Talent Hub FAQ
Answers to common setup and operating questions about Talent Hub.
For what the app is and how to set it up from scratch, see the
Talent Hub Overview.
Setup
What do I need before Talent Hub shows any data?
At least one sibling recruiting app — Job Board, Interview Scheduler, or Offer Manager — must have data. Talent Hub reads their live records; it has no candidates, jobs, or offers of its own. Enable it from Apps Marketplace → Talent Hub → Enable (licence required), and the dashboard populates immediately from whatever recruiting data already exists.
The Sources tab starts empty. Go to Sources → Seed Standard Sources to load the 28 built-in sources (Indeed, LinkedIn Jobs, employee referrals, and others across all eight categories), or create your own.
Who can access Talent Hub?
Access is restricted to the recruiting-staff tier: admins, HR admins, and app admins of Job Board, Interview Scheduler, or Offer Manager. Anyone holding the Recruiting View permission also has access. A plain employee or a people-manager who does not hold one of those roles cannot open Talent Hub. This mirrors the ATS industry standard — candidate PII is recruiting-staff-only.
Permissions and access
Why is the Compliance tab missing for some of my users?
The Compliance tab (EEO dashboards and reports) only appears for users who are Manager or above. It does not appear for recruiting staff who are below manager level, even though they can see the rest of Talent Hub. Check the user’s role if the tab is missing.
Separately, if EEO Compliance Reporting has been turned off in Settings, the Compliance tab disappears for everyone, including managers.
Why can’t a user export candidate data as CSV?
CSV export of the candidate list requires Admin or Talent Hub app admin. Recruiting staff below admin level can view candidate data on screen but cannot download it. If the Require identity verification for exports setting is turned on, even admins must re-verify before the download begins.
Day-to-day
How does the drag-and-drop pipeline board work?
The Pipeline tab shows a kanban board with one column per stage. Drag a candidate card between columns to change their status. The board enforces guardrails:
- Dragging to Offered redirects to Offer Manager to create a real offer — the status does not flip on its own.
- Dragging to Interviews in Process redirects to Interview Scheduler to schedule an interview, unless an interview already exists.
- Hired cannot be set manually. Candidates are promoted to Hired automatically when their offer is signed.
- Moving to Rejected, Withdrawn, or Unsuitable prompts for a reason.
- Moving a candidate backwards in the pipeline requires Manager or above.
Each column renders up to 50 cards. The column badge shows the true total, so you still see the count even when the board is capped.
What does the Action Center track?
The Action Center on the Home tab is a prioritised to-do list drawn from live pipeline data. It surfaces:
- Day-one conversions — new hires starting today who need an employee account (links to Onboarding Hub).
- Expiring offers — offers expiring within 48 hours (links to Offer Manager).
- Overdue feedback — completed interviews with no feedback submitted yet.
- Stalled candidates — candidates with no activity for 14 or more days (see below).
- Ready for preboarding — accepted offers ready to begin preboarding.
Items are sorted by urgency (day-one conversions and expiring offers first).
What counts as a stalled candidate?
A candidate in any non-terminal stage (not Hired, Rejected, Withdrawn, or Unsuitable) with no activity for 14 or more days. Stalled candidates are badged on the Candidates tab, listed in the Action Center, and trigger automatic nudge notifications.
The daily nudge goes to the candidate’s recruiter (or the job’s hiring manager if no recruiter is assigned). Each candidate-owner pair receives at most 1 nudge every 7 days and at most 3 nudges total. After 60 days of inactivity the candidate ages out of the sweep entirely — at that point they should be rejected or archived, not nudged again.
How do I schedule a recurring report?
Go to Reports → Schedules and create a schedule. You choose:
- Report type — any of the eight built-in types (Executive Summary, Hiring Manager, Sourcing Effectiveness, Diversity Analytics, Compliance, Pipeline Analytics, Performance Analytics, Trends Analysis).
- Cadence — Weekly, Monthly, or Quarterly.
- Format — PDF or CSV.
- Date-range look-back — 1 to 365 days (how far back each run covers).
- Recipients — one or more email addresses.
Only admins and Talent Hub app admins can create or edit report schedules.
What date ranges can I use for analytics and reports?
On-demand analytics support these preset ranges: 7 days, 30 days, 90 days, 6 months, 1 year, and All Time. You can also enter custom start and end dates. Comparison windows are available for previous period and previous year. The Home tab defaults to 30 days; Source Analytics defaults to 90 days.
Who can see candidate data and reports?
Candidate PII and the pipeline are restricted to recruiting staff — admins, HR admins, and app admins of Job Board, Offer Manager, or Interview Scheduler — or anyone holding the Recruiting View permission. A bare people-manager role is intentionally excluded from cross-job candidate data (they see their own requisition’s candidates through Job Board’s per-job access).
The Diversity Analytics and Compliance report types require Manager or above. CSV export of the candidate list requires Admin or Talent Hub app admin. Managing sources and changing settings also require Admin or app admin.
Can I filter analytics by department, source, or date range?
Yes. The pipeline and analytics views support filtering by department, recruiter, source, job, and date range. Reports accept the same department, job-type, and source filters alongside the date range. The pipeline board also supports search by candidate name or email and a toggle to include terminal stages.
When something looks wrong
Why can’t I see the pipeline or any candidate data?
Your account does not meet the recruiting-staff access rule. You need to be an admin, HR admin, or an app admin of Job Board, Interview Scheduler, or Offer Manager. Alternatively, ask your admin to grant you the Recruiting View permission. A plain manager role is not enough for the cross-job pipeline.
Why did the AI Insights tab disappear?
The AI Insights tab is hidden when the AI Insights setting is turned off. Go to Settings (admin or Talent Hub app admin) and confirm that AI Insights is toggled on. The setting defaults to on for newly enabled tenants, but an admin may have turned it off.
I dragged a candidate to “Hired” but nothing happened — why?
The Hired status cannot be set manually. Candidates move to Hired automatically when their offer is signed in Offer Manager. If the candidate has a signed offer and still shows a different status, check the offer’s status in Offer Manager — it may need to be marked as accepted first.
My scheduled report didn’t arrive — what should I check?
Check these in order:
- The schedule must be active (not paused) and its next-run date must have passed.
- At least one valid recipient email address must be set.
- The report type must still be enabled in Settings (the Executive Summary and Hiring Manager report types each have their own toggle).
- The date-range look-back must be between 1 and 365 days.
Report schedules are managed in Reports → Schedules (admin or app admin only).
A candidate has been sitting untouched for weeks — does anyone get notified?
Yes. A daily background process detects candidates who have had no activity for 14 or more days in a non-terminal stage. It sends the candidate’s recruiter (or hiring manager) an in-app notification and an email. Each candidate-owner pair receives at most one nudge every 7 days and at most 3 nudges total. After 60 days of inactivity the candidate stops being swept — they should be closed out.
Licensing and limits
Does Talent Hub require a licence?
Yes. Talent Hub requires a licence and is off by default. An admin enables it for the whole business from the Apps Marketplace. There is no free tier and no per-seat licensing — the licence covers the business.
What are the limits I should know about?
| Item | Limit |
|---|---|
| Pipeline board cards per column | 50 (column badge shows true total) |
| Stalled-candidate threshold | 14 days without activity |
| Stalled-candidate nudge interval | At most 1 every 7 days |
| Stalled-candidate nudge cap | 3 per candidate-owner pair |
| Stalled-candidate scan window | 60 days (longer = aged out) |
| Expiring-offer action-center window | 48 hours |
| Scheduled report look-back range | 1–365 days |
| Scheduled report cadences | Weekly, Monthly, Quarterly |
| Report export formats | PDF, CSV |
| Source name length | 100 characters |
| Source slug length | 50 characters |
| Source categories | 8 (Job Board, Social Media, Referral, Direct, Agency, Event, Passive Sourcing, Other) |
| Standard built-in sources | 28 |
| Source cost models | CPC, CPA, Flat Fee, Monthly |
| AI Insights cache duration | 30 minutes |
| Adverse-impact rule | Four-fifths (80%) per EEOC guidelines |
More help
- Talent Hub Overview
- Job Board, Interview Scheduler, Offer Manager — the apps whose data Talent Hub reports on
- Ask AI — the assistant answers Talent Hub questions from these articles.