your Agency is set up within Ashby, you'll be able to sign in to Ashby here: [https://app.ashbyhq.com/signin](https://app.ashbyhq.com/signin). You can sign in using Google or Microsoft Sign In, or the Magic Link option. :::hint{type="warning"} If you are logged into Ashby when added as an agency user to a new company, you will need to log out of Ashby, then log back in before you will be able to see the new company's profile in Ashby. ::: Once logged in, you'll land on your home screen where you can access the key features of Ashby you'll need to add and track candidates. ![](https://cdn.zappy.app/9b4fa6d06f6f667cd10bf6a59c3f78ef.png) **This screenshot highlights seven key areas of the home page:** 1. Candidates: In the candidates dropdown you'll have access to the Candidate Pipeline and Candidate Search features. The candidate pipeline shows the stages your candidates are in, candidate search allows you to filter for candidates using basic or advanced filters. 2. Jobs: In the jobs dropdown you'll have access to the Jobs Dashboard. The Jobs Dashboard gives you a high-level view of the number of candidates in each pipeline stage by the job. 3. Notifications: View your notifications within Ashby here. 4. Add: The `+ Add` button allows you to manually add a candidate to a job. 5. Search: Use `Command + K` or `CRTL + K` to search for candidates and jobs you have access to. 6. Personal Settings: Update your avatar, timezone, notification settings, and more. 7. Tasks: When you're @mentioned in notes on candidate profiles, you'll see tasks where you can reply to the @mentions. ## Add Candidates using the + Add button You can add individual candidates by clicking the `+ Add` button and then selecting Candidate at the top right of your screen. Enter the candidate's details (you can also upload a resume here if needed) and link them to a job to create their candidate profile. ::Image[]{src="https://cdn.zappy.app/aa8703991a79b7387d52226d3196de34.png" size="90" width="1415" height="375" position="center" darkWidth="1415" darkHeight="375" showCaption="false"} ## Add Candidates using Email Import You can add up to 10 candidates at once by sending their resumes to a job-specific email address. Navigate to the Settings Page on a job and scroll to the bottom of the page to find the email address. ![](https://cdn.zappy.app/0b782ce38d56b3def946426e6a686bc6.png) ## Candidate Profile The Candidate Profile is where you add and view details about the candidate. You can create tasks for yourself, your team, and your partners by @mentioning them and checking the `Create Task` checkbox. ![](https://cdn.zappy.app/5fbfa1d363772f7b9b37bb630dd831bc.png) **1) Activities and Progress** Here you can view the candidates progress through interview stages. **2) Summary** Candidate information like their name, email and location can be found here. **3) Resume** If the candidate has a resume, you can view the uploaded document here. **4) Feed** Here you can view notes, feedback and emails relating to the candidate (if you have access to see these). You can use the *Notes* and *Emails* buttons to filter the feed accordingly. **5) Add Note** Add notes and create tasks for yourself or other members of your team here. ## Candidate Pipeline The Candidate Pipeline allows you to view your candidates across jobs and stages. You can use the search bar to search for specific candidates and the filters to pull candidates that meet a specific criteria. From there, you can click on the the arrow next to a job to view the pipeline and the candidates in each stage. ![](https://cdn.zappy.app/8bf4c18b2abe091281bce884ec26f009.png) **1) Search** Search for a candidate by name here. **2) Filters **Filter by specific criteria to pull the candidates you’re looking for here. **3) Jobs and pipelines** Jobs you have access to will be listed here, click the arrow to the left of the job title to open the pipeline and view the candidates in each stage. ## Tasks When someone @mentions you on a candidate's profile or you have an overdue task to submit feedback on a candidate, a task will be created on your home page. You'll receive notifications via email until the task is resolved. ![](https://cdn.zappy.app/bc8ece9544dc25c2089fb29fcb405f3e.png) ## Personal Settings Your Personal Settings are where you manage account settings specific to you, including your name, avatar, and notification settings. Under Notifications, you have the option to enable or disable email notifications for when: - You are mentioned in a note - A candidate is hired - A candidate is moved to a new interview stage - Someone replies to a note that you wrote - You have overdue tasks (report sent daily) ![](https://cdn.zappy.app/2e9d0c5713c320e99d4cd8ee1a9ef91d.png) ## FAQ :::ExpandableHeading ### I’m setting up agencies in my Ashby account - where can I find more information on configuring agencies and agency users? - You can read more on setting up agencies and agency users at [Agencies Setup](docId\:HPRDN81J0nbGGnh4s-JE1) ::: :::ExpandableHeading ### Can I switch an agency user to be an employee user instead, so I can assign them different permissions? You can, yes. This is usually used when you’d like to provide an agency user with additional access to certain roles (for example, the ability to schedule candidates and view all candidates considered for the role). - Head to Admin > Organization Setup > Agencies - Select the agency and the agency user in question. Head to the Permissions tab on the user’s profile. - In the Agency drop-down, click the x beside the agency name. This will remove the link between the user and the agency. - The user will automatically be given the Limited Access access role. If you’d like to provide them with a specific access role to a job or department, set them to have Elevated Access, the determine the level of access they should have and the roles, departments or locations they should have access to. More on this at Ashby Permissions. ::Image[]{src="https://cdn.zappy.app/a3570f37f8c08042f5bda2f6572839fd.png" size="100" isUploading="false" width="805" height="297" darkWidth="805" darkHeight="297" showCaption="false" indent="2"} If you’d like to switch an employee user to be an agency user, use the *Agency* dropdown on the user’s profile to select an agency and assign it to the user. ::Image[]{src="https://cdn.zappy.app/56c6af278f69976be5ef68a68558a45c.png" size="100" isUploading="false" width="805" height="638" darkWidth="805" darkHeight="638" showCaption="false" indent="2"} ::: [title] Agencies Setup [path] Users & Permissions/Agency Users & External Recruiters/ This guide outlines how to set up agencies in your instance. If you've been added as an agency user, check out [Agencies Users](docId\:sMNQ8t0NuSBVnjbYJy0rS) for information on navigating Ashby. # Agencies setup overview ::loom{url="https://www.loom.com/embed/74b5776f88fe4b9cb2ea362f46ad5bc1?sid=a459c348-012b-4f01-8df9-3d6b767e8717"} :::hint{type="warning"} **Permissions:** - Only Organization Admins can configure an agency and add agency users. ::: # Create an agency To create an agency: 1. Navigate to [Admin > Organization Setup > Agencies](https://app.ashbyhq.com/admin/organizational-settings/agencies/list). 2. Click `Create Agency`. 3. Enter the agency name. 4. Click `Submit`. ![The Create Agency button to add a new agency.](https://cdn.zappy.app/7308f33206b3247f9de07c69c3bd0f61.png) Once created, click the newly created agency and specify an agency source. ![The Create New Source button to add a new source for your agency.](https://cdn.zappy.app/11bb8aaad721467b32d0392e7aa30e45.png) If a corresponding source for the agency doesn't already exist, click `Create New Source` to add one. This source is automatically applied to all candidates added through this agency. Once you assign a source to the agency, the `Create New Source` button no longer appears. To create a new source to add to an existing agency, navigate to **Admin > Organization Setup > **[Candidate Sources](https://app.ashbyhq.com/admin/organizational-settings/sources). For more information, see [Source Types and Sources](docId\:IEtsRgCsYXTkp9VHuYnZA). # Grant agency permissions With agencies, you set permissions at the agency level, and Ashby applies them to all agency users. You can grant agency users External Recruiter access to specific jobs and departments as needed. Those with External Recruiter access can only view candidates they add to a job, or candidates for which their agency is listed as the source. ![Assign the agency access role and teams.](https://cdn.zappy.app/73739a981a3099dd53a152c3171b81a6.png) To grant an agency access to a job: 1. Navigate to **Admin > Organization Setup > Agencies**. 2. Select the agency in question from the **Agencies** list, then scroll to the **Job Access Roles** section. 3. Click the `+` icon to provide access to the specific team or job required. 4. Choose the access role. For agency users, this is always External Recruiter. 5. Use the `Restrict to Team/Job` dropdown to select the department or job the agency user should have access to. # Agency settings The [Agency Settings](https://app.ashbyhq.com/admin/organizational-settings/agencies/agency-settings) page lets you give users or external recruiters added to the agency additional access to areas of a candidate's profile. Once you add agency users, use the radio buttons on the **Agency Settings** page to control whether they can see notes on a candidate, emails exchanged with the candidate, and/or completed feedback forms for the candidate. These settings apply to all agency users. ![Setting overall agency access settings.](https://cdn.zappy.app/ee810c6d96225df2fc8dc18522e174a9.png) Agency users can still only view candidates they've added or candidates whose agency is listed as the source. # Add users and send invites Once you set up permissions, you can add agency users. 1. Click `Create New Agency User`. 2. Enter their name. 3. Click `Create`. ![The Create New Agency User button.](https://cdn.zappy.app/27a7ac117b7b254e0181fbd35c03789d.png) Next, enter their email address and activate their profile. ![Activating a user.](https://cdn.zappy.app/2ed5a1d0eee351de5669739d85a0e5e6.png) Once set up, you have the option to send an invite email by clicking `Send Invite Email`. # Send invite email Once an agency user is set up, you have the option to send them an invite email. You can only send invite emails to agency users, not to employees. ![An example of an invite email sent to an agency user.](https://cdn.zappy.app/bc294f15101d32f7ac4e5e542f238def.png) # FAQ ## Agency user access ### What can I do if the agency user hasn't received their invite email? Even if they haven't received the invite, agency users can still access Ashby via the [main sign-in page](https://app.ashbyhq.com/signin). You can also resend their invite emails from the **Agencies** section in Ashby. From there, they can sign in with Google, Microsoft, or the magic link option. ### Can agencies log in without a Google Workspace or Microsoft account? Yes! We now support user login via a magic link sent to a user's email. ### I have SSO set up on my account - how does this impact agency users? If you're adding agencies and agency users, reach out to Support or your CSM if you have single sign-on (SSO) set up on your Ashby account. If you add agency users in the **Admin > Organization Setup > Employees** section so they can have additional permissions, ensure they're listed in your identity provider (IdP) so they can log in to Ashby. ### I have SSO set up for my Ashby organization and want to enforce SSO-only logins, even for agency users. How do I do this? Add the agency users to your identity provider so they can log in to Ashby in this case. ### What can agencies see on the candidate profile? By default, agency users can view the stage the candidate is in, notes that they've written or have been tagged in, sourcing information, the hiring team, and the candidate summary. You can adjust whether agency users can see notes, emails, or feedback in the [Agency Settings](https://app.ashbyhq.com/admin/organizational-settings/agencies/agency-settings) section. These settings apply to all agency users. ### Can agency users access the internal job board? No, agency users can't access the internal job board from their home page. They also can't visit the internal job board URL or direct internal job posting URLs. ### Can agency users see notes on a candidate's profile? If your [Agencies Setup](docId\:HPRDN81J0nbGGnh4s-JE1) are set so agencies can see notes, agency users can view notes on the candidate's profile that aren't marked private. ### Can agency users still see candidates after the candidate's been rejected or archived for the role? Yes, agency users can still see candidates linked to their agency even if the candidate is in the Archived stage. ### Can agency users email a candidate, schedule an interview for them, or change their stage? No, agency users can only add new candidates, view the candidate profile, and add notes to the candidate feed. They can't take actions like emailing a candidate from Ashby, scheduling an interview, or changing the candidate's stage. ### Can I switch an agency user to be an employee user instead, so I can assign them different permissions? ### Can I switch an agency user to be an employee user instead, so I can assign them different permissions? Agency users do not have the ability to email or schedule candidates; to allow them to take those actions ro assign them other permissions, there are a few changes that would need to be made on your end and in their Ashby profile. **If you do not have SCIM or SSO configured:** 1. Navigate to **Admin > Organization Setup > Agencies** and click on the agency and user in question. 2. In their profile’s **Permissions** tab, locate the Agency drop-down menu and click the `X` beside the agency name; this will remove the link between the user and the agency.  ![The screenshot shows an agency user's profile open on the permissions tab with the X highlighted.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/-B1-J4yoCGGT10dpDAcjp_agencies-ashby-2026-09-24-at-112914-am.jpg) Once the link has been removed, they will automatically be converted to a Limited Access employee user. You can then update their global user role from Limited Access to Elevated access via the **Permissions** tab in their Ashby user profile, which you would find in **Admin > Organization Setup > Employees**. After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling. You can read more about that assigning access at [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). **If you have Google Workspace and SSO configured** 1. Add the agency user as a domain user within your Google Workspace account settings; doing so will automatically provision a new separate account for them in Ashby via the Google Workspace integration. They will be provisioned as a Limited Access user. 2. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option. **If you have Microsoft 365 and SSO configured** 1. Add the agency user as a user within your Microsoft 365 account settings; doing so will automatically provision a new, separate account for them in Ashby. They’ll be provisioned as a Limited Access user. 2. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option. **If you have SSO and SCIM configured** 1. First, you will need to create a user record in your IdP directory. You will need to create a new email address for them that utilizes your domain, so that it can be verified via SSO during the login process. 2. Once they have been added to your directory, a new, separate account will automatically be provisioned for them in Ashby on the next directory sync. They will be added as a Limited Access user. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option. ## Agency user management ### How do I archive an agency? To archive an agency: 1. Navigate to **Admin > Organization Setup > **[Agencies](https://app.ashbyhq.com/admin/organizational-settings/agencies/list). 2. Click the agency in question. 3. Scroll to the bottom of the page to find the option to archive the agency. You can restore an archived agency at any time. [title] Getting Started for Sourcers [path] Getting Started: User Guides/ Welcome to Ashby! We couldn't be more excited to help you get started. This guide will cover the most common ways sourcers use Ashby. ## Log In to Ashby To sign in, head to [https://app.ashbyhq.com](https://app.ashbyhq.com/). Ashby uses Google sign-in, Microsoft 365 sign-in and magic links. If your company has SSO set up with Ashby, please use this option to log in. More on signing in can be found at [Signing in to Ashby](docId\:vH7B6OAp3CIRSFeHtCYoA). ## Configure your personal settings A key first step is configuring your personal settings in Ashby. In [Personal Settings](https://app.ashbyhq.com/settings/personal-info), you can do the following: - Set your personal info, including your job title, user avatar, timezone and social links - Set your notification settings - determine the activities you should be notified about and where you'd like to be notified - Set up personal email templates - Set up OAuth if needed (please confirm with your admin if this needs to be completed as part of your Google Workspace or Microsoft 365 setup) :::hint{type="info"} For a full walkthrough, please check out [Updating Personal Settings](docId\:Bb_jro6kp6bWBkWTHtAZT) ::: ## Navigate Ashby ### Home Page If you will only be interviewing candidates in the pipeline and won't have any other interaction with candidates, then you'll likely have `Limited Access` in Ashby. To get started, log in to Ashby at [https://app.ashbyhq.com](https://app.ashbyhq.com/) using one of the login options. You should already have an account set up. Once logged in, you'll land on your home page, where you'll be able to access interview briefings and tasks. For a full breakdown of the home page, please check out [Home Page](docId\:mzsz9lMAG1AX7n1BoZCzj) **Add and track referrals** ::::VerticalSplit{layout="middle"} :::VerticalSplitItem To submit : - Head to the Referrals section of the [Home](https://app.ashbyhq.com/home/upcoming) page - Click `+ Referral` - Creating a direct referral? Click `Add Direct Referral `then complete the referral form with the candidate details. - Creating a referral link? Click `Create Referral Link `and give your referral link a title. You can then opt to link to a specific job posting using the `Link to specific job posting?