Lock Access to Candidate Profiles

Locking access to candidate profiles helps protect sensitive candidate information after a hiring decision has been made. Once access is locked, only selected users can view the candidate's profile, and any users added to your account in the future will not automatically receive access.

What Does Locked Access Do?

When you lock a candidate's profile:

You choose which current users can continue to access the profile.
Users who are not included can no longer view the candidate.
Any users added to your account in the future will also be unable to access the locked profile unless access is updated.
Locked candidate profiles are hidden from users who do not have permission to view them.

Lock Access for a Hired Candidate

When you move a candidate to the Hired decision state, Trakstar Hire automatically prompts you to lock access.

To lock access:

Mark the candidate as Hired.
When prompted, click Customize who has access.
Select the users who should retain access to the candidate's profile.
Click Lock Access.

The selected users will continue to have access, while all other users will be restricted.

Lock Access for Other Decisioned Candidates

You can also lock access for candidates in other final decision states, such as:

Rejected
Archived
Other decisioned statuses

Unlike hired candidates, this prompt does not appear automatically.

To lock access:

Open the candidate's profile.
Click the three-dot menu in the sidebar.
Select Lock Access.
Choose the users who should retain access.
Click Lock Access to save your changes.

Edit or Remove Locked Access

You can update the list of users who have access or remove the lock entirely at any time.

To do so:

Open the candidate's profile.
Locate the Lock Access section on the candidate timeline.
Click the three-dot menu next to the lock status.
Choose either:
- Customize Access to change which users can view the profile, or
- Unlock to remove the restriction.

Your changes take effect immediately.

Can I Lock Access for Candidates Who Are Still Active?

No.

The Lock Access feature is only available for candidates who have reached a decision state.

If you need to restrict access for an active candidate, use Prohibited Users instead.

To prohibit a user from viewing an active candidate:

Open the candidate's profile.
Click the three-dot menu in the upper-right corner.
Select Manage Prohibited Users.
Add the user you want to prohibit.

The selected user will no longer be able to access that candidate's profile. You can also remove users from the prohibited list later if access needs to be restored.

In addition to locking candidate profiles, Trakstar Hire provides several ways to protect sensitive recruiting information, including:

Private application questions
Private candidate profile fields
Private comments
Private emails
Private interviews
Prohibited Users for individual candidate profiles

These features can be used independently or alongside Lock Access, depending on your organization's privacy requirements.

Click here for more examples of ways to make data private within Trakstar Hire!