Someone reads your job, hesitates, and wants to know one thing: who will I be dealing with? At that moment a name, a face and a phone number make more difference than another paragraph about the organisation. If nobody is listed, they close the tab — or they apply for the job that did show a person.

In Booston you arrange that with team members: the profiles of your recruiters, with a photo, a job title, a phone number and their own page on your website. On every job you pick one team member, and that team member automatically appears on the job page, in the job blocks and in the team overviews on your site. The end goal: every job shows the right colleague with the right details, without you having to enter those details anywhere else again.

By the end of this article you will be able to create a team member and fill in the fields, link the right team member to a job, attach a team member to a recruiter's account, recognise which team members come from your ATS, and set one to inactive or delete it without losing jobs. You will find the screen at Recruitment → Team members.

Before you start

• You need the Manager role to create, edit or delete team members, or to change their order. With the Recruiter role you only see the team members linked to your account.
• Every team member has at least a name and an email address. Which other fields exist and which of them are required is set in the attributes — see Managing attributes for jobs and candidates.
• If you work with a connected ATS, Booston creates team members automatically as jobs come in. They appear in your overview straight away; see Team members that come from your ATS.
• A team member is not the same as a user. A user is a login account, a team member is a profile on your website. How the two work together is in Linking team members to a user with the Recruiter role.

What team members do for you

It is one screen, but it works in four places at once:

• On the job page. The name, job title, photo, phone number and email address of the colleague responsible for this job. That is the difference between a job from "the organisation" and a job from a person.
• On a page for each team member. Every team member gets a profile page with a longer story, photos, video and the jobs that belong to them. Handy to link to from LinkedIn or from a campaign.
• In the blocks on your website. An "our team" overview on the homepage or the contact page fills itself with the active team members — you never type names in there.
• In your reporting. Booston counts how many applications come in per team member, so you can see which colleagues are running which jobs.

The team members overview

Every team member is a card. The name is at the top with the status switch next to it; the card itself shows the photo, the job title, the location and the contact details; the buttons are at the bottom.

Two more things you do here:

• Set the order. Grab a card by the handle to the left of the name and drag it where you want it. As soon as you have dragged something, the Save Order button appears at the top right; the new order is only fixed once you click it. That order is also the order in which visitors see your team on the website.
• Highlight a team member with Boost. Blocks on your website that show team members can be set to "boosted team members only". That way your homepage shows three colleagues instead of your whole team, without swapping names every time.

Creating a team member manually

This is the heart of the screen: one colleague, filled in properly once, and after that you can link them anywhere.

1. Go to Recruitment → Team members.
2. Click Create at the top right. A panel slides open titled Create Team Member.
3. Fill in the blocks General, Personal information, About, Social and Media.
4. Check the SEO Settings block on the right.
5. Click Save & close.

The new team member is active in your overview immediately and can be picked on a job right away.

General

• Languages — the languages this team member appears in on your website. You only see this field if your site has more than one language. Switch a language off and the profile page does not exist in that language.
• Location — the office this colleague works from. That name appears on the card in the overview and on the public page.
• Spoken Languages — the languages this colleague speaks. This is information about the person, not about your website: you can pick Polish or Arabic here without your site having that language.

Personal information

This block decides what a visitor sees on the job.

About

• Recruiter intro — a few sentences shown on the job and in the job blocks. Keep it short: this sits next to the apply button.
• Recruiter description — the longer story on this team member's profile page, with formatting.

You fill in these two fields per language. Above the field are tabs with the language codes; click one to enter the German or English text. Most other fields, such as the name and phone number, apply to every language at once — you see those once, with the language codes behind the label.

Social

The links to this colleague's LinkedIn, Facebook, Instagram and Twitter. They appear as icons on the profile page and in the team blocks. Leave a field empty and the icon disappears by itself; no dead link is left behind.

Media

Room for extra imagery on the profile page: Recruiter image 1 through 4 and a Recruiter video. This is what turns a profile into a small business card instead of a list of details.

View public page and SEO Settings

There are two cards on the right:

• View public page — a button per language to open this team member's public page. On a new team member it says you have to save first.
• SEO Settings — the Page title, the Slug and the Meta description per language. The slug is the last part of the profile page's web address. Booston fills it automatically from the name; leave it alone unless you have a reason to change it.

Picking a team member on a job

Every job hangs on exactly one team member. That happens in the first step of the job screen, at Select a recruiter.

1. Go to Recruitment → Jobs and click Create job, or open an existing job. How you fill in the rest of a job is in Creating and editing jobs, and AI.
2. At Select a recruiter, pick the colleague responsible for this job. You see the photo and the name, and you can search by name.
3. Fill in the rest of the job and save.

What you need to know about this field:

• It is required. You cannot save a job without a team member. That is why Booston fills in Unassigned automatically on a new job — a neutral profile with no name and no photo, so you can carry on and pick the right colleague later.
• Unassigned is not a real colleague. The profile is not in the team overview on your website and shows no contact details on the job. Leave it in place and your job is missing exactly the face this article is about.
• What you pick shows up in four places: the contact block on the job page, the job blocks in overviews, the team member's profile page (this job appears in their list there) and your reporting per recruiter.
• You only see the team members you are allowed to see. With the Manager role that is the whole list; with the Recruiter role only the team members linked to your account, plus Unassigned.

Linking team members to a user with the Recruiter role

A user is a login account for the dashboard; a team member is a profile on your website. They are separate things: you can have a team member without an account, and an account without a team member. They are only tied together on the Recruiter role.

You do that on the users screen:

1. Go to Settings → Users & Permissions.
2. Open the user with the pencil, or create one with Create User.
3. At User role, pick the Recruiter role. The Team members field now appears.
4. At Team members, pick the team members this colleague belongs to. Usually that is their own profile.
5. Click Save & close.

What that link does:

The link also decides which jobs and candidates a recruiter sees: everything attached to the linked team members. Link nothing and they only work with what they created themselves. There is more about that in Users: granting access, choosing roles and signing in from your ATS.

Team members that come from your ATS

If you work with a connected ATS, you usually do not have to create your recruiters yourself. For every job that comes in, Booston looks at who is attached as the contact and turns that into a team member. Exactly which details come across depends on your ATS; see Connecting your ATS and Booston: which data goes back and forth.

This is how it works:

• Booston first looks for an existing team member, on the internal number from your ATS and otherwise on the name. If it already exists, the details are updated instead of a second card appearing.
• If the team member is new, it is created with the status off. That is deliberate: it means you decide who appears on your website, not your ATS. You will find them at the bottom of the overview as a greyed-out card.
• Every team member from your ATS carries the ATS label next to the name, with the text Imported via ATS when you hover over it. That way you can see at a glance which profiles the connection maintains and which ones you created yourself.
• If your ATS sends no contact on a job, Booston falls back to Unassigned. The job still comes in, just without a face.

What you can and cannot change on an ATS team member

Open such a team member and the fields that come from your ATS are greyed out. Those are usually the name, job title, email address and phone number. Nothing is broken: they are overwritten at every import, so a change in Booston would disappear within minutes. If one of those details is wrong, change it in your ATS.

Everything your ATS does not send you do fill in yourself — and that stays put:

• the portrait photo, if your ATS does not send one;
• the longer story on the profile page;
• the social links;
• the extra images and the video;
• the SEO fields and the location.

Editing, deactivating or deleting a team member

Editing is done with the pencil on the card. You get the same panel as when creating, now titled Edit: <name>. Finish with Save & close; Cancel throws your changes away.

Setting to inactive is done with the switch at the top right of the card. It takes effect immediately and is the safe way to take someone off your website:

• the team member disappears from your website, including the team overviews;
• their profile page is no longer reachable;
• the jobs stay linked to them and stay online;
• switch it back on and everything is as it was.

Deleting is done with the bin, and it is permanent. Because jobs hang on a team member, Booston first asks where those should go:

1. Click the bin. The Delete Team Member window opens.
2. At Reassign jobs to, pick the colleague taking the jobs over, or Unassigned if there does not need to be a contact for now.
3. Click Delete.
4. In the Confirm Deletion window, check the name and where the jobs are going, and confirm with Confirm Delete.

What you cannot arrange yourself

• Which fields a team member has and which are required — that lives in the recruiter attributes. You can reach them yourself at Settings → Attributes → Recruiter Attributes, but it affects every team member at once. If in doubt, email support@booston.io.
• Which details your ATS sends — that is the mapping of the connection. We set that up together with your ATS supplier. Email support@booston.io if a field is missing or the wrong value comes in.
• How team members are shown on your website — the blocks, the order of the fields and whether a block shows boosted team members only is part of your site's design. Email support@booston.io with what you want to achieve.
• Deleting the Unassigned profile — that is the system's fallback and stays in place.

Solving problems

A team member does not appear on the website

Check three things: is the switch on the card on, is your visitor's language switched on at Languages, and is there a Slug for that language? If any of the three is missing, Booston skips the profile in that language.

There is no contact on the job

The job is set to Unassigned. Open the job, pick the right colleague at Select a recruiter and save. If the field is greyed out, the job comes from your ATS and you change the recruiter there.

A field in the edit screen is greyed out and I cannot type in it

This team member comes from your ATS and that field is overwritten at every import. Change it in your ATS; it will be in Booston within minutes.

The same colleague appears twice in the overview

Usually a team member was created manually first and then came in through the connection as well, under a slightly different spelling of the name. Decide which card you keep — usually the one with the ATS label — and delete the other, assigning the jobs to the right card.

The new order is gone after reloading

After dragging you have to click Save Order. That button only appears once you have dragged something.

I do not see the Create button

Creating belongs to the Manager role. If you have the Recruiter role, ask a colleague with the Manager role to create the team member.

Frequently asked questions

Does every recruiter need both a user and a team member?

No. A colleague who only has to be shown on jobs needs nothing more than a team member. A colleague who works in the dashboard needs a user. If they work in the dashboard and appear on jobs, you want both, linked through the Team members field.

Can one team member be on several jobs?

Yes, on as many as you like. The other way around is not possible: a job always has exactly one team member.

Can I create a team member for a department or a general address?

You can: enter the department name at Recruiter name, for example, and use a general email address. Do bear in mind that a name and a face demonstrably work better than a department.

What happens to the jobs when I set a team member to inactive?

Nothing. They stay online and stay linked to that person; only their details are no longer shown. If the job should get a different contact, change the recruiter on the job itself.

Why can I not change a team member's email address?

Then this team member comes from your ATS and the email address is a field the connection maintains. Change it in your ATS.

Does a team member count towards my subscription?

No. Team members are profiles, not login accounts. Only users count.

Coming soon

• One consistent block with name and photo across the dashboard. The way a team member is shown on jobs, candidates and in overviews is being aligned, so you see the same photo, name and alignment everywhere. As soon as this is live, we will update this article.
• More ATS connections that send team members. We are extending the number of connections that automatically supply the contact on a job. As soon as this is live, we will update this article.

Need help?

Are you stuck, or do you not know which team member belongs on which job? Email support@booston.io or call 085 0044 215 and mention:

• the name of your environment;
• what you want to achieve;
• the message you see, if there is an error message.

Would you rather go through the settings together? Book a free 30-minute online demo — then we will go through it together. Job Done!