` checkbox and selecting a job posting from the dropdown ::: :::VerticalSplitItem ![](https://cdn.zappy.app/26278f4b47c38aac31f08c40ab4ba5c3.png) ::: :::: :::hint{type="info"} Our full guide on referrals can be found at [Referrals and Referral Links](docId\:T9YYsVWgNnSWSpaeQCmHr) ::: ### Candidate Profile Depending on the permissions you are given, you may have access to view candidate profiles and take action on job considerations. For further information on navigating a candidate profile, check out [Candidate Profile](docId\:xUxT7U73X6OdwYPl89LAV). ### Candidate Pipeline The Pipeline Overview provides you a view of candidates across all positions you have access to and allows you to quickly jump between them. For more on the pipeline view, check out [Candidate Pipeline](docId\:c7vCHI2hsjQZ0AynA8c-b). ## Jobs - dashboard view The Job Dashboard at Jobs > [Dashboard](https://app.ashbyhq.com/jobs/pipelines) is a high-level overview of the active jobs you follow, have a role on, and have access to. You can also access the `Job Board` from this page. We recommend bookmarking this page to quickly see all of your active jobs in one place. ![Job dashboard view with button linking out to the job board](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Wj37MTayKjo_1XZbYkRcB_job-dashboard-view.jpg) ## Common Ashby Areas for Sourcers :::hint{type="info"} This section will walk you through the key activities you'll complete as a Sourcer including creating and sending outbound email sequences, sourcing candidates from LinkedIn with the [Chrome Extension](docId\:Je_BiJ1sj2ro6WT9vtTfP), and bulk importing leads via email or CSV file. We also support integrating with other sourcing platforms; find the full list in the [Integrations Marketplace](https://app.ashbyhq.com/admin/integrations/marketplace) (you will need Organization Admin access to view the integrations marketplace). ::: ### Create and send outbound sequences **You can create a send outbound email with features like:** - **Sending emails on behalf of other users** - you can request access to other team members’ email addresses, and send sequences as them for a more personal touch. - **Linking sequences to jobs** - you can link sequences to jobs to enable enrolling leads in both in one step. - **Auto-advancing and archiving** - leads will advance through lead stages based on your email communication. If they never follow up you can use job-sequence linking to automatically archive their consideration. - **Custom tokens** - we support default and custom tokens including a default personalization token that can be embedded in the sequence. Capture a few notes while reviewing a person’s profile, then send them an email that’s already unique to them! :::hint{type="info"} For more on configuring and sending sequences, check out [Sequences](docId\:B2Gy2RHNNOyLkBhWcWoU4) and [Sequences: InMail and Connection Request Stages](docId\:Qbf62_UsXyctMQzHE07HA). ::: ### Use the Ashby Chrome Extension **You can quickly source candidates from LinkedIn with options to:** - **Create lead profiles with one click** - visit a person’s profile, open the extension and click Add to Ashby to create a profile that captures email communication, applications, and more in one place. - **Add leads to jobs, **&#xNAN;**, and ** - you can add a person to a job or to a relevant talent pool if you’d like to get in touch with them later. - **Mention team members in notes to prompt them to review** - you can create notes and tasks for team members by @mentioning them. - **Add tags, schedule follow-ups, and more!** :::hint{type="info"} For more on the Ashby Chrome extension, check out [Chrome Extension](docId\:Je_BiJ1sj2ro6WT9vtTfP). ::: ### Create talent pools with projects **Keep track of leads in **&#xNAN;**, and take the following bulk actions:** - **Emails and ** - keep leads warm by messaging them using one-off emails or enrolling them in sequences. - **Enroll in jobs** - When you’re ready, add them to jobs. :::hint{type="info"} Check out [Projects](docId\:NeOuKpzGi4kDAtdSyMhez) for a more detailed overview on project setup ::: ### Bulk import lists of candidates (required Organization Admin access) Import many candidates at once with the following options: - **Email import** - attach up to 10 resumes at a time to an email and send it to a job-specific address to create candidate profiles. - **CSV import** - upload any number of candidates in a CSV file. :::hint{type="info"} For more on importing data, check out [Bulk Import Options](docId\:SORNCJ66lgHRfLrAcXETJ) ::: ## FAQ :::ExpandableHeading ### My profile picture has synced over from Google Workspace but it’s very pixelated. Why? Images synced over from Google Workspace do not have a high enough resolution. As such, we’d recommend users upload their avatar within [Personal Settings](https://app.ashbyhq.com/settings/personal-info) to fix this. ![](https://cdn.zappy.app/3bd9ae2c6b84fa648351e2310d15c63c.png) ::: [title] Manage Access Roles [path] Users & Permissions/Provisioning Users & Assigning Permissions/ You can view permission levels for each access role, customize existing access roles, and create your own custom roles within Ashby. Access roles are primarily used to provide job, location, or department-specific access to users with elevated access, or to limit access for organization admins. :::hint{type="warning"} **Prerequisites:** You must have Organization Admin access to edit or create new access roles. ::: Access roles can be viewed on all plans: | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ✅ | ✅ | ✅ | ✅ | You can create new custom access roles and amend existing access roles on the Legacy Plus, Plus, and Enterprise plans: | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ❌\* | ✅\* | ✅\* | ✅ | :::hint{type="warning"} \*Customers on the Foundations plan can only edit the External Recruiter access role. Legacy Plus and Plus customers can modify existing roles and create up to three custom access roles. Enterprise customers can modify and create as many custom access roles as needed. ::: # Access roles To view your active access roles and create new ones, navigate to **Admin > Organization Setup > **[Access Roles](https://app.ashbyhq.com/admin/permissions/access-roles). All existing access roles and their permissions are listed in a grid. You can also use this as a reference when assigning access roles to users with elevated access. ![The access role grid with an additional access role added - all permissions are listed here for easy reference.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/gaQcQwFVZT76nuS6AtMbW_access-roles-ashby-2026-07-14-at-43139-pmgrid.jpg) # Assigning multiple access roles You can assign multiple access roles when a user needs different permissions in different parts of your organization. For example, you can give someone Analyst access across the organization for reporting, then give them Hiring Manager access for a specific team where they need to review applications, schedule interviews, or edit candidates. A team access role and a job-specific role can also work together when the user has a broad responsibility across a team and an additional responsibility for one job. For example, a recruiter can receive Hiring Team Member access for every job on the Marketing team through a team access role, then receive Hiring Manager access for one Marketing job they own. The team role provides baseline access across the team, while the job-specific role supports the additional work on that one job. :::hint{type="info"} Use a job-specific role when a user needs more access or permissions for one job than their broader team or location role provides. You can also use a job-specific role to make access more restrictive for one job when the user has wider permissions through a team or location role. ::: Multiple roles work when each role applies to a distinct job, team, or location. They can also be useful when you want to extend a user’s access for one responsibility without replacing the access they already have elsewhere. ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/LJhkX9-fTkojJ-sh3NDxk_employees-ashby-2026-09-22-at-82504-am.jpg" size="80" isUploading="false" width="831" height="497" darkWidth="831" darkHeight="497" alt="Ashby Access Roles settings showing an Analyst role for the Customer Support team across all locations, a Hiring Manager role for the Customer Support Specialist job, and a TA Specialist role for the Product Documentation Specialist job." showCaption="false"} Before assigning another role, check whether both roles apply to the same job or have overlapping job-specific scopes. Assigning two different job-specific roles to the same job can trigger this error: ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/2AkdHD75rjw6Yi1jNiV_i_vp-approver-role-offer-fields-plain-2026-09-21-at-84222-am.jpg" size="60" isUploading="false" width="493" height="83" darkWidth="493" darkHeight="83" alt="Error message stating, “This user already has a role assigned to them with conflicting policies.”" showCaption="false"} Ashby needs one effective permission for each job. When two job-specific roles conflict, Ashby cannot combine them into a single policy. :::hint{type="info"} Department and location access roles generally do not trigger this specific error when they overlap with a job-specific role. Ashby uses the access scope to determine which permissions apply. For overlapping team and location scopes, the more restrictive role generally applies. ::: ## Resolving conflicting policies If you see the conflicting policies error, use one of these approaches: 1. Create one custom access role that contains all of the permissions the user needs, then assign that role to the user. 2. If the permission should apply across a department or location, assign a department or location access role with the needed permission instead of adding another job-specific role. # Creating a new access role To create a new access role: 1. Click `+ Add Access Role`. 2. Give your role a title, then use the checkboxes to determine the access that the role should have. You can pick from the following options: ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/RaYghmjCxm2zGEF96ajiw_create-access-role-stripes.jpg" size="80" isUploading="false" width="880" height="1612" darkWidth="880" darkHeight="1612" alt="The permission stripes when creating an access role" showCaption="false"} :::Paragraph{indent="2"} **Can See Notes:** Can view notes added to a candidate profile (with the exception of private notes). ::: :::Paragraph{indent="2"} **Can Add Notes:** Can add notes to the candidate profile (to enable this option, the Can See Notes option must be enabled). This has been separated out from Can Add/Edit Candidates for additional flexibility. ::: :::Paragraph{indent="1"} **Can See Candidate Profiles:** Can view candidate profiles. ::: :::Paragraph{indent="2"} **Can Add/Edit Candidates:** Can add new candidates in Ashby and edit existing candidate profiles (to enable this option, the Can See Candidate Profiles option must be enabled). ::: :::Paragraph{indent="2"} **Can See Private Fields:** Private notes/fields permissions allow access to private fields, data exports, candidate experience survey submissions and results, offers, and files marked as private. To enable this option, the Can See Candidate Profiles option must be enabled. ::: :::Paragraph{indent="2"} **Can See Email Communication:** Can view emails exchanged with the candidate that have synced back to Ashby. ::: :::Paragraph{indent="1"} **Can See Feedback Forms:** Can view feedback forms that have been added or completed on the candidate profile. ::: :::Paragraph{indent="2"} **Can Submit Feedback on Behalf of Others:** Can complete feedback forms on behalf of other users (to enable this option, the Can See Feedback Forms option must be enabled). ::: :::Paragraph{indent="1"} **Can Email/Schedule Candidate:** Can email or schedule interviews for candidates (to enable this option, the Can See Candidate Profiles option must be enabled). ::: :::Paragraph{indent="2"} **Can Add/Edit Jobs:** Can create or edit jobs. ::: :::Paragraph{indent="2"} **Can See Hired Candidates:** Can view candidates in the Hired stage of the job's pipeline. ::: :::Paragraph{indent="2"} **Can Add/Edit Hired Candidates:** Can add or amend candidates in the Hired stage of the job's pipeline (to enable this option, the Can See Hired Candidates option must be enabled). ::: :::Paragraph{indent="2"} **Can Make One-Off Edits to Approval Process:** Can adjust an approval process on a one-off basis (more on this in [Offer Approvals](docId\:oFX_SMDkYnZv-l6UuJVgH)). ::: :::Paragraph{indent="2"} **Can See Meeting Recordings:** Can view AI Notetaker recordings of interviews for the job. ::: 3. Click `Create`. When assigning permissions and adding access roles to users, your new access role will now show in the **Access Role** dropdown. ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/DuOobT1FawnFEEdi0nuIh_access-roles.jpg" size="100" isUploading="false" width="1314" height="370" darkWidth="1314" darkHeight="370" showCaption="false" indent="2"} # Editing and archiving an access role To amend an existing access role, click on it within the **Active Access Roles** table. ![A custom Recruiting Coordinator access role highlighted on the access role table.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Iorziu20DeW8feOv2tutK_access-roles-ashby-2026-07-15-at-102058-am.jpg) You can then use the checkboxes beside each permission to amend that role's access. Click `Update` to confirm your changes. ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/GWiNzTA2C2Hpl-j7Gdk-2_editing-the-permissions-of-an-access-role.jpg" size="80" isUploading="false" width="1140" height="1626" darkWidth="1140" darkHeight="1626" showCaption="false"} You can click on the **History** tab to view any previous changes made to the access role. The history lists the date and time the change was made, who made the change, and the changes that were made. To archive an active access role, click the `Archive` option in the top-right corner of the Update Access Role pop-up. :::hint{type="info"} Archiving an access role does not impact any users who already have this access role applied to them within their permissions. It only stops the access role from being added to users in the future. ::: # Restoring an access role If you've archived an access role by mistake, use the `Active` dropdown filter to view all access roles or only archived access roles. Then click on the access role you'd like to restore. ![The Active drop-down for access roles.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/76I8EFSQfcf1gXSgFOIA9_access-roles-ashby-2026-07-15-at-102400-am.jpg) On the **Update Access Role** pop-up for the access role, click the `Restore` button in the top-right corner. Once restored, this access role is available when providing access to elevated access users. ::Image[]{src="https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/xXbZH1-2JIbTD83SgI2IQ_access-roles-ashby-2026-07-15-at-102310-am.jpg" size="80" isUploading="false" width="1154" height="1628" darkWidth="1154" darkHeight="1628" alt="Restoring a custom access role." showCaption="false"} # FAQ ### Can I add Quality of Hire permissions to custom access roles? Quality of Hire permissions are added separately. You can read more about this access role in [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). ### Can I make edits to the built-in access roles? Yes. Refer to the **Active Access Roles** table when assigning these permissions in the future, as the defaults listed in [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk) no longer apply if adjustments are made. ### I already have more custom access roles than I'm supposed to have on my plan — will some of my roles be deleted? No. If you already have existing custom access roles in your account, you retain those access roles, even if they are above your plan's thresholds. ### Why can't I assign another job-specific access role? Two job-specific roles assigned to the same job, or to overlapping job-specific scopes, can produce a conflicting policies error. Ashby needs one effective permission policy for that job and cannot combine conflicting job-specific roles. Department and location access roles generally do not trigger this specific error because Ashby uses their access scope to determine which permissions apply. [title] SSO and SCIM [path] Admin & Organization Settings/Organization Setup/ Ashby supports Single Sign-On (SSO) via Security Assertion Markup Language (SAML) and OpenID Connect (OIDC) connections, along with Directory System for Cross-domain Identity Management (SCIM) through WorkOS. SSO can be configured on the Foundations, Legacy Plus, Plus, and Enterprise plans: | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ✅ | ✅ | ✅ | ✅ | SCIM can be configured for accounts on the Legacy Plus, Plus, and Enterprise plans. | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ❌ | ✅ | ✅ | ✅ | # SSO and SCIM overview SSO and SCIM are essential tools for modern businesses. Ashby integrates with WorkOS to provide seamless SSO and SCIM capabilities, ensuring secure access and efficient user management for your organization. # Getting started ## How do I set up SSO/SCIM for my organization? 