Feature: Shortlisting, Security Roles  

System Area: Security Roles / Candidate Visibility

User Type: Superusers   

I want to:

• Hide candidate names and personal details during shortlisting
• Allow users to score or assess applications without bias
• Automatically reveal candidate details once a candidate reaches a defined application status
• Create a security role for anonymous access

How to enable anonymous display of candidates

Allow shortlisters to assess applications without viewing personal candidate details such as names, CVs or contact information until a designated stage in the recruitment process.

Create a security role for anonymous shortlisting

1. Go to Settings > Security Roles
2. Select Add and name the new role (e.g. Anonymous Shortlisting Manager)
3. In Jobs & Talent Pools section:
   • Turn off Print & Export
   • Toggle Access to red for:
     • List Candidate – CV
     • List Candidate – Download CV
     • List Candidate – History
     • List Candidate – Add Notes
     • List Candidate – Forward Details
     • List Candidate – Send Email / SMS / Letter
4. In the Candidate Details section:
   • Find Remove candidate's personal details
   • Select which parts of the application should be hidden (e.g. name, contact information, education)

Reveal candidate details later 

You can configure the system to de-anonymise candidates automatically when they reach a selected application status.

1. Go to Settings > Application Statuses
2. In the De-anonymise column, toggle green against statuses where full details should become visible
3. Also toggle Access to green for that status - otherwise users still won’t see the candidate

Please note: Access must be on for the user to see candidates at that status even if details are de-anonymised.

Assign the role to shortlisters

1. Go to Settings > Users
2. Select a user to edit
3. Update their Security Role to the new anonymous role

Once assigned, the user will see anonymised applications and can complete shortlisting forms without personal context.

What shortlisters see

With anonymity enabled, users can:

• View application responses (depending on your settings)
• Complete shortlisting or panel shortlisting forms
• Submit scores and comments
• Not view names, CVs, contact details or notes unless allowed

When the candidate reaches a status with de-anonymisation enabled, full details will appear automatically.

FAQs

Can I hide specific application form questions?
Yes - use the Remove candidate’s personal details dropdown in the role setup to control what’s hidden.

Can shortlisters still complete and score forms?
Yes - they can access and submit shortlisting forms as normal. Only personal data is hidden.

Will candidate names appear automatically later?
Yes - if de-anonymisation and access are enabled for that status.

How do I enable display of candidate numbers?
To display candidate numbers alongside their names, please contact the support team. As candidate numbers are not shown by default, this setting must be enabled for your site.

I’ve followed the guidance notes and have some further questions.

For any further questions about using anonymous shortlisting (or other Jobtrain functionality), please contact our support team on +44 (0)161 8502004.