Account Settings

Identities

An identity is a HiringCenter-managed phone number and email address your team uses to text, email, and call prospects. You can also link a teammate's connected Gmail or Outlook mailbox to an identity so outbound email sends from that real address.

Path: Settings → Identities

Who can do what

• Admin / Owner: create identities, add or remove the users who can send from them, set Active / Inactive, link any teammate's mailbox, and everything below.
• Users assigned to an identity: rename it, link or switch their own connected mailbox, record or clear the voicemail greeting, and manage signatures.
• Everyone else (including View Only): can see the list but not change it.

To send from an identity, or to see its conversations, you must be one of its Users.

Create an identity

1. Open Settings → Identities and click Add Identity (Admin / Owner).
2. Identity Name: the sending name used on texts, emails, and calls. Prospects may see it