1. Reach out to our support team at [support@ashbyhq.com](mailto\:support@ashbyhq.com) with the following details: - The email address where you'd like any error messages or notifications directed (IT service account recommended) - Whether you'd like to set up SSO, or both SSO and SCIM 2. Support will follow up, providing you with a setup link. Once you receive the link, follow the on-screen instructions to integrate your identity provider with Ashby via WorkOS. The steps are tailored to your identity provider. :::hint{type="warning"} **Okta provisioning settings** When configuring the Ashby app's provisioning settings in Okta, set the `Application username format` to `Email`, not `Custom`. This setting ensures Okta correctly matches existing Ashby accounts if you unassign and later reassign a user. If you leave this setting as a custom expression, such as one that references the Okta internal user ID, reassigning a previously removed user can fail with a `user already exists` error because Okta cannot find the existing account to reactivate. ::: 3. Test the integration to ensure everything is working correctly. Confirm with support once you've completed the setup process. :::hint{type="info"} For SSO, you can connect multiple domains, with different identity providers if needed. You can also set up multiple WorkOS connections for SCIM and users from the connected systems will flow into Ashby. ::: ## What attributes are pulled via SCIM? Once you've configured SCIM on your company's account, you can determine the attributes that are synced over by navigating to **Admin > Integrations > SCIM**. In the **Fields to Sync** section, use the toggles to confirm the information that syncs from WorkOS. ![Screenshot of the Fields to Sync section in Ashby's SCIM integration settings](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/AFZRULsD0DpHcolyNBwpY_scim-fields-to-sync.jpg) The following fields can be synced: - Job Title - Name Updates - Cost Center - Department - Division - Groups - Manager Job Title, Name, and Manager are immediately useful for storing up-to-date information on all your employees without having to manually maintain it in Ashby. Cost Center, Department, and Division can be useful for further reporting on or grouping employees. These fields are pulled over as Employee custom fields in Ashby and information synced to these fields appears in the **Employment Info** section of the employee's profile in **Admin > Organization Setup > Employees**. ![Screenshot of synced employee fields displayed on the employee profile page in Ashby](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/HYWv_8e8KhqnD6eGpKgHD_synced-employee-fields-on-the-employee-profile.jpg) # Troubleshooting ## "User already exists" error when reassigning a user in Okta If you unassign a user from the Ashby app in Okta and later reassign them, you may see a `user already exists` error, and the user remains deactivated in Ashby. This happens when Okta's `Application username format` for the Ashby app does not match the identifier used to provision users. Okta cannot find the existing deactivated record, so it attempts to create a new one instead of reactivating it. To fix this, open your Okta admin console, open the Ashby app's provisioning settings, and confirm that `Application username format` is set to `Email`. Once the identifiers align, unassigning and reassigning a user correctly reactivates their existing Ashby account. If you already see this error and have deactivated users stuck in a conflict, contact [Ashby Support](mailto\:support@ashbyhq.com) for help clearing the affected records. # Pricing ## How much does the SSO/SCIM service cost? - SSO is included for Plus and Enterprise plans. - For those on the Foundations plan, SSO is a paid add-on. It costs $100 per month, billed monthly or annually, depending on your plan. # FAQs ### What is SSO? SSO (Single Sign-On) allows users to access multiple applications with a single set of credentials. This means you don't have to remember multiple passwords for different services. ### What is SCIM? SCIM (System for Cross-domain Identity Management) is a standard that automates the exchange of user identity information between identity domains or IT systems. ### Which identity providers do you support? Through our integration with WorkOS, we support a wide range of identity providers, including but not limited to Google Workspace, Microsoft Azure AD, and Okta. See [WorkOS integrations](https://workos.com/docs/integrations) for a full list of identity providers. ### Do you support Just in Time (JIT) provisioning? Ashby does not support just-in-time (JIT) provisioning through SSO. Submit a feature request to [support@ashbyhq.com](mailto\:support@ashbyhq.com) if you're interested in this option. Users signing in through SSO must already have an Ashby account. To automate user provisioning, please configure Directory Sync (SCIM). If Directory Sync isn't configured, but Google or Microsoft sign-in is enabled, then Limited Access user accounts will be created when a user signs in for the first time. ### I have users in Ashby that are not in my directory. If I set up SCIM, will those users still be active when the Directory Sync is enabled? No, any users that are in Ashby but not in your directory are deactivated in Ashby once the sync is enabled. Before Directory Sync is enabled, confirm that the list of users in your directory is the full list of users that need to access Ashby. ### Do you support log streams or domain verification? We do not support log streams or domain verification. ### How do I get the setup link for SSO/SCIM integration? Contact your Customer Success Manager or our support team at [support@ashbyhq.com](mailto\:support@ashbyhq.com). ### Is the SSO/SCIM integration secure? Absolutely! Our integration with WorkOS ensures that all data is encrypted and securely transmitted. We adhere to industry best practices to ensure the safety and privacy of your data. Learn more about [Ashby's security practices](https://www.ashbyhq.com/resources/security). ### I'm facing issues with the SSO/SCIM setup. What should I do? If you encounter any issues during the setup or have questions about the integration, reach out to [support@ashbyhq.com](mailto\:support@ashbyhq.com). We're here to help! ### Can I use both SSO and SCIM together? Yes, you can use both SSO and SCIM together. While SSO streamlines the login process, SCIM ensures efficient user management across platforms. ### Can permissions be mapped with SCIM? At this time, we only support provisioning users, not mapping permissions or access roles via SCIM. Users are added, via Directory Sync, as Limited Access users. You can change their permission level in their employee profile once the user account has been created within Ashby via the sync. For more on permission levels, see [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). ### Once configured, how often do SCIM syncs happen? SCIM syncs happen hourly. We also respond to webhooks. ### Why isn't the manager field populating when I sync via Okta? Ashby resolves managers by email address, so the manager attribute on your Okta user profile must contain the manager's email and not an Okta ID or display name. To check, open the profile of an affected user in Okta and confirm what the manager field is set to. If it shows an ID or a name, you'll need to update your Okta profile or attribute mapping so the manager field passes through a valid email address. Once that's in place, Ashby will resolve and populate the manager on the next sync. [title] Ashby Admin Onboarding [path] Initial Setup & Migrations/ [title] Navigating Ashby [path] / ::::VerticalSplit{layout="left"} :::VerticalSplitItem These guides walk through key areas of Ashby, including signing in, the home page and candidate pipelines. ::: :::VerticalSplitItem 💻 [Signing in to Ashby](docId\:vH7B6OAp3CIRSFeHtCYoA) 👤 [Updating Personal Settings](docId\:Bb_jro6kp6bWBkWTHtAZT) 🔔 [Notifications & Notification Settings](docId\:A85ZAqFvmgeJNBLAPkETL) 👍 [Referrals and Referral Links](docId\:T9YYsVWgNnSWSpaeQCmHr) 👥 [Candidate Pipeline](docId\:c7vCHI2hsjQZ0AynA8c-b) 🗑️ [Clearing Cache & Local Storage](docId\:CevJLcD4pS3NeKQqEBVFB) ::: :::: :::hint{type="info"} Looking for more information? Check out the [Ashby Platform Overview](https://academy.ashbyhq.com/course/ashby-platform-overview) course in Ashby Academy! ::: [title] Job Templates [path] Jobs & Openings/ In Ashby, you can create job templates to save you time when configuring and opening similar jobs. This guide covers both creating templates from scratch and generating templates from existing roles. ## Creating a Job Template from scratch To create a new job template, head to Jobs > Jobs > [Job Templates](https://app.ashbyhq.com/jobs/templates) and click `Create Job Template`. ![](https://cdn.zappy.app/573d81680e8a3f7b5f320d9aa234e586.png) Add in the template’s title, team and location. Only a title is required for a job template - you can add the location and department to each job generated from this template if you’d prefer to keep this blank for now. ::Image[]{src="https://cdn.zappy.app/ebeb0210328e7e919e64d9163745460c.png" size="70" width="638" height="353" darkWidth="638" darkHeight="353" position="center" showCaption="false"} From here, your template will be generated. You can then configure the job template’s settings, interview plan and any postings. ![](https://cdn.zappy.app/95d7ed742583af886c6fb124b14945d2.png) **1) Settings:** Here you can amend the title, team, location, employment type, any custom fields, compensation settings and the hiring team for this template. **2) Interview Plan:** Confirm the stages of your pipeline and add in activities to configure interviews, take-home activities, automated emails, etc in advance. You can read more on each activities via the guides below: [Setting up Schedule Interview Activities](docId:0Z5jM_EQkvZQ_Oqc03Rer) [Take-home Activities](docId\:hdevBy04F4IDGuOGM2kWH) [Automated Activities](docId\:MTFnByCNcVNb4MtdsGeqB) **3) Job Postings:** Create a draft posting, add in a job description and configure job posting settings for your template here. ::::VerticalSplit{layout="middle"} :::VerticalSplitItem Be sure to activate your job template once you’re ready to start using it. You can activate your template by clicking the `Inactive` drop-down and selecting `Activate`. If you’d like to deactivate or archive a job template, you can click the `Active `drop-down and opt to deactivate it. ::: :::VerticalSplitItem ![](https://cdn.zappy.app/f2d88e87e7fe31c5327af2f2d277d9d8.png) ![](https://cdn.zappy.app/bc819f82cdacbdc669e3a772e11a8e12.png) ::: :::: ## Creating a Job Template from an existing job If you already have a job that you’d like to create a template from, click into the job from Jobs > Jobs and then click `More`. Select `Create Template` from the drop-down. You’ll be asked to title your template before it’s created for you. ![](https://cdn.zappy.app/2d24413afdb6c6b86dd4967b32fd73a2.png) Remember to activate your job template before you try to use it for a new role! You can make adjustments to the template at any time. ::Image[]{src="https://cdn.zappy.app/f2d88e87e7fe31c5327af2f2d277d9d8.png" size="60" width="421" height="170" darkWidth="421" darkHeight="170" position="center" showCaption="false"} ## Creating a job from a template To create a new job, head to Jobs > Jobs and click `Create Job`. Use the `From Template` drop-down to select the template you’d like to generate a job from. ::Image[]{src="https://cdn.zappy.app/3a5964ded7c9f8703b9524b5b26d249f.png" size="84" width="600" height="242" darkWidth="600" darkHeight="242" position="center" showCaption="false"} If you didn’t specify a location and department on your template, this will need to be added to the job before it can be created. :::hint{type="warning"} You can make amendments to the job that has been generated from a template. Adjustments make to these jobs will not impact the template they’ve been generated from. ::: ## FAQ :::ExpandableHeading ### Why is direct booking unavailable on my job template? This message will disappear on jobs generated from this template. It shows as unavailable on the template because the template itself is not an active job. ::: :::ExpandableHeading ### Can I delete job templates? It’s not possible to delete job templates in-app. Please reach out to [support@ashbyhq.com](mailto\:support@ashbyhq.com) for assistance with this. ::: :::ExpandableHeading ### Can I limit Elevated Access users with access to create jobs to only use job templates? You can. To enable this option navigate to Admin > Jobs & Applications > [Job Management](https://app.ashbyhq.com/admin/organizational-settings/job-management) and switch on the `Elevated Access Users Must Create Jobs From Job Templates` option. ::: :::ExpandableHeading ### Can I make a job template confidential? You can! Click `More` when viewing your template and select `Make Confidential`. Only the creator of the job template can adjust the confidential status. ::: [title] Referrals and Referral Links [path] Navigating Ashby/ Any user or employee can add a referral or create a referral link in Ashby from their home page, regardless of their permissions. This article explains how to add direct referrals, create and track referral links, configure your referral form and settings, and report on referral data. Share this guide with your users to give them more information on adding referrals via Ashby. # Permissions and access Users without a paid seat can add referrals and create referral links. Users do need to have an Ashby account to add referrals. Custom referral filters are available on the Legacy Plus, Plus, and Enterprise plans: | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ❌ | ✅ | ✅ | ✅ | # Direct referrals vs. referral links With a direct referral, you add one candidate's details at a time and submit them to be reviewed for a role. With a referral link, you post the job board or a specific job posting to your network (for example, on LinkedIn), and Ashby credits anyone who applies via that link to you. # Adding a direct referral Watching this video is optional — the written steps below cover the same content. ::loom{url="https://www.loom.com/embed/591cab69862c4acb9bdc64d1da06284a"} You can refer a candidate directly for a role in the Referrals section of the [Home](https://app.ashbyhq.com/home/upcoming) page. ![The Referrals section of the Home page.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/YyCrTRkMC0F1ubT0fmEn2_home-ashby-2026-08-12-at-110826-am.jpg) 1. Navigate to the **Home** page and find the **Referrals** section. 2. Click `+ Referral`. 3. Select `+ Add Direct Referral`. When adding a direct referral, you need to add the candidate's name and email address and the specific role they are being referred for. ![The form to refer a candidate directly. ](https://cdn.zappy.app/2f6b5c4fb912b68bfb6913b344bc121c.png) You can also upload a resume and add their phone number, a link to their website, and any notes. An admin can customize the referral form, so you may see some additional or different options here from the form pictured. Ashby automatically adds a referred candidate to the **Application Review** stage in the candidate pipeline for the specified role. :::hint{type="info"} When submitting a direct referral, the **Job** field shows job posting titles when available. If the job posting title isn't available (for example, if the job posting is unlisted or unpublished), the **Job** field shows the job title. ::: # Adding a referral from the top menu You can also add a referral directly to a role by hovering over the `+ Add` button from the top menu and selecting **Referral**. ![Adding a referral using Add on the navigation bar.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/aTPeM4j-0EiVwqTbHUODB_adding-a-referral-using-the-add-button.png) Once you click **Referral**, you need to add the candidate's name and email address and the specific role they are being referred for, just like in the process above. # Creating a referral link Referral links allow you to post a link to a specific job posting (or to the job board in general), and Ashby automatically credits candidates who apply via that link to you. A good use case for referral links is sharing a job to a social media platform or another wider forum. Watching this video is optional — the written steps below cover the same content. ::loom{url="https://www.loom.com/embed/635e957bf9ce4081aa396878db0d3ff6"} You can create a referral link in the same **Referrals** section at the bottom of the [Home](https://app.ashbyhq.com/home/upcoming) page. ![Referrals section at the bottom of the Home page.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/bx1ZEHGvAirYllDicXaXD_home-ashby-2026-08-12-at-110826-am.jpg) 1. Navigate to the **Home** page and find the **Referrals** section. 2. Click `+ Referral`. 