Sharing Gem projects is a powerful way to build collaborative talent pools that everyone on your team can access and contribute to. Setting a project to Shared makes it visible to your entire team. This is an effective way to involve all stakeholders in the recruitment process and allow teammates to manage candidates and initiate outreach in bulk. Sharing projects with specific individuals, on the other hand, allows for focused collaboration without compromising your control over the project’s access.
When setting up a new Gem project, you’ll be prompted to select a share setting — Personal (default), Confidential, or Shared — for that project. You can change the share settings on a project at any time by opening that specific project, selecting the Share dropdown in the top-right corner, and then selecting Edit access.
Shared projects
Setting a project to Shared makes it accessible to every team member from their Projects page. Teammates can easily find shared projects by selecting All Projects and then Shared with me on this page. Shared projects are also searchable with auto-complete as you type their name into the search bar.
Teammates can contribute to shared projects by adding and removing candidates, but only the project creator can un-share the project.
Sharing Gem projects with specific team members
By default, your Gem projects are set to Personal project access. There are two ways to share a project with specific team members:
- To enable your teammates to manage the candidates in your personal project, select the Share button on the project’s page, then select Edit access, and add them as a collaborator in the Who has access section.
- To share a project with teammates without granting management access, copy the project link from the project page and send it directly to them. This is an excellent way to conduct a talent mapping or calibration exercise with your hiring manager.
When you share a link to a personal project, teammates won’t be able to add or remove candidates from that project. However, they can still perform other actions, such as:
- Adding candidates from your project to their own projects.
- Starting an outreach sequence with candidates in your project.
- Viewing public LinkedIn profiles for your candidates.
- Leaving notes on individual candidates.
Once you’ve shared a link to a project, it cannot be unshared. If you need to revoke access to the existing project, it’s best to create a new project, transfer all candidates to the new one, and delete the original project.
Sharing projects outside your team
You can only share Gem projects with teammates who are part of your domain. As a workaround, you can download a CSV of the project (from within the project select the Share dropdown and then the Download CSV option). The recipient can open the file in Excel or Google Sheets, or upload the CSV into their own Gem account.
➡️ Next, you’ll transfer candidates between Gem projects!
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.