If you’re recruiting with help from your teammates, there’s a good chance you’ve already run into some classic headaches: scattered notes, missed handoffs, or that one person who still keeps a secret spreadsheet. This guide is for anyone who wants real teamwork in their hiring process, without endless status meetings or Slack back-and-forth.
Loxoapp (loxoapp.html) claims to make pipeline collaboration easy, but as with any tool, it’s only as good as how you use it. Here’s how to actually get your team working together in Loxoapp—wasted time and confusion not included.
1. Get Your Team into Loxoapp (No, Really)
Let’s start with the obvious: everyone who needs to collaborate should have their own Loxoapp account, and they need to actually use it. That means:
- Invite everyone who recruits, reviews, or communicates with candidates. Don’t leave out hiring managers or that one sourcer who only “checks in occasionally.”
- Set the right permissions. Loxoapp lets admins control who can view, edit, or delete pipeline info. Don’t overcomplicate it—if someone needs to work on candidates, give them edit access.
Pro tip: If teammates are still emailing resumes or using spreadsheets, pause and get them onboarded. Otherwise, nothing else will work well.
2. Build Shared Pipelines (And Name Them Clearly)
Candidate pipelines in Loxoapp are basically lists or stages that you move people through. To collaborate, you need shared pipelines—not private ones sitting in someone’s account.
- Create pipelines for each open role, or for common recruiting projects.
- Name pipelines so everyone knows what’s inside. “2024 SDR Search” is better than “Test Pipeline” or “Bob’s List.”
- Decide on your stages up front. Loxoapp defaults make sense (e.g., Sourced, Contacted, Interviewing, Offered, Hired), but tweak them to fit how your team works.
What to skip: Don’t bother with a separate pipeline for every little thing. Too many pipelines = confusion.
3. Assign Candidates and Keep Ownership Clear
When multiple people are adding or reviewing candidates, it’s easy to trip over each other. Use Loxoapp’s assignment features so it’s obvious who’s doing what.
- Assign candidates to a team member. There’s a built-in owner or “assigned to” field for each candidate.
- Use tags or custom fields if roles overlap. For example, tag your “Tech Sourcers” or “Hiring Managers” if several people share a stage.
- Check the assignment before reaching out. Double-contacting a candidate is the fastest way to look unprofessional.
What doesn’t work: Relying on memory or Slack threads to decide who owns what. Use the tool’s assignment fields.
4. Share Notes and Feedback (But Don’t Drown Each Other)
Loxoapp lets you leave notes on each candidate profile. This is where most teams either get it right—or fill the page with essay-length updates nobody reads.
- Write short, clear notes. Think: “Phone screen 3/1, good on comms, needs more experience.”
- Use @mentions to flag teammates. If someone needs to review or act, tag them directly.
- Avoid duplicating info already in the system. If there’s a field for it, use that instead of a note.
Pro tip: Agree as a team on what to put in notes so you’re not mixing interview feedback with logistical updates.
5. Use Statuses and Stages to Signal Progress
The whole point of a pipeline is to see where candidates stand. If everyone uses different systems (or ignores the stages), you’re back to square one.
- Move candidates through stages as soon as status changes. Don’t let people sit in “Contacted” for weeks if they’re actually interviewing.
- Use custom stages if your process is different. For example, add “Reference Check” or “Hiring Manager Review” if that’s your flow.
- Filter and sort by stage for quick standups. You can pull up “All in Interviewing” in seconds.
What to ignore: Color-coding or custom stages for every minor detail. If it takes a cheat sheet to interpret your pipeline, it’s too complicated.
6. Share Pipeline Links, Not Screenshots
When you want to get feedback or loop in someone new, don’t send screenshots or exported spreadsheets. Loxoapp lets you share direct links to pipelines or candidates, so everyone’s looking at the same thing (and the latest info).
- Copy pipeline or candidate profile links and paste them in your team chat, email, or meeting invite.
- Use the “Share” option to bring in users who aren’t already following that pipeline.
- Remind folks to check the live link for updates—don’t rely on old PDFs.
What doesn’t work: Circulating static lists by email. It’s a recipe for version-control nightmares.
7. Track Activity and Avoid Stepping on Toes
Loxoapp has a basic activity log that shows who did what (moved a candidate, left a note, sent an email, etc.). Use it to stay on the same page, especially if your team is large or moves fast.
- Check the activity log before acting on a candidate. Someone might have already moved them or left new feedback.
- Don’t overanalyze every update—just look for recent changes that affect your next step.
- If something’s unclear, ask in the note thread, not in a separate app. This keeps all context in one place.
Pro tip: If you’re relying on the activity log to catch mistakes, your process might be too messy. Use it for awareness, not as a daily necessity.
8. Keep Communication in Loxoapp (as Much as Possible)
It’s tempting to default to email or Slack for every little thing. But if you keep all candidate-related chatter in Loxoapp, you’ll have a single source of truth.
- Use comments, notes, and @mentions for all pipeline discussions.
- Reserve email/Slack for urgent or sensitive stuff only.
- If someone keeps going outside the system, ask why—it might be a sign something’s clunky or missing.
Honest take: No tool eliminates all side-channel chatter. But the closer you stick to one platform, the less you’ll lose in translation.
9. Watch Out for Common Collaboration Pitfalls
Let’s be real: Loxoapp isn’t magic, and any system is only as good as your team’s habits. Here’s what to keep an eye on:
- Pipeline sprawl: Too many pipelines, not enough clarity. Prune regularly.
- “Invisible” work: If someone’s not logging updates, nobody knows what’s really happening.
- Note overload: Long-winded notes, copy-pasted emails, or duplicate feedback just create noise.
- Ignoring assignments: If everyone’s “responsible,” nobody is.
If things start feeling messy, stop and simplify. Go back to fewer pipelines, shorter notes, and clear ownership.
10. Iterate—Don’t Overcomplicate
Collaboration is a moving target. What works for a team of three may not work for a team of thirty. The best thing you can do is:
- Review your process every month or quarter. What’s working? What’s a hassle?
- Make small changes, not giant overhauls. Add a stage, clarify naming, or agree on note formats.
- Keep your tools simple. If it takes more than 10 minutes to onboard a new teammate, it’s probably too complex.
That’s it. The best teams keep their pipeline process simple, visible, and consistent. Don’t chase every new feature or overthink the setup—focus on clarity and communication, and tweak as you go. Happy hiring.