3. Select `+ Create Referral Link`. When creating a referral link, you can opt to either have the link direct to a specific posting or to all open job postings listed on your job board. To create a link for a certain posting, check the **Link to specific job posting** checkbox, then select the posting from the drop-down menu that follows. To have the link direct to your job board with open postings, leave this box unchecked when creating the link. :::hint{type="warning"} Your job posting must be published and listed on your external job board before you can link to it with a referral link. ::: ![Creating a referral link.](https://cdn.zappy.app/dcb181560d306a8751e388e41f8edb33.png) # Tracking referrals You can view all of your personal referrals and their application status by clicking [All Referrals](https://app.ashbyhq.com/referrals/direct/active). From there, you can view Active referrals (those still in the pipeline), Archived referrals (those who have been archived or rejected), and Hired referrals. Use the radio buttons to view each list of referrals accordingly. :::hint{type="info"} All referrals will only show the referrals you have submitted. To see how to pull a list of all active referrals submitted by all users, check out the [reporting options below](#). ::: ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/eRTm5B6TsAeFQfeaCymQV_all-referrals.jpg) - **Direct Referrals:** Referrals that the user has added directly to Ashby from their home page. - **Referrals from Referral Links:** Referrals that applied via the user's referral link. - **Referral Links:** A list of all current referral links with the option to copy them to clipboard. - **Active:** A toggle to view all active referrals (referrals currently in the interview pipeline). - **Archived:** A toggle to view all archived or rejected referrals. - **Hired:** A toggle to view all hired referrals. - **Candidate:** The candidate's name. - **Referred For:** The role they were referred for. - **Submitted At:** When the referral was added. - **Status:** The current stage the candidate is at in the pipeline. - **Add Referral:** The option to add another referral. # Tracking and amending referral links You can head to the [Referral Links](https://app.ashbyhq.com/referrals/links) section in **All Referrals** to view and amend your referral links. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/wdJU3__X3_OwWCt3w3Rre_referral-links.jpg) - **Title:** The name of your referral link. - **Job Posting:** The job posting your referral link leads to (if applicable). - **Referrals:** Number of referrals who applied via this referral link. - **Referral Link:** The referral link itself. # Referral form and settings You can edit your referral form and set referral settings in **Admin > Sourcing > **[Referrals](https://app.ashbyhq.com/admin/organizational-settings/referral-forms). ## Referral settings ![The referral settings.](https://cdn.zappy.app/b8aa27996d2fd77896678e78cec2c3ae.png) Referral settings allow you to set limits on allowing referrals. You can set the following rules: - **Allow all referrals:** Ashby adds the referral to a job consideration in a lead or active stage that already exists for the candidate (if applicable). Ashby creates a new job consideration if there isn't an existing one to match the referral to. - **The candidate is being considered for the referred job:** If the candidate has an existing job consideration in any stage of the role they're being referred for, Ashby prevents the referral. - **The candidate already exists in Ashby:** Ashby prevents referral submissions for existing candidates, even if no one has considered them for the role. If a user tries to submit a referral that your rules disallow, they receive a message letting them know that Ashby hasn't allowed the referral, with details of the settings in place. ![The error shown when a user tries to add a candidate already in Ashby.](https://cdn.zappy.app/f65734d064cd3eadcfd94d3fbdad279c.png) Use the `Allow referral links?` option to determine whether users can create referral links. The `Restrict referral status?` option determines whether all users referring candidates can view their current interview stage. If enabled, only users with the appropriate permissions to view the candidate profile can view their current interview stage. ![The Allow referral links toggle.](https://cdn.zappy.app/a5a49c3948a61863bc9b7f963c55c9d9.png) ![Restricting referral statuses so only specific information is visible.](https://cdn.zappy.app/628ea6c0fcfe948e4b03e948c07991cd.png) ## Adding filters to specify the roles that can accept referrals You can specify criteria to determine the roles that users can submit referrals or generate referral links for. 1. Switch on the `Allow referrals only for specific jobs?` option. 2. Click `Add Field to Match`. 3. Select the determining fields and configure your criteria. Any jobs matching this criteria can accept referrals or can be used to generate referral links. ![Switching on referrals for specific jobs.](https://cdn.zappy.app/d3e80f3bb1079a105a56d6b22dba6b17.png) For example, in the pictured case, users can only submit referrals for jobs in the engineering department. ![Setting referrals to only be available for specific jobs and setting the criteria.](https://cdn.zappy.app/e9ddbc753de444485060778c55a9bdad.png) :::hint{type="info"} Ashby applies your criteria on top of your existing referral settings, and added criteria doesn't impact existing referrals or existing referral links. ::: ## Referral confirmation email :::hint{type="info"} Ashby only sends referral confirmation emails to candidates submitted via the **Direct Referral** option. Those who apply via a referral link receive an inbound application confirmation instead (if enabled). Ashby also doesn't send this to existing candidates if a user adds the referrer manually via the **Credited To** field on the candidate profile. ::: If you'd like referred candidates to receive a confirmation email at the point of submission: - Select your email template using the **Referral Confirmation** dropdown. This sets the **Referral Confirmation** icon to **Enabled**. - Use `Preview Email` to preview the email sent to the referral, or click `Edit Email` to be taken to the email template to make further edits. ![Adding a referral confirmation email.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/KOv7pqOd3AHYHMzNUtw14_referral-confirmation-settings.jpg) ## Editing your referral form Click on your **Default Referral** form to make any amendments, such as adding or removing fields or adjusting the title of the form. ![Click on the Default Referral Form within your referral settings to edit it.](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/fGMbrNj0JcnNGshMtf-wQ_referrals-ashby-2026-08-12-at-112417-am.jpg) The candidate's name, job, and email address are required fields and you can't remove them. You can add the following field types to your default referral form. - **Short Answer** Single line of unformatted text. Ashby auto-populates LinkedIn URL responses on the candidate's profile. - **Long Unformatted Answer** Multiple lines of unformatted text. - **Phone** Only domestic or international phone numbers. - **Email** Only valid email addresses. - **Multiple Choice** Select a single option. - **Checkboxes** Select multiple options. - **Date** Only dates that a user can select via a date picker. - **Yes/No** Yes, no, or, if not required, no answer. - **Number** Only allows whole numbers (e.g., 1) or decimals (e.g., 1.5). - **Resume\*** Upload a single file and set it to the candidate's resume field. You can only add this once to a form. - **Candidate's location** Set the candidate's location. You can only add this once to a form. - **Other location** Allow another location to be added to the form. - **URL** A clickable link to a website. - **File\*** Upload a single file. :::hint{type="warning"} File upload questions support files up to 50 MB in standard document, image, and video file types such as: - **Documents:** PDF, DOC, DOCX - **Images:** JPG, JPEG, PNG - **Videos:** Common video formats such as MP4 Ashby doesn't support executable file types (such as .exe) and certain text-based formats (such as .md). If a candidate needs to submit content in an unsupported format, we recommend converting the file to a supported document type, such as PDF, before uploading. ::: - **Candidate's Education History** See the candidate's education history. You can only add this once to the form. :::hint{type="info" indent="2"} When adding the candidate's education history field to your form, you can specify the information asked for. You can opt to include or exclude the school, degree, field of study, start date, and end date fields as needed. Check the `Allow multiple entries` checkbox to allow those completing the form to add multiple qualifications. You can also set a minimum and maximum number of entries using the **Min** and **Max** fields. ![The education history section of the form where you can specify the details asked for. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/f2NAhMfa7xJdZfczD0K___education-history-field-on-a-form.jpg) Information added to this field always completes the **Education** section of the candidate's profile. ::: :::hint{type="warning"} It's not possible to create additional referral forms. If you'd like to add additional questions, edit the default referral form. ::: # Reporting on referrals Below are some examples of reports you can run to view key referral data. ## Referrals leaderboard To track referrals in intervals, by the user who referred them, navigate to **Reports > Build Report** and select **Count Over Time**. - **Subject:** Job Considerations - **Time Field and Interval:** Job Consideration's Started At, to show \[insert your chosen time range here] per \[set your interval here]. - **Filter:** Job Consideration's Source Type is Referral. - **Grouped By:** Job Consideration's Credited To. ![An example of a referrals leaderboard report.](https://cdn.zappy.app/709eab362fe58f982331323d5a65f9b0.png) ## Viewing all currently active referrals To see a list of currently active referrals from all users, navigate to **Reports > Build Report** and select **Custom List**. - **Subject:** Job Considerations - **Filter:** Job Consideration's Source Type is Referral, Job Consideration's Outcome equals Active. - **Fields to Show:** Job Consideration's Candidate, Job Consideration's Job, Job Consideration's Credited To, plus any additional fields you'd like to include. ![An example of a report showing all active referrals.](https://cdn.zappy.app/60673b85344af25abd199652a94f2a59.png) # FAQs ### A candidate I've referred has disappeared from my referrals list — where are they? Head into [All Referrals](https://app.ashbyhq.com/referrals/direct/active) and be sure to check the **Archived** and **Hired** lists. If a user rejects or hires the candidate, they no longer show in the **Active** list. ### How do I delete a referral link? To delete or edit the title of a referral link, head to [Your Referral Links](https://app.ashbyhq.com/referrals/links), click on the title of the link in question, and then click the red trash can icon to delete it. ![Deleting a referral link using the trash can icon](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Bh1Nz8DQ7QddQm8wdrNgG_deleting-a-referral-link.jpg) **You can't restore referral links after deletion.** Links already shared outside of Ashby continue to work, but Ashby doesn't credit new applications submitted via these links to you. The deletion doesn't impact past applications. ### If a user refers a candidate after they've applied for a role, how are sources attributed? If a candidate applies for a role, then an Ashby user refers them for the same role, the original source (in this case Inbound: Applied) remains on the candidate profile. Ashby updates the **Credited To** field so the referrer's name is included on the job consideration. ![The attribution section of a candidate's profile.](https://cdn.zappy.app/9c8f9e40a9679fac64be3ba67dd8df40.png) If you allow users to refer candidates that have already been considered for the role, you can opt to use the `Referred By` field when reporting to ensure that your reporting still includes these referrals, despite the initial source listed in the **Source** field. ### Can a referral be edited once the candidate has been submitted? If the referrer has access to view and edit the candidate's profile, they can make any corrections or updates as needed to candidate information. If the referrer is unable to view the candidate profile or make adjustments, they need to reach out to a user with access to make these updates for them once they submit the referral. ### Can I add in a referral on behalf of another user? No, the referrer needs to log into their own Ashby account to refer the candidate. Ashby always credits the candidate to the user who added the referral or generated the referral link. An admin can amend the user in the `Credited To` field within the candidate profile if needed. ### Is it possible to change out the source added to referrals or referral links? No, the source applied is fixed. If you would like to create a link that applies a custom source, check out [Tracking the source of an application](docId\:xhGtzHhc5AZ2C48VKiI8H). ### Can referrals be submitted via the integration for Slack? No, this isn't currently possible. ### I see a referral I submitted is now in the Archive stage — can I view any feedback? We recommend reaching out to the hiring manager or person in your organization responsible for managing the role's pipeline for further information. ### How do I set up application requests to go out to direct referrals automatically? We don't support adding application requests directly in the referral confirmation sent to referred candidates. If you add the \{Application Request Link} substitution token to your organization's [referral confirmation template](https://app.ashbyhq.com/admin/organizational-settings/referral-forms), the email fails. Instead, for direct referrals, we recommend [configuring an application request automation](https://docs.ashbyhq.com/application-requests#configuring-application-request-automation) with conditions specifying that the job consideration is a direct referral (for example, `Job Consideration's Is Direct Referral` is `Yes`). You can also opt to configure a catch-all for candidates who don't have an application completed by a certain stage (for example, setting a condition field to be `Job Consideration's Reached Stage Type` with the value as `Active`) to ensure any candidates in active stages are prompted to submit an application for the job consideration. If you create application request automations for referrals, we recommend disabling your referral confirmation template. You can use the application request automation instead to send the referral confirmation and application request in a single email. ![An example of an application request automation for direct referrals. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Q5tMOHK8mo0l7QKEzjg_E_application-request-released-slab-2026-03-09-at-115603-am.jpg) [title] Notifications & Notification Settings [path] Navigating Ashby/ In this guide, we cover how to configure the notifications you receive and how to set notification settings. # How do I choose when I receive notifications and the type of notifications I receive? You can amend your notification settings in **Personal Settings >** [Notifications](https://app.ashbyhq.com/settings/notifications). The events you can receive notifications for are listed here. Use the checkboxes to determine if you want to receive notifications for an event or not. ![The screenshot shows the Notifications page in Personal Settings.](https://cdn.zappy.app/c3ae4f7b2187f13f7d90d3fe06b7b396.png) You can receive notifications via email and via Slack, if you have the integration for Slack in place. More about this integration at [Slack](docId\:W4WjFtj8j0vkKxYkl2Vqo). ![The screenshot shows an example of an email notification](https://cdn.zappy.app/cda9e288425e7ce6c4c09f8cdc20ae1d.png) ![The screenshot shows an example of a Slack notification](https://cdn.zappy.app/ff54e2c4dc32f3a325aa7c38cf2e3ce3.png) :::ExpandableHeading ### Open this dropdown to view a full list of the events you can receive email or Slack notifications for: - Overdue feedback - When feedback is submitted for a candidate - When you are mentioned in interview feedback - When you are mentioned in a note - When someone replies to a note which you wrote - When a new candidate note is created - When a candidate submits an application - When a candidate is moved to a new interview stage - When a candidate is hired - When an external recruiter submits a new application - When a candidate referral is submitted - When the candidate submits a candidate experience survey - When a candidate submits a questionnaire - When an employee survey is requested - When an employee survey is overdue - When a candidate is hired - When an application is submitted by an external recruiter - When an e-signature document is completed - Candidate review requested - Candidate review completed - When a candidate I'm scheduling books a Direct Booking interview time - When a candidate I'm scheduling cancels an interview booked via Direct Booking - When a candidate I'm scheduling requests rescheduling an interview booked via Direct Booking - When a candidate I'm scheduling submits calendar availability - When a candidate I'm scheduling unsubmits calendar availability - When an interviewer declines an invite for an interview - When a candidate declines an invite for an interview - When an interviewer declines an invite for an interview that I scheduled - When a candidate declines an invite for an interview that I scheduled - When an interviewer is automatically replaced after declining an interview invite - When an interviewer's training role is automatically updated on an interview that I scheduled - When an interviewer's training role is automatically updated on an interview that I scheduled - When your interviewer training role is changed on an interview that you're participating in - When you have a take-home assignment to review (Take-home Assignments Created in Ashby) - When your review is no longer required for a take-home assignment (for take-home Assignments Created in Ashby) - When you are assigned a schedule request - When a user is added to a queue - When a take-home assessment is ready for review - When a take-home assessment review is no longer needed - When a candidate finishes an assessment (for assessments created with 3rd-party Assessment Tools like HackerRank, etc.) - When a candidate replies to an email you sent on behalf of another user - When another employee requests access to your email address - When another employee approves or rejects your email sharing request - When a pending sequence task is due - When a candidate replies to your text message - When a candidate that the user is following replies to any text message - When a candidate consents to receive text messages - When a candidate does not consent to receive text messages - When I am asked to approve or reject a candidate's offer - When an approval request for a candidate offer is approved or rejected - When I am asked to approve or reject a job approval - When an approval request for a job is approved or rejected - When I am asked to approve or reject an opening approval - When an approval request for an opening is approved or rejected - When a trainee needs approval to complete an Interview Pool stage I manage - When an external workflow is completed ::: You can also determine the digests you receive in the **Digests** tab. You can choose from the following: - A daily summary of all interview briefings for candidates you are scheduled to meet today. - A daily summary of all overdue tasks. You can opt to include or exclude tasks created in notes and/or overdue follow-up tasks in these digests. ![The screenshot shows the Digests tab under Notifications.](https://cdn.zappy.app/f7171cc2a7e9254c23031eb5c5038b45.png) # Which jobs or job considerations do I receive notifications for? You receive notifications for the jobs and job considerations you are following or you are on the hiring team for. ## What is a hiring team in Ashby? Hiring team roles are separate from permissions and access roles in Ashby. They serve to describe the person's relationship to the job or job consideration for reporting and notification purposes. Roles include Hiring Manager, Recruiter, Recruiting Coordinator, and Sourcer. To view the hiring team for your job, navigate to **Jobs > Jobs**, then go to the **Settings** section of your job. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/79Hq7okYp8UwFzsH8jBRq_irene-mcintosh-customer-support-specialist-ashby-2026-09-28-at-121436-pm.jpg) For individual job considerations, you can view the hiring team in the **Activities & Progress** tab of the job consideration on the candidate's profile. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/DqVUuPV9Ua1IjTJWXhcID_irene-mcintosh-customer-support-specialist-ashby-2026-09-28-at-121436-pm.jpg) ## How do I follow a job in Ashby? If you'd like to follow a job, navigate to **Jobs > Jobs**, then click on your chosen job. Click `More` once in the job's pipeline, then `Follow this job`. You now receive notifications for this job. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Y4YO5K3QZNueltic2YBy0_customer-support-specialist-ashby-2026-09-28-at-121728-pm.jpg) You can unfollow a job by heading back into the job and clicking `More` again. You see an `Unfollow this job` option. If you are on the hiring team for a job, then unfollowing the job does not stop notifications for this role. ## How do I follow a candidate in Ashby? When on the candidate's profile, click `More`, then `Follow`. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/iTG9L217fZ0rDd-g_ZxBb_tim-tatler-customer-support-specialist-ashby-2026-09-28-at-121815-pm.jpg) If you'd like to unfollow the candidate, click `More` again while viewing the candidate's profile, then click `Unfollow`. # Interviewer notifications Throughout the interview process, users listed as interviewers on an interview panel receive feedback reminders. These can be sent either via email, via Slack or both. You can control whether you receive feedback reminders and how they are received in **Personal Settings > Notifications**. If you are unable to adjust the settings for the Overdue Feedback event, this is due to an Organization Admin setting these as required in **Admin > Organization Setup > Feedback Reminders**. :::hint{type="info"} For more on configuring feedback reminders as an admin, check out [Feedback Forms and Interviews](docId\:hLojGXRvp_xkuw1amMKUR). ::: # Additional notifications via Alerts **Custom Alerts can be configured on the Legacy Plus, Plus, and Enterprise plans:** | Foundations | Legacy Plus | Plus | Enterprise | | ----------- | ----------- | ---- | ---------- | | ❌ | ✅ | ✅ | ✅ | If you don't see a notification option for an event you'd like to be notified for, you can set up a custom list report and then create an alert for this report, so you can receive notifications on updates on this report via email or Slack. For a full guide on creating alerts, check out [Alerts](docId\:fCkR-kKHNMJZ6vuU3kRvW). A library of existing alert template options can be found within **Reports > Report Builder** under the [Alerts Templates ](https://app.ashbyhq.com/reports/templates/alerts)tab. :::hint{type="warning"} Alerts can only be configured for custom list reports. ::: # FAQs ### Can I amend another user's notification settings? No, users can only amend their own notifications on the **Notifications** page within **Personal Settings**. ### A candidate submitted their availability and I didn't get a notification - why? This may be because another user is set as the meeting organizer and only meeting organizers are notified when a candidate adds their availability. More on this at [What is a Meeting Organizer?](docId\:C1tlsDkvUJ7S15oA8POQl) ### Can I amend the content or customize notifications or daily briefings? No, currently the content of email and Slack notifications is set and can't be customized. ### Do interviewers get notified if an interview is cancelled? Interviewers receive a notification if the interview is canceled, but are not notified if the interview is updated (if calendar invites are sent when rescheduling, they receive an updated calendar invite). If the candidate reschedules via a direct booking link, the interviewer receives an updated invite for the interview. Those following a candidate or a job can receive these notifications by checking the `When a candidate declines an invite for an interview notification` option in **Notifications** within their **Personal Settings**. ### What types of notifications can an approval reviewer receive? Email and Slack. They also see an approval task on their **Home** page when logging in. To amend approval notification settings, users navigate to [Notifications](https://app.ashbyhq.com/settings/notifications) within their **Personal Settings** and use the checkboxes to determine their notification preferences. ### Do confidential jobs trigger notifications? If a user has access to the confidential job and follows it or is on the hiring team for the role, they receive notifications. The notifications they receive are based on their notification settings in **Personal Settings**. ### Do referrers get notifications on candidates they have referred? If the user is a member of the hiring team or following the job, they receive notifications on their referred candidate, along with notifications on other candidates considered for the same role. If they aren't on the hiring team or following the job, they do not receive notifications. If you'd like to send users notifications for candidates they've referred, consider building an alert for this. More on this at [Alerts](docId\:fCkR-kKHNMJZ6vuU3kRvW). ### Can I switch off interviewer feedback reminders completely for a specific user? No, interview feedback reminders are sent if interview feedback is set as required on the interview (more on this in [Feedback Forms and Interviews](docId\:hLojGXRvp_xkuw1amMKUR)). This setting is interview-specific and can't be amended per user. If your feedback is no longer required for an interview, you can click the three dots to the right of the task within **Tasks** on your **Home** page, then click `Resolve without Feedback` to stop overdue feedback email notifications. You can still access the interview details and the feedback form via the `Past Interviews` link within the **Interviews** section of your **Home** page. ![](https://cdn.zappy.app/d52f28e5c48d31a831d36eb3e30b2f52.png) ### Can I set Slack or email notifications to go out when an offer is signed? This currently isn't possible. Ashby sends email notifications to the user who initiated the e-Signature offer request, and to those signing the offer. The user who initiated the e-signature offer request receives notifications when signatories view and sign their offer letter, and when all parties have signed the offer letter. Each signatory receives a notification after signing the offer letter, including their signed copy. If you set a signing order for the e-Signature request, signers waiting for the other party to sign first receive advance notice that an e-signature request is on its way but is not yet ready for their signature. [title] Ashby Admin Onboarding [path] Initial Setup & Migrations/Ashby Admin Onboarding/ We're excited to welcome you to Ashby and help you hit your hiring goals! This article covers the key setup areas to get you started, along with more advanced options we recommend configuring early to optimize your experience. Each guide this article links to opens in a new tab, so you won't lose your place. :::hint{type="info"} **Are you a new Ashby Admin?** For a guided video walkthrough of everything in this article, take the [Admin Essentials](https://academy.ashbyhq.com/course/ashby-admin-essentials) track in Ashby Academy. It pulls together the Academy's admin lessons into one sequenced path, so you don't have to piece together each step on your own. ::: ## Set up your company theme and explore integrations :::hint{type="info"} This section covers the basic technical setup to get things working and takes less than 20 minutes. ::: - Set up your integration with either [Google Workspace](docId:9nUSHnd_uiv8wIGz-YpaM) or [Microsoft 365](docId:_eaaljgrTeW__Uoxtk8i7) so you and your team can use all of Ashby's features. - [Job Board: Configuring Your Setup](docId\:f2OtyumVmeJaAt1DYRJYW) - Set up the [Zoom](docId\:S9XGV03nQ8KCAR0_ifd9l) (if your team uses Zoom) :::hint{type="warning"} Looking to integrate with other software? Check out the [Integrations Marketplace](https://app.ashbyhq.com/admin/integrations/marketplace) and our [Integrations](docId\:L-qok2y-8x1s8wHKVoobO) for further information. **Note:** Most integrations must be set up by an Admin user of the partner's platform. Some job board integrations, such as [Wellfound (formerly AngelList Talent)](docId\:c4xKfeoY3Z9dgJ-lCTEGc), must be set up on the partner's end. ::: *** ## Set up your first job :::hint{type="info"} In this section, you'll set up a job and test the workflows for adding candidates to Ashby. This section takes five to 10 minutes — we recommend having a job description ready. ::: - [Set up Departments & Locations](docId\:ACYBgYBzAs3YmyVbO5um8) to assign to your jobs - Create [Interview Plans](docId\:SJQDG-6gg32KbwjAKu1Ux) to establish clear stages within each job's pipeline - Open and post your first [Creating & Opening Jobs](docId\:uyTn03bH4FvrPvjhYthAt) - [Create test candidates and test out the workflow](docId\:Fu_sif2S_xnQHNRF7AnaW) :::hint{type="warning"} **Note:** The [Indeed](docId\:ZqLv2m_n0QgmNLJqfVJqH) integration is enabled by default. Disable it while you're setting up your jobs to ensure test postings aren't listed. ::: *** ## Create reusable templates in Admin :::hint{type="info"} You can create reusable templates for various objects, including one-off emails, sequences, interviews, and feedback forms. We highly recommend getting at least some of these templates in place to save time in the long run, although you can revisit this later. ::: - Configure [Interview Plans](docId\:SJQDG-6gg32KbwjAKu1Ux) to build out the pipelines that candidates go through as part of your interview process. - Create shared [Feedback Forms and Interviews](docId\:hLojGXRvp_xkuw1amMKUR) that can be used across multiple jobs and interview activities. - Create shared [Application Forms](docId\:CeZTj7Hpj_am6rT0kANrI) to assign to your job postings. - Add [Email Template Creation and Management](docId\:wQ6UOYDzwfAtDmZhOPsfJ) to speed up and standardize candidate communications. - Create [Job Templates](docId\:X1iE8z5PxR7FJKsPv6QEU) to configure job settings, interview plans, and job posting information in advance. - Review [Setting Scheduling Defaults](docId\:OByntivrG5pxERTem4Tml) to determine the defaults that apply across your interviews. *** ## Set up scheduling and enhance your job with activities :::hint{type="info"} At this point, you're ready to use all basic Ashby features! Ashby also supports further streamlining your process by adding interview scheduling and other [Activities](docId\:U2Vf0kyTMMLPiE5n6zWn7) to each stage. Once added, these activities automatically populate on your candidates' profiles when they move into a stage, so you know exactly what to do next. ::: - [Scheduling & Interviews: An Introduction](docId\:XW-3IRIvOnBHO_UF37LbH) Choose a scheduling workflow: - [Setting up Schedule Interview Activities](docId:0Z5jM_EQkvZQ_Oqc03Rer) - [Direct Booking & Candidate Availability Links](docId:8syy2lI7vkIrE-76zrwwM) - [Manually Scheduling Interviews](docId\:rDYoWIhaR0zidudLxw2fN) Review and enable other activity options: - [Activities](docId\:U2Vf0kyTMMLPiE5n6zWn7) :::hint{type="warning"} **Note:** Once you've customized your job with activities, you can turn it into a [job template](docId\:X1iE8z5PxR7FJKsPv6QEU) to reuse whenever you open a new job. ::: *** ## Set up your team's permissions :::hint{type="info"} With the basic setup complete, it's time to configure your team's permissions! ::: - [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk) - Want to set up additional access roles or automations? Check out [Permissions Automation](docId:6h_16t-zWcRXYoP7wYXhk) and [Manage Access Roles](docId\:be1Gtv2R0jGx_Do5mdNR_). We recommend leaving most users with limited access, as they can get the information they need about the candidates they interview from the interview briefing. *** ## Onboard your team :::hint{type="info"} Onboarding your team is easy! Share our Getting Started Guides with your hiring team via email or Slack (Ashby does not currently send automated new user emails). These guides instruct them on how to log in and start using Ashby within 10 minutes. ::: - [Getting Started for Hiring Managers](docId\:Ku4nmt5UeOs8wfRgFxQNY) - [Getting Started for Interviewers](docId:2_WbM9Pju_SOWws1jhpZZ) - [Getting Started for Recruiters](docId\:QyoLopAyBDwsEm-GsXjy3) - [Getting Started for Recruiting Coordinators](docId\:ZHSO6kJXpXFsZbESO2rLl) - [Getting Started for Sourcers](docId\:xWkjWMMZhmSU_xSKtG_R3) *** :::hint{type="success"} With your current setup, you're ready for hiring excellence! Check out more of our resources to further enhance your team's experience. Happy hiring! Curious about more advanced setup? Check out [Advanced Setup](docId\:PWOXjaiesmhYGaSUTulN-). ::: [title] Provisioning Users & Assigning Permissions [path] Users & Permissions/ [title] Organization Setup [path] Admin & Organization Settings/ [title] Job Board: Configuring Your Setup [path] Admin & Organization Settings/Job Board Setup/ Ashby provides a responsive job board you can customize with your company's brand assets and host directly, or integrate with your existing careers page using the Ashby API or job board embedding. In this article, learn to add your company logos, brand colors, and custom messaging to your Ashby job board theme. :::hint{type="warning"} **Prerequisites** - Have your company's brand assets ready, and check out the [Ashby Job Board](https://jobs.ashbyhq.com/ashby) for an example of a configured job board. - Only users with Organization Admin access can adjust job board theme settings. - Check out [Routes for integrating your Ashby job board with your careers page](docId:24OsjSAQlgxF1P8kQ8pQZ) for more customizable job board options. ::: # Overview ::loom{url="https://www.loom.com/embed/8746a614a6464440918baa0f1b3ce0be"} To edit your job board theming, navigate to **Admin > Job Boards > Theme (Job Board)**. This theme page applies styling and logos to any public-facing pages Ashby generates, including your job board and direct booking landing pages. # Identity In the **Identity** section, you can update your job board slug, organization name, and link to your public website. Your job board slug is the part of your job board URL that identifies your organization — for example, the slug in `jobs.ashbyhq.com/acme-corp` is `acme-corp`. If you change your slug, ensure there are no spaces. We recommend using hyphens to separate words if necessary. :::hint{type="warning"} Changing your job board slug when jobs are already posted to external job boards (e.g. LinkedIn) causes issues with redirecting candidates until the job boards update the postings to match the new job board link. This can take around 24 hours to update. ::: # Job board embedding :::hint{type="info"} You have the option to embed your Ashby job board in your existing careers page. To enable, follow the instructions outlined in [Routes for integrating your Ashby job board with your careers page](docId:24OsjSAQlgxF1P8kQ8pQZ). ::: **Example embedded job boards:** - [Ashby](https://www.ashbyhq.com/careers) - [YCombinator](https://www.ycombinator.com/careers) # Logos & social sharing :::hint{type="info"} Ashby uses your logos on all external pages. Review what each logo option is used for and file recommendations below for the best experience. ::: ## Square Mobile Ashby pages use the square logo. We recommend using a square PNG, JPG, or SVG file of at least 48 x 48 pixels. ::Image[]{src="https://cdn.zappy.app/7f25a7e4c8dd16f5f82897055c7261fd.png" size="70" alt="An example of a square logo on the mobile view of a job board." isUploading="false" width="742" height="1012" darkWidth="742" darkHeight="1012" showCaption="false"} ## Wordmark Desktop screens use the wordmark logo. If your wordmark appears small on Ashby, reduce the border or margin. We recommend using a horizontal rectangular PNG, JPG, or SVG file at least 160 pixels high. ![An example of a logo on a job board when viewed on a desktop.](https://cdn.zappy.app/d0ed4da5be420c3f3b708494ece8c276.png) ## Social media Social media sites like LinkedIn and X (Twitter) use the social media logo when you post jobs. If you don't include a social media image, Ashby uses your square logo instead. Most platforms do not reliably render SVG images, so we recommend using a PNG or JPG file at least 1000 pixels wide and a ratio of width to height of about 1.7 to 1 (1000 pixels wide by 588 pixels high). ![An example of the logo uploaded to the social media field being displayed on a social media post.](https://cdn.zappy.app/8568be6bf880633355e156d224dcadb8.png) ## Social sharing The Social Sharing section allows you to preview and further configure how your job board links appear when shared on social platforms. You can use the LinkedIn, X (Twitter), and Other Platforms tabs to get further information on how platforms determine how to display links and to preview your logo accordingly. We recommend uploading both a square logo and a social media logo. If you do not upload a logo in the **Social Media** section, Ashby uses the logo uploaded in the **Square** section instead. If you don't upload a logo in either the Social Media or Square sections, Ashby displays nothing for preview. In both cases, you see a warning message, either confirming that the square logo is in use or that a logo hasn't been found. ![The social sharing menu, showing the warning when a square or social media logo hasn't been updated.