Gem Projects streamlines top-of-funnel pipeline management by organizing prospective candidates into groups, enabling you to:
- Source and send bulk messages to candidates for current open roles.
- Build and maintain talent pools.
- Nurture relationships by reaching out with event invitations and other engagement opportunities.
- And much more.
Your Projects dashboard includes tools to create, filter, and manage projects, so you can focus on strategic hiring rather than manual organization.
Gem Projects: an overview
The Projects feature in Gem CRM is designed to help you efficiently organize and manage all prospective candidates in one place. Typically, hiring teams stay organized in Gem by creating one project per job and adding candidates to that project before reaching out. You have the flexibility to organize candidates however you choose; but if you begin by creating a project for each open role, you’ll create a structured approach that simplifies tracking and evaluation.
In addition to organizing candidates, projects deliver several key benefits that refine your recruitment process:
- Improved collaboration: Projects facilitate seamless collaboration among team members by providing a centralized space where your team can calibrate on talent and develop shared talent pools.
- Enhanced reporting and analytics: Organizing candidates into specific projects helps you generate more detailed reports and provides valuable insights into top-of-funnel performance and sourcing success.
- Flexible candidate grouping: You can assign prospects to several projects simultaneously, making it easier to group candidates for both management and reporting purposes.
Gem project access levels: confidential, personal, and shared
Projects come in three types, each with its own level of access and visibility:
- Confidential projects: These projects are viewable only by the users you designate, who can also manage candidates by adding or removing them. Other users will not see any activity associated with this project (e.g., stats from this Project won’t be visible in Outreach Stats, and other users won’t be able to see that the candidate is associated with a confidential project when viewing their Gem profile).
- Personal projects (default): These projects are viewable by anyone on your team with the link, but only you and those you designate can modify the list by adding or removing candidates. Stats for personal projects are reflected in Outreach Stats, and other users can see when candidates are assigned to a personal project when viewing their Gem profiles.
- Shared projects: Anyone with a Gem account can view or add candidates to shared projects. Shared project stats are included in Outreach Stats, and users can see which candidates belong to a shared project when viewing their Gem profiles.
All Gem projects are initially set to Personal, though you can adjust them to Confidential or Shared as needed: simply select the Share dropdown from within a particular project and then select Edit access.
What’s on your Projects dashboard
On your Projects page, you’ll find these available actions:
- + New Project: Select this to create a new Gem Project.
- Filtered by: As your team creates more projects over time, you’ll need search filters to quickly find a particular project or group of projects. By default, you can filter projects by Name, Created by, User tag, and Description. If your team uses Project Fields to aid with project organization, you can also filter by those fields.
- Project views: By default, Gem will display All Projects for admins and My Projects for all other users (only admins can access the All Projects option, which displays every project created by the team — including confidential ones). The Project views dropdown allows you to filter to other project types — including those that have been shared with you, and those that you’ve favorited and archived (You can favorite specific projects by clicking the ✮ icon beside the project’s name).
- Actions: Actions allow you to either archive or edit the settings of your projects. First, select the project(s) you wish to take action on, then use the dropdown menu to choose the appropriate action.
- Search bar: Filter the visible project list by entering keywords from a project’s name.
- Columns: Configure your display settings by selecting from the following:
- Created by: The name of the user who created the project.
- Description: A brief overview of the project.
- Prospects: The number of prospective candidates in the project.
- Created: The date the project was created.
- Updated: The date the project was updated.
Select any column header to reorder the entire table based on that field.
➡️ Next, you’ll learn about Custom Fields in Gem!
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.