New candidate portal authentication

Note These notes are for the Sage People Y25.2.2 release, which we've currently deployed to Sandbox orgs only. Deployment to production orgs begins February 25.

We now have a new, more secure way for candidates to access the Sage People Recruit portal. Candidates will no longer use a shareable reference ID. They'll now authenticate using their email address and a onetime PIN sent straight to their inbox.

Note This feature requires you to set up your org-wide email address on the Recruit configure page. This is the email the system will use to send the PIN email to candidates.
Tip You can define different PIN emails for different candidate portals. You'll assign these by selecting those templates for the PIN Email Template email on the Candidate Portal Record.

Configure the PIN email template

  1. Got to Setup and select Classic Email templates.

  2. Search for PIN_Verification_Email_Templates.

  3. Click Edit on the template.

    • Customize the template with your company branding:

    • Company logo

    • Header/footer styling

  4. Greeting and messaging (maintain the {!PIN} merge field).

  5. Click Save.

  6. The system automatically adds the PIN code via the {!PIN} merge field.

Configure Recruit PIN email templates

Each PIN is valid for 15 minutes from the time the system sends it. Candidates can request a maximum of three new PINS per hour. Candidates can only log in for one single session; if they open the portal on a second browser or device, this will invalidate the session.

Configure candidate session record purging

Portal session records increase the storage use in your org. If you use Candidate Portals, we recommend you schedule the daily purge batch to delete expired records.

  1. Go to Setup and select Installed Packages.

  2. Select Sage People Recruit then select Configure.

  3. Click the Applicant Portal tab and scroll down to the Portal Sessions section.
    Applicant Portal tab in Configure page of Recruit package.

  4. Set the time for the daily purge to run, and the retention period for session records (days).
    Portal Sessions section of Configure page in Recruit package.

If you don't use Candidate Portals, set Schedule Session Record Purge to Not Active. After you set the batch schedule, you can set the retention period (1-28 days) for Portal Session records. The default retention period is one day.

Candidate process

Step 1 - register for the portal

  1. Go to the candidate portal.

  2. Click Get started.
    Recruit candidate Get Started screen.

  3. Enter the email address and complete the registration form.

Step 2 - Return to the portal

  1. Go to the candidate portal.

  2. Enter the email address.

  3. Check email for the six-digit PIN.

  4. Enter this PIN into the portal.

  5. If the candidate stops browsing for 15 minutes, the system finishes the session and redirects the candidate to authenticate again.

Recruit candidate verification code

Once logged in with the PIN, candidates can:

  • Browse available job opportunities

  • View and manage their applications

  • Update personal information

  • Withdraw applications

  • Express interest in positions