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/M3bHhJN0QIB-gbdUL4J5W_brand-reteam-default-ashby-2026-06-30-at-35619-pm.jpg) In the Social Sharing **LinkedIn** tab, you can preview your logo and determine whether it needs further editing (like if the logo is off-center, as shown in the example below). LinkedIn uses Open Graph HTML tags to determine how to display links to your job board. Ashby automatically sets these up for you. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/xwyVNRuBmvvjZ1sTG5vRG_linkedin-preview-logo.jpg) Under the Social Sharing **X (Twitter)** tab, you can set your card size using the `X (Twitter) Summary Card Type` dropdown (the default small card size or a large card size if your logo gets cut off). You can also determine which image displays using the `X (Twitter) Image` dropdown, selecting from either the social media or square logo. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Rb01VdiWfC3RptZMeqJbU_brand-reteam-default-ashby-2026-07-03-at-92324-am.jpg) The **Other Platforms** tab serves as a general catchall with a large card preview that approximates what most other platforms display. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/xJyJFY2yJjcdyVPM06FR9_linkedin-preview-logo.jpg) :::hint{type="info"} Previews shown in social sharing are approximations. Always check the documentation and post inspector tools for the platforms you use to make sure you are following best practices. ::: # Job board options :::hint{type="info"} Use these options to control visual elements on the job board, including filters and grouping jobs. ::: ## Brand colors Ashby uses your brand colors on buttons and links across all external pages, including: - Job boards - Direct booking and candidate availability pages - Surveys and quizzes - Data privacy and compliance consent requests ![](https://cdn.zappy.app/96d4b95a83f3db63dc4e99cbd3046e0f.png) ## Custom CSS You can upload a CSS file to further customize your job board. Download an example of a CSS file on our [Job Board Example](https://www.ashbyhq.com/job-board-embed-examples/full-job-board#css) page. You can also implement [at-rules](https://developer.mozilla.org/en-US/docs/Web/CSS/At-rule) for further customization. ## Show job filters? Choose to hide or display department, location, location type, and employment type filters on your job board. These filters allow candidates to set criteria and view the most relevant open positions to them. The filters also show a count of job postings per department, location, or employment type when a candidate viewing your job board opens the drop-down menu. ![The department, employment type, location and location type filters.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/JfACf8wbB9vDZtOi2rFct_job-board-filters.jpg) ## Show location address :::hint{type="info"} For more on configuring locations, check out [Set up Departments & Locations](docId\:ACYBgYBzAs3YmyVbO5um8). ::: You can display location street addresses on your job postings. To display the location address across all job postings on your job board, check the `Show Location Address?` checkbox. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/4AeXrEo9JKM0teMqq55Bo_job-location-address-as-displayed-on-a-job-board.jpg) :::hint{type="info"} If you have not assigned an address to a location, the job posting displays just the location name (or candidate-facing location name). ::: ## Group by teams? Choose to group jobs by department or sub-team on your job board. Each team in a department appears as a separate section on your job board. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ZKo-vfQm0QgCQkySxogSd_departments-and-sub-teams.jpg) ## Show autofill field on application forms? Check the `Show Autofill Field on Application Forms?` checkbox to let candidates autofill fields from their resume details. If enabled, an `Autofill from resume` option shows above the **Your Details** section for the candidate in the Application section of your job posting. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/INN0DJ57EeZ_IlOsZv9HI_director-of-platform-engineering-abbye-inc-2026-07-02-at-105019-am.jpg) The candidate can click `Upload File` to upload their resume, and Ashby automatically populates application fields with the resume details. ## Override job postings' back URL If you set a URL here, this is where the back button on your job postings directs to (instead of your ashbyhq.com job page). If you use the lightweight API option to post listings directly, this option takes users back to your custom careers page instead. More on this at [Using the lightweight job posting API to list openings on your site.](docId\:jg1Yi4Wefy9gHzO_3flgp). ## Disable Ashby-hosted jobs page? If you enable this option, candidates can't access your organization's job postings via your ashbyhq.com job board. This option is for users with a custom-built job board. You can read more at [Can I disable my Ashby job board?](docId\:C27lUArRmlvwKIwwOtpO4) # Messaging In this section you can customize messaging displayed to the candidate as they navigate your job board and submit applications. ## After the candidate submits application Customize the confirmation message the candidate sees after they submit an application. ![](https://cdn.zappy.app/a1168dc85638cdda60b119bd2db420b9.png) ## No-reply address display name In this field, you can change the sender display name candidates see on their application confirmation email and other emails from the Ashby no-reply address. The display name cannot be empty and has a maximum length of 30 characters. If you want to set up a custom company address, see the [Email Sharing](docId:9mv0U6ctwMuoVkfc7XLwx) guide for more information. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/oX38W9Vqmnlzz-2QCYYO1_no-reply-sender-name.jpg) ## Top and bottom description The `Top Description` and `Bottom Description` fields are rich text editors that support adding formatted text, code, links, and images to the top and bottom of your job board. - Content you add to the `Top Description` field will show below your company logo and above your open positions and filters. - Content you add to the Bottom Description field will show underneath your open positions. ![The screenshow shows an example of a bottom description.](https://cdn.zappy.app/d2b5c8b4884385ebe86a491d6d165654.png) ## Job post description opening and closing The `Job Post Description Opening` and `Job Post Description Closing` fields are rich text editors that support adding formatted text, code, links, and images to the top and bottom of every job posting on your job board. These are good places to add general company or application information that is relevant for all jobs. ![The about company section that can be added to be included in all job posts.](https://cdn.zappy.app/f7395d563492a8d0cbaa683c31e8016f.png) # Application spam protection :::hint{type="info"} See [Job Board: Application Spam Protection](docId\:X-5S-dFs2svZqcrHwUMgj) for further information. ::: # Cookie consent :::hint{type="info"} See [Job Board: Cookie Consent Settings](docId\:h7yW5LWJWIQ246ocTQ_lE) to configure. ::: # FAQs ### In what order are job postings listed on my Ashby job board? Ashby displays jobs by department, in alphabetical order. For example, Ashby lists Customer Success department roles alphabetically before Engineering department roles. You can enable the `Show job filters?` checkbox if you have many roles and want candidates to filter postings by department, location, or employment type. ### My thumbnail hasn't been updated on LinkedIn after I've uploaded a new file. Can I manually update it? Yes. You can use LinkedIn's Post Inspector to view when LinkedIn last updated your data and request a re-scrape. Access it at [LinkedIn Post Inspector](https://www.linkedin.com/post-inspector/). ### Can I add a tracking pixel to my job board? Yes! Send your tracking pixel URL to [support@ashbyhq.com](mailto\:support@ashbyhq.com). The tracking pixel fires only when candidates submit an application on your job board. [title] Sales Tax FAQ [path] Billing & Plans/ Effective as of 12/1/2024, Ashby will begin collecting Sales Tax across all customers and jurisdictions in the U.S. where required. This guide covers commonly asked questions but if your question isn’t covered here, please reach out to [billings@ashbyhq.com](mailto\:billings@ashbyhq.com). ### Why do I see the message “Access Denied” when trying to access Billing Settings? :::hint{type="warning"} If you see a message that your billing settings are managed outside of Ashby, please reach out to [support@ashbyhq.com](mailto\:support@ashbyhq.com) to make changes. ::: ::::VerticalSplit{layout="middle"} :::VerticalSplitItem If you see this message when trying to access your [Billing Settings](https://app.ashbyhq.com/admin/billing/settings), it means you have not been assigned Billing access within Ashby. You can reach out to your internal Billing contact to update your billing information. ::: :::VerticalSplitItem ![Ashby 2024-10-29 at 11.25.38 AM.jpg](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/2TatbpNJQdQyGfj8eqUqo_e2e70dcb-8e03-47dd-a205-81c7d4718ad6.png) ::: :::: ### Why is there Sales Tax on my invoice? Sales tax on Software as a Service (SaaS) varies based on the state or country’s tax laws. Many jurisdictions have changed their tax regulations to classify SaaS as a taxable service. To comply with these laws, we are required to charge sales tax where applicable. ### Why are you charging sales tax now but weren’t before? As our company has expanded, we now have nexus in additional jurisdictions. Consequently, sales tax will be applied to more invoices. ### I don’t have to pay tax on other SaaS tools that I have. Why are you charging me but they aren’t? Different companies may have different tax obligations based on their business locations and economic nexus. We are required to collect sales tax in certain jurisdictions due to our presence there. ### My headquarters moved from X to Y. How does this affect my sales tax? First, the difference in sales tax laws between jurisdictions X and Y could affect both the applicable tax rates and the taxability of SaaS services. Second, your sales tax obligation could change based on if the invoicing company has a presence in location Y. If the company has no presence in Y then they would not collect sales tax on your behalf. However, you would be required to report and pay use tax on your own (if applicable). ### What happens if I don’t pay the sales tax? If you don’t pay sales tax we will require an exemption certificate to keep on file. Otherwise, we are legally required to collect and report sales tax on your behalf. Outstanding balances on your invoice may lead to disruptions in your service. ### Am I responsible for sales tax on prior invoices? We will not go back and apply or collect sales tax on prior invoices. However, you are likely obligated to pay use tax on those invoices to your local taxing authority. ### What if I am exempt from sales tax? If your business qualifies for tax exemption, please send a valid exemption certificate for your state or country to [billings@ashbyhq.com](mailto\:billings@ashbyhq.com). Upon verification, we will remove sales tax from your invoices. ### What if my address is wrong? - Navigate to Admin > Organization Setup - Navigate to Billing - Navigate to Settings - Note: you must be a Billing User to access these settings**.** If you believe you should be added as a Billing User to manage your company’s billing settings, please reach out to your existing Billing User or to [billings@ashbyhq.com](mailto\:billings@ashbyhq.com) to be added. - Under Billing Information, review your company’s billing information and address. To add or update, click `Edit in Stripe`*.* - You will be taken to a Stripe-hosted billing page. Click `Update information`*.* - Update your billing address and information and click `Save`*.* [title] Build an entirely custom careers page using the Ashby API [path] Admin & Organization Settings/Job Board Setup/ # Overview If you’re looking to have the most flexibility when it comes to adding your Ashby job postings to your external site, you can use the Ashby API. :::hint{type="warning"} The full Ashby API isn’t intended to be used directly from a browser. In these cases, you can opt to proxy the requests through another server or opt to use the lightweight job posting API option. More on this at [Using the lightweight job posting API to list openings on your site.](docId\:jg1Yi4Wefy9gHzO_3flgp) ::: This approach to posting your jobs to your external careers page is the most amount of effort, but also provides full flexibility in how you design your careers page. The Ashby API documentation can be found in our [developer guides](https://developers.ashbyhq.com/docs/creating-a-custom-careers-page). Companies using this approach: [PostHog](https://posthog.com/careers) :::hint{type="info"} For other ways to add your jobs board to your external careers page, please see [Routes for integrating your Ashby job board with your careers page](docId:24OsjSAQlgxF1P8kQ8pQZ). ::: # FAQ ### Why doesn’t the View Posting link within my job posting take me to the specific job posting on my careers page? If you're using a custom careers page powered by Ashby's API or an embedded job board, you may notice that clicking the `View Posting` button within a job posting does not automatically route to the job posting on your careers page as expected. This behavior is typically related to how your careers page handles URL parameters. The `View Posting` button relies on the `ashby_jid` URL parameter to identify which job to display. For example: `https://yourcompany.com/careers?ashby_jid=` For this to work correctly, your careers page needs to include logic that reads the `ashby_jid` parameter and routes the visitor to the corresponding job posting page. In most cases, your website should: 1. Detect the `ashby_jid` parameter in the URL. 2. Match it to the correct job. 3. Redirect or render the appropriate job details page. Without this routing logic in place, visitors may be directed to your general careers page instead of the specific role. :::hint{type="warning"} This configuration is managed on your website, so your web or development team needs to implement this routing behavior. If you need further information on how Ashby provides job identifiers or how to structure the link, feel free to reach out to Support. ::: [title] Self-serve Importing Candidates via Bulk Import [path] Initial Setup & Migrations/Migrations/Bulk Import/ If you are importing data via our self-serve bulk CSV import option, this guide will walk you through the recommended steps to add active and historical data while you’re onboarding. If you are importing all of your active and historical data using the Bulk CSV import tool, we would recommend doing this in three stages: 1. Import active candidate data into your active job pipelines 2. Import historical candidate data for your records and reporting purposes 3. Request a resume import (optional) ## Importing Active Candidate Data If you have open roles in your previous ATS with active candidates in the pipeline, we would recommend setting up the departments, teams and jobs you’re actively hiring for manually in Ashby so you can continue hiring activities with minimal downtime. For more information on creating jobs, check out [Creating & Opening Jobs](docId\:uyTn03bH4FvrPvjhYthAt) . Once you’ve set up these jobs in Ashby, you can import your active candidate data using the CSV import tool. More on this at [Bulk Import Options](docId\:SORNCJ66lgHRfLrAcXETJ). Please note that with the bulk CSV import tool, the following is imported: - Candidate demographics - Current job application - The current interview plan stage - Current status The following is *not* imported - Resumes and other files - Notes - Long text fields ## Import Historical Candidate Data Once you have imported active candidates, you can then import historical candidates data via the same Bulk CSV import tool. In order to add candidates to job pipelines, those jobs would need to exist in Ashby, so you may need to create additional jobs if you’d like the candidate’s job application and interview plan stage to be imported. :::hint{type="info"} Jobs do not need to be open in Ashby for candidates to be added to the pipeline. If you are importing candidates to jobs that are closed in Ashby, be sure to uncheck the `Only match open jobs` checkbox within the Import Settings at the mapping stage of your import. ![](https://cdn.zappy.app/678ee7e1e71fab1ffda251d4043d54f0.png) ::: ## Request a Resume Import (Optional) When importing data via a CSV file in the Bulk Data Upload section of Ashby, resumes are not imported. If you’d like to bulk import candidate resumes, reach out to your CSM or support\@ashbyhq.com for further assistance with this. [title] Updating the domain or adding a secondary domain to an Ashby account [path] Admin & Organization Settings/Organization Setup/ If your organization has recently changed domain, or has a secondary domain, please reach out to support\@ashbyhq.com to update the domains on your Ashby account accordingly. ## Updating your domain on your Ashby account Please be sure to confirm the following before reaching out to Support to update your domain: - Your systems admin has changed your company's primary domain in either Google Workspace or Microsoft 365, along with the primary domain in your identity provider if you are using SSO and/or SCIM with Ashby. - Employees are actively using their email addresses with the new domain. Support will confirm the above with you, along with the following before any updates are made: - Whether all user email addresses should be updated to use the new domain in their profiles in Ashby. - Whether you use auto-sync for your identity provider (if you have SCIM in place for signing in to Ashby). If so, users will sync as soon as the domain change has been made on Ashby’s side. This sync will remove any users not in your directory and add any directory users who are not already in Ashby. Please confirm you are ready for users to sync. - In addition to making your new domain your primary domain, whether you would like your previous domain to be added as a secondary domain. - Whether the new domain in the existing workspace or a separate workspace. :::hint{type="info"} Please note: If this is a new domain for a separate Google Workspace instance and you’d like to set up domain-wide delegation for your other workspace, you will need to go through the scope setup process within the Google console of your separate instance. More on this [here](#). ::: ## Adding a secondary domain to your Ashby account Support will confirm with you as to whether this secondary domain is part of the same workspace or a separate one prior to adding the secondary domain. ### Your domain is a secondary domain within the same Google Workspace instance or Microsoft tenant In the case where the secondary domain is in the same Google Workspace instance, then Support will add the secondary domain to your account and no further action will need to be taken on your side. ### Your domain is a domain within a separate Google Workspace instance If this is a new domain for a separate Google Workspace instance and you’d like to set up domain-wide delegation for your other workspace, you will need to go through the scope setup process within the Google console of your separate instance. :::hint{type="info"} If you already see the Ashby client ID listed in Security > API Controls > Domain-wide Delegation within your separate Workspace instance, then no further action is needed on your part. If the Ashby client ID is not listed in Domain-wide Delegation, then follow the steps at [Google Workspace: Domain-wide Delegation](docId\:i_NrK4oNwVNZAqQlLUtnI), using the same client ID and authorizing the same scopes set for your primary domain to configure the integration in the same way for your second domain. ::: If the secondary domain is part of a separate instance, then users in the secondary workspace will not sync over to Ashby automatically and will need to have accounts provisioned for them manually. More on this at [How do I provision new users in my Ashby account manually?](docId\:jGh_sn34VmMT0V5cEZHA8) Email and calendar sync will only work after the user logs in to Ashby using their Google account. ### Your domain is a domain within a separate Microsoft 365 tenant If you are adding a new domain for a separate Microsoft 365 tenant, then users in the separate tenant would need to go through the individual OAuth process. Application-wide authorization can only be set up for one tenant. More on the Microsoft 365 integration process at [Microsoft 365](docId:_eaaljgrTeW__Uoxtk8i7). Users will not sync over to Ashby automatically if they are part of the secondary tenant, so would also need to be added manually via the steps at [How do I provision new users in my Ashby account manually?](docId\:jGh_sn34VmMT0V5cEZHA8) Email and calendar sync will also only work after the user logs in to Ashby using their Microsoft account. ## FAQ :::ExpandableHeading ### Is there a charge or cost for amending or updating the domains on my Ashby account? No, there is no additional charge for updating domains or adding secondary domains. ::: :::ExpandableHeading ### I’m changing the company name while changing my domain, what changes need to be made across my Ashby account as part of the rebrand? Check out [How do I change my company name in Ashby?](docId\:ZYdOog2zJquHMXBSPDOpU) for more information. ::: [title] Getting Started for Recruiting Coordinators [path] Getting Started: User Guides/ Welcome to Ashby! We couldn't be more excited to help you get started. This guide covers the most common ways recruiting coordinators use Ashby. :::hint{type="info"} **New to Ashby as a Recruiting Coordinator?** For a guided video walkthrough of everything in this article take the [Recruiting Coordinator Essentials](https://academy.ashbyhq.com/course/ashby-recruiting-coordinator-essentials) track in Ashby Academy. It pulls together the Academy's coordinator lessons into one sequenced path, so you don't have to piece together each step on your own. ::: # Log in to Ashby To sign in, head to [https://app.ashbyhq.com](https://app.ashbyhq.com/). Ashby uses Google sign-in, Microsoft 365 sign-in, and magic links. If your company has Single Sign-On (SSO) set up with Ashby, use this option to log in. :::hint{type="info"} More on signing in can be found at [Signing in to Ashby](docId\:vH7B6OAp3CIRSFeHtCYoA). ::: # Configure your personal settings A key first step is configuring your personal settings in Ashby. In [Personal Settings](https://app.ashbyhq.com/settings/personal-info), you can do the following: - Set your personal info, including your job title, user avatar, timezone, and social links - Set your notification settings: determine the activities you should be notified about and where you'd like to be notified - Set up personal email templates - Set up OAuth if needed (confirm with your admin whether this is required as part of your Google Workspace or Microsoft 365 setup) :::hint{type="info"} For a full walkthrough, check out [Updating Personal Settings](docId\:Bb_jro6kp6bWBkWTHtAZT) ::: # Navigate Ashby ## Home page If you are only interviewing candidates in the pipeline and have no other interaction with candidates, you likely have Limited Access in Ashby. To get started, log in to Ashby at [https://app.ashbyhq.com](https://app.ashbyhq.com/) using one of the login options. You should already have an account set up. Once logged in, you land on your home page, where you can access interview briefings and tasks. For a full breakdown of the home page, check out [Home Page](docId\:mzsz9lMAG1AX7n1BoZCzj) ### Add and track referrals To submit referrals: 1. Head to the **Referrals** section of the [Home](https://app.ashbyhq.com/home/upcoming) page. 2. Click `+ Referral`. 3. To create a direct referral, click `Add Direct Referral` and complete the referral form with the candidate details. 4. To create a referral link, click `Create Referral Link` and give your referral link a title. You can then opt to link to a specific job posting using the `Link to specific job posting?` checkbox and selecting a job posting from the dropdown. ![Highlights the Referrals section on the home page.](https://cdn.zappy.app/26278f4b47c38aac31f08c40ab4ba5c3.png) :::hint{type="info"} Our full guide on referrals can be found at [Referrals and Referral Links](docId\:T9YYsVWgNnSWSpaeQCmHr) ::: ## Candidate profile Depending on the permissions you are given, you may have access to view candidate profiles and take action on job considerations. For further information on navigating a candidate profile, check out [Candidate Profile](docId\:xUxT7U73X6OdwYPl89LAV). ## Candidate pipeline The Pipeline Overview provides you a view of candidates across all positions you have access to and allows you to quickly jump between them. For more on the pipeline view, check out [Candidate Pipeline](docId\:c7vCHI2hsjQZ0AynA8c-b). ## Jobs - dashboard view The Job Dashboard at Jobs > [Dashboard](https://app.ashbyhq.com/jobs/pipelines) is a high-level overview of the active jobs you follow, have a role on, and have access to. You can also access the `Job Board` from this page. We recommend bookmarking this page to quickly see all of your active jobs in one place. ![Job dashboard view with button linking out to the job board](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/Wj37MTayKjo_1XZbYkRcB_job-dashboard-view.jpg) # Common Ashby areas for recruiting coordinators :::hint{type="info"} This section will walk you through the key activities you'll complete as a recruiting coordinator, including opening and posting jobs, scheduling interviews, generating offer letters, and adding candidates to your HRIS. ::: ## Opening and posting jobs To create a job, navigate to **Jobs > Jobs**, then click the `Create a Job` button and follow the steps in the job creation wizard. At this point, you can open the job right away — or configure it further. In the `Settings` section, there are further configuration options on four tabs. When you're ready to open the job, click the *Job Status* button and select `Mark as Open.` An open job isn't automatically posted to your Ashby job board or any third-party job boards but you will be able to add candidates to the pipeline. When you're ready to post the job to your job board, you can set up a job posting on the Job Postings tab. You can create as many postings as you'd like for a job. Once published, the posting will show up on your Ashby job board (e.g., jobs.asbhyhq.com/ashby). :::hint{type="info"} For a full guide on creating a job and job postings, check out [Creating & Opening Jobs](docId\:uyTn03bH4FvrPvjhYthAt) . ::: ## Scheduling interviews With Ashby, you can schedule interviews manually, or create a structured interview process that automates the details of finding times and creating calendar invites. :::hint{type="info"} For the full details of setting up and scheduling interviews, check out [Scheduling & Interviews: An Introduction](docId\:XW-3IRIvOnBHO_UF37LbH) to view the options available. ::: ## Generating offers and offer letters When a candidate moves to the Offer stage in the candidate pipeline, an offer activity will be generated in the Activities section of their candidate profile. Click Create Offer to complete the Offer Details form. The form data will be used to populate substitution fields in the Offer Letter PDF that is generated. You can also send out e-signature requests (sent via DropBox Sign) and create offer letter templates to help structure your processes further. :::hint{type="info"} For a full guide, check out [Offers and Offer Letters](docId\:KLIMfx9N1tAhEBVkMGPOh) and [E-Signature Offers](docId\:ZSjEK0E500MeDHTKQqelW) ::: ## Add candidates to your HRIS When a candidate accepts an offer, you see an option to push hired candidates to your HRIS system. Clicking the button that appears will create a new Employee in the system, including the latest Offer data. All HRIS integration options can be found in the [Integrations Marketplace](https://app.ashbyhq.com/admin/integrations/marketplace). # FAQ ### My profile picture has synced over from Google Workspace but it's very pixelated. Why? Images synced over from Google Workspace do not have a high enough resolution. We'd recommend uploading your avatar within [Personal Settings](https://app.ashbyhq.com/settings/personal-info) to fix this. [title] Job Board Setup [path] Admin & Organization Settings/ [title] Seat-based Pricing [path] Billing & Plans/ This guide provides more information on seats and seat-based pricing. Have additional questions not answered here? Reach out to contracts\@ashbyhq.com for further assistance. :::hint{type="warning"} Not all Ashby accounts are on seat-based pricing. Our Foundations Plan, for companies of \<100 employees, is priced based on their total workforce size, structured into five simple pricing tiers. You can view the [Foundations Plan pricing tiers](https://www.ashbyhq.com/pricing). ::: While many Applicant Tracking System (ATS) providers choose to price their product(s) based on the total size of your organization, here at Ashby we believe that seat-based pricing more closely aligns to the range of needs at larger organizations. We also believe that the transparency created in this model means you are not surprised by black-box price hikes at renewal. # How you are billed for users Ashby bills you for users who have been provisioned a paid seat in your organization. Other user types are free. **Paid seats** - Elevated Access Users - Organizational Admin Users **Free** - Limited Access Users - Agency Users For more information on these roles and their permissions, see [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). # Adding paid seats during your billing period Ashby provides a flexible seat policy that allows customers to add seats at any time in-app, and seat assignments can be viewed and managed in the Ashby [Seat Management Dashboard](https://app.ashbyhq.com/admin/users/seat-management-dashboard). At the end of each quarter, Ashby will issue a prorated invoice for any additional seats over the limit through the end of the current billing period. **Here's an example:** In this example, let’s say you’ve purchased 20 Ashby All-in-One paid seats at $795/user/year each. If at the end of the quarter you have provisioned 5 additional paid seats, to bring your total to 25, we will send you a pro-rated invoice for those 5 seats. To calculate the prorated cost for each new user, divide the cost per user by 365 days, then multiply by the remaining days in the contract. If in this scenario you have 335 days remaining at the end of the quarter to the end date of your contract then the per user cost is the following: ($795/365 days) \* 335 days = $729.65 per user. If you pay by credit card, this amount will be charged, or if you pay by invoice this amount will be invoiced at the end of the quarter. # FAQ ### Who needs a paid seat? - Your Talent Acquisition (TA) team, including operations - Hiring Managers with open roles to fill - Leadership or heads of departments for analytics ### How many paid seats do I need? There are many factors that influence this including company size, growth rate, and hiring practices. Your Ashby Account Executive can help you scope your deployment. ### Do I need to talk to Ashby Sales or Support to add seats? No. We've designed the provisioning process to minimize friction when you need to add additional paid seats to keep hiring moving quickly. Billing takes place after the fact with the calculations noted above. ### Can I reassign paid seats? Yes! By transitioning one Elevated Access user to Limited Access and promoting a different Limited Access user to Elevated Access you have reallocated permissions, without increasing the total number of paid seats. This is common practice for occasionally active Hiring Managers. ### If I reduce the quantity of paid seats I have provisioned will I be issued any credit? No, once you have purchased a paid seat, you have it available to use through to the end of your subscription term. At your renewal you can reduce the quantity of paid seats. ### Why does Ashby Success have a user? Will that count against my paid seats? No, the Ashby Success user will never count against any of the seats that you've purchased. Our Support and Customer Success teams use it to access your account upon request when working with your team. ### How do I provision a new user? For more on provisioning users, see How do I provision new users in my Ashby account manually?. [title] Reporting on Data Retention Rules, Violations of Rules and Consent Choice [path] Admin & Organization Settings/Data Management/ This guide runs through reports you can run to help track candidates that are considered as in violation of your data compliance rules set in Ashby, data compliance overrides, data retention rules applied to candidates and when past and future consent requests are sent. :::hint{type="info"} For more on configuring data retention rules in Ashby, check out [Data Privacy and Compliance](docId:0xpIflEKfhKukBuFqKhi9). ::: ## When are candidates considered in violation? Candidates are considered in violation of data retention policies in Ashby if they violate an enabled rule and they aren’t passing another enabled rule. For example: - A candidate that has an inactivity date in the past (and is thus violating an Inactivity Based Retention Rule), is not in violation if they have submitted consent. - A candidate who has not submitted consent (and is thus violating a Consent Based Retention Rule) is not in violation if they have an inactivity date set in the future (by an Inactivity Based Rule). This allows for you to flexibly combine the two types of rules to have a rule keep a candidate out of violation, even if they violate a different rule. Candidates additionally are never in violation while they have an application in an active stage. ## What fields are available for data compliance rule reporting in Ashby? | Field Name | Definition | | ----------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | | Is In Violation of Data Compliance? | Whether a candidate is in violation of any data compliance rules | | Data Compliance Override Date | The override date after which a candidate is marked as in violation of data compliance rules | | Data Compliance Override Reason | The reason that was provided when ignoring compliance violations or overriding the compliance date | | Is Data Compliance Ignored? | Whether data compliance rules were ignored for this candidate | | Consent Based Data Retention Rule | The consent based data compliance rule used to determine the candidate's retention date. | | Data Retention Consent End Date | The candidate has given consent to keep their data up through this date | | Inactivity Based Data Retention Rule | The inactivity based data compliance rule used to determine the candidate's retention date. | | Inactivity Based Data Retention Date | The date after which a candidate's data should be anonymized or deleted according to the organization's inactivity based data compliance rules | | Last Data Consent Request Sent At | The date this candidate was most recently sent a data consent request. This includes both initial consent requests and extension requests. | | Last Automated Consent Extension Request Sent At | The date this candidate was most recently sent an automated consent extension request. | | Next Automated Consent Extension Request Scheduled At | The date the next automated consent extension request is scheduled to be sent. | ## Filtering a candidate search report for those in violation of your data compliance rules You can quickly find candidates that are in violation of your rules using Ashby’s Reporting functionality. Here is a Candidate Search that finds those candidates by using the `Is In Violation of Data Compliance` field and setting the value to `Yes` to quickly find candidates that are being considered as in violation. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/rLi7RgUodMkIeDJxr3iOI_report-builder-acent-ashby-2026-03-26-at-101408-am.jpg) ## Reporting on Data Consent Choices You can filter, group by or add the `Last Data Consent Request Choice` field as a column to a report. This allows you to filter and view candidate consent choices. Values for the consent choice will be one of: - **Pending:** the candidate hasn't responded to the request - **Opted In: **Submitted and agreed - **Opted Out:** Submitted without agreeing Below is a candidate search or candidate list report filtering for candidates who have the Last Data Consent Request Choice field set to Pending. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/xBEA67dwZI_ZBZT4Zy-xv_report-builder-acent-ashby-2026-03-26-at-92248-am.jpg) ## Reporting on Consent Extension Requests Other reporting fields you can use to either filter results when reporting or show on a custom list report include Last Data Consent Request Sent At, Last Automated Consent Extension Request Sent At and Next Automated Consent Extension Request Scheduled At. You can use these to show when the last consent extension request email was sent and when the next one is due to be sent respectively. Below is a custom list report listing the following fields as columns: Job Consideration's Candidate Job Consideration's Job Job Consideration's Candidates Last Data Consent Request Sent At Next Automated consent Extension Request Scheduled At ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/RxW22WodBpl-PxU-MoiUj_report-builder-acent-ashby-2026-03-26-at-93343-am.jpg) ## Reporting based on applied data compliance rule Want to also filter, group by or display the data compliance rule being applied to the candidate or lead? You can use the `Inactivity Based Data Retention Rule` (covers both Inactive Lead and Inactive Applicant rules) and `Consent Based Data Retention Rule` fields when building reports. You can use this to filter or show the specific data retention rule that is being applied to a candidate. For example, below is a custom list report with the Candidate subject, filtered to show all candidates that have an inactivity based retention date assigned. The report is set to show the following columns. Candidate's Name Candidate's Job Consideration's Job Candidate's Inactivity Based Data Retention Date Candidate's Inactivity Based Data Retention Rule ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/n-zm3rwmgAhGqNjmyBnsb_report-builder-acent-ashby-2026-03-26-at-94356-am.jpg) ## Reporting on data consent overrides :::hint{type="info"} For more on overriding data consent dates, check out [Data Privacy and Compliance](docId:0xpIflEKfhKukBuFqKhi9) ::: If you have overridden consent dates or overridden and ignored data retention rules for candidates completely, you can use the Data Compliance Override Date, Data Compliance Override Reason and Is Data Compliance Ignored? fields to filter, group and show on your reports as needed. Below is an export candidate search or list that filters for candidates who have the Is Data Compliance Ignored? field set to Yes. ![](https://archbee-image-uploads.s3.amazonaws.com/0p8tQ--ZZOxRtkVp6Qr-e/0ggFZmW6GS1ECOZyjdVFR_report-builder-acent-ashby-2026-03-26-at-101036-am.jpg) [title] Using the lightweight job posting API to list openings on your site. [path] Admin & Organization Settings/Job Board Setup/ One route to post jobs to your external careers page is to use the lightweight job posting API to list openings on your site, then link out to the application form. If you use [Custom Tracking Links](https://app.ashbyhq.com/admin/custom-tracked-links) (more on these at [How can I track the source of an application? ](#)) and also make your own custom links to your job site using the Ashby API, you will need to copy the `utm_source` param from your job board's URL and add it to the links that you create on your job page. This approach allows you to use our JSON API for listing postings and then linking out to the hosted careers page for the actual application. For further information on setting this up, check out the [Ashby Job Postings API page](https://developers.ashbyhq.com/docs/public-job-posting-api) in our developers guides. :::hint{type="info"} For other ways to add your jobs board to your external careers page, please see [Routes for integrating your Ashby job board with your careers page](docId:24OsjSAQlgxF1P8kQ8pQZ). ::: [title] Which features are available on each Ashby All-In-One Plan? [path] Billing & Plans/ *** This guide summarizes the Ashby All-In-One plans and their paid add-ons. :::hint{type="info"} For the current feature-by-feature comparison, see the [Ashby Pricing page](https://www.ashbyhq.com/pricing). ::: # Plans available This guide covers the following Ashby All-In-One plans: ## Foundations Get started in minutes, then scale with confidence as your organization grows. Ashby All-In-One Foundations includes an Applicant Tracking System (ATS), scheduling and sourcing tools, [core dashboards](docId\:nhvbeIsfV8wiqLWeEmF2t), a [report template library](docId\:AurRQFzh1h8qgf6rh0VQi), basic [offer functionality](docId\:KLIMfx9N1tAhEBVkMGPOh), and 100+ [integrations](docId\:L-qok2y-8x1s8wHKVoobO). ## Legacy Plus Ashby All-In-One Legacy Plus includes the features available in Foundations, plus [custom advanced analytics](docId\:lY-KegLNCudYF0ed41GAW), additional scheduling and workflow automation, [approvals](docId\:e-YBlrBjIGpkXpXJELyJo), and advanced customization options. ## Plus A powerful all-in-one recruiting platform designed to support growing teams at scale. Ashby All-In-One Plus includes the features described for Foundations and Legacy Plus, along with additional survey options and recruiting events. The plan also includes setup for [single sign-on (SSO) and System for Cross-domain Identity Management (SCIM)](docId\:xjHaGVxjEDuAKq_CN6EUE). ## Enterprise An enterprise-grade recruiting platform designed to support large organizations with sophisticated hiring needs. Ashby All-In-One Enterprise includes the features available in Foundations, Legacy Plus, and Plus, plus enterprise capabilities such as [managed access roles](docId\:be1Gtv2R0jGx_Do5mdNR_), [Workday integration](docId\:Lser77iHgverWT8Ovu5gx), and advanced diversity analytics. # Compare plan features The [Ashby Pricing page](https://www.ashbyhq.com/pricing) includes the current plan comparison, with features listed under each plan. # Paid add-ons Add-on availability can vary by plan and account. For current availability and pricing, refer to the [Ashby Pricing page](https://www.ashbyhq.com/pricing). ## Foundations - Single sign-on (SSO) setup (see [SSO and SCIM](docId\:xjHaGVxjEDuAKq_CN6EUE) for more) - Additional AI credits and email lookups for sourcing. For more on purchasing email lookups, see [How do I purchase additional email lookups, AI credits or texting credits in-app?](docId\:eDqZ9Zv9vdCLJyzsXjDHE); for more on AI credits, see [AI Credits](docId:7q8kJ16iBGcP9zSJx86Xm). - [AI Notetaker](docId\:bNuwMe8UKhqyRD_Fzye8z) ## Legacy Plus - [SSO and SCIM](docId\:xjHaGVxjEDuAKq_CN6EUE) - Additional AI credits and email lookups for sourcing. For more on purchasing email lookups, see [How do I purchase additional email lookups, AI credits or texting credits in-app?](docId\:eDqZ9Zv9vdCLJyzsXjDHE); for more on AI credits, see [AI Credits](docId:7q8kJ16iBGcP9zSJx86Xm). - [AI Notetaker](https://docs.ashbyhq.com/ai-notetaker) ## Plus - Additional AI credits and email lookups for sourcing. For more on purchasing email lookups, see [How do I purchase additional email lookups, AI credits or texting credits in-app?](docId\:eDqZ9Zv9vdCLJyzsXjDHE); for more on AI credits, see [AI Credits](docId:7q8kJ16iBGcP9zSJx86Xm). - [Advanced Scheduling Automation Add-On](docId\:ycRhY6O-0HUTvZYuUzmK1) - [AI Notetaker](https://docs.ashbyhq.com/ai-notetaker) ## Enterprise - Additional AI credits and email lookups for sourcing. For more on purchasing email lookups, see [How do I purchase additional email lookups, AI credits or texting credits in-app?](docId\:eDqZ9Zv9vdCLJyzsXjDHE); for more on AI credits, see [AI Credits](docId:7q8kJ16iBGcP9zSJx86Xm). - [AI Notetaker](https://docs.ashbyhq.com/ai-notetaker) For more information about pricing, plan availability, or add-ons, contact your Ashby representative. [title] Routes for integrating your Ashby job board with your careers page [path] Admin & Organization Settings/Job Board Setup/ When it comes to connecting your Ashby job board with your website or existing careers page, you have a number of options. The different options provide different levels of customization and flexibility, so you can find an option that suits your company's needs. :::hint{type="warning"} **Prerequisites:** - You will need Organization Admin permissions to access **Admin > Job Boards > Theme (Job Board)** ::: # Linking out to your Ashby job board This is a straightforward option that allows you to point customers to your Ashby job board. To get your Ashby job board URL: 1. Navigate to **Admin > Job Boards > **[Theme (Job Board)](https://app.ashbyhq.com/admin/organizational-settings/brand). 2. Click the `Job Board` button in the top-right corner. 3. Copy the URL on the following page. You can then add this URL to a button on your website, use it for a hyperlink, and more. # Embed your job board on your careers page If you would prefer to have applicants stay on your website when applying to a job, you can opt to embed your job board into your careers page. You can enable the embedding option within **Admin > Job Boards > Theme (Job Board)**. Ashby then gives you the code for your careers page. You have the option to add CSS to your embedded job board for further customization, giving you some flexibility with the styling of your job board. # Use the lightweight API to post jobs to your jobs page This approach allows you to use our [JSON API for listing openings](https://developers.ashbyhq.com/docs/public-job-posting-api) and then link out to the hosted careers page for the actual application. Applicants still submit applications via the Ashby job board, but your careers page displays the opening details, giving you more flexibility with how the job posting data is displayed. # Create a completely custom jobs page This approach to posting your jobs to your external careers page requires the most effort, but it also provides full flexibility with how you design your careers page. Review [Ashby's API documentation](https://developers.ashbyhq.com/docs/creating-a-custom-careers-page) for further information. # FAQs ### Are custom domains supported? No, custom domains aren't currently supported. We suggest embedding your job board via script or using an iFrame. ### Can we customize the Ashby job board further? Yes, you have the option to upload a CSS file in the **Job Board Options** section of [Theme (Job Board)](https://app.ashbyhq.com/admin/organizational-settings/theme). You can download an [example CSS file](https://www.ashbyhq.com/job-board-embed-examples/full-job-board#css) to get started. You can also implement [at-rules](https://developer.mozilla.org/en-US/docs/Web/CSS/Guides/Syntax/At-rules) for further customization. [title] Embedding Ashby Job Boards in an external Careers Page [path] Admin & Organization Settings/Job Board Setup/ Customers often wish to use alternatives to the provided Ashby-hosted job boards (https\://jobs.ashbyhq.com). To provide a more branded experience, Ashby supports embedding the Ashby Job Board directly in your own careers website. # Embedding Ashby Job Board in an External Careers Page Embedding your Ashby Job Board directly in your careers page only takes a few minutes to setup. 1. Navigate to **Admin > Job Boards > Theme (Job Board)**. 2. Under **Job Board Embedding,** check the `Allow Job Board Embedding` option. ::Image[]{src="https://cdn.zappy.app/3520075b022175528077862fd846e730.png" size="80" width="1158" height="715" darkWidth="1158" darkHeight="715" position="center" alt="Shows the job board theme setting page with the Allow Job Board Embedding checkbox highlighted." showCaption="false"} 3. Add the URL for your job page into the `Custom Jobs Page URL` field. :::hint{type="info" indent="1"} If you need links to job postings on a custom jobs page to be anchored to a specific place on the page rather than loading at the top of the page, add that anchor to the end of your URL. For instance, if your positions list is at the bottom of your careers page, and renders with anchor "#positions" at the end of the URL, add that anchor to the end of the URL in this field. ::: 4. Once you have set your `Custom Jobs Page URL`, you’ll see instructions on how to embed your job board. Follow those instructions to edit your careers page and embed your job board. - Place this tag on your page where you want the Ashby Job Board to be embedded: `
` - Add this script tag at the end of your page’s HTML body tag: `` ::Image[]{src="https://cdn.zappy.app/d004c420ea3bf16559f328e7a9d69b3c.png" size="100" width="892" height="226" darkWidth="892" darkHeight="226" position="center" alt="Shows the instructions to embed the Ashby job board that appear in the UI." showCaption="false" indent="1"} # Adding CSS to your job board embed In the **Allowed Custom CSS URLs** section, you can determine the URLs that can be used to load external CSS into your embedded job board. Add your Custom CSS URL or URLs into the **Allowed Custom CSS URLs** field, then click `Submit` to add them. ![](https://cdn.zappy.app/2ba84eac449f68bbff3900df59cfb2b7.png) :::hint{type="info"} One URL should be entered per line. URLs have to match exactly to that of where the CSS file is hosted. If this field is left empty, then CSS cannot be configured on the embedded job board. For further information, check out [this page with examples](https://www.ashbyhq.com/job-board-embed-examples). ::: Once you've added your Allowed Custom CSS URLs, please ensure they are added to your iframe script too. It should look something like the following: `
` `  ` If the CSS URLs are not included within the script tag, then the CSS will not be applied to your embed. # Embedding a Single Application The embed script also supports embedding a single application. To do this, you can add the following attributes to the `
` tag: - `data-jid=""`: with this attribute set, the embed code will always load that specific job post, identified by the “JID” (e.g. “45134452-f53b-4d4c-915e-4a4615fb6c93", for a job post with the URL https\://jobs.ashbyhq.com/ashby/45134452-f53b-4d4c-915e-4a4615fb6c93) - `data-tab="application"`: with this attribute set, the embed code will load the above application on the application tab (as opposed to the job description tab). - `data-noChrome="true"`: with this attribute set, the embed code will hide navigation, title, and sidebar “chrome.” Combine this with other attributes to embed an application form that feels like it’s a part of your site. :::hint{type="info"} For other ways to add your jobs board to your external careers page, see [Routes for integrating your Ashby job board with your careers page](docId:24OsjSAQlgxF1P8kQ8pQZ). ::: # FAQ ### When I decline cookies on my careers page, my embedded job board doesn’t show up. Why? Some cookie banner tools, like Termly, can block the iframe from showing up on your careers page. ### Why am I receiving a `jobs.ashbyhq refuses to connect` error on my career page? The `refused to connect` message usually means the embed can’t complete its origin check. A few quick tweaks typically resolve it. 1. Ensure you are using this exact embed tags provided on the [Themes (Job Board)](https://app.ashbyhq.com/admin/organizational-settings/theme) page. 2. Remove any editor wrappers Ensure the code isn’t wrapped by a WYSIWYG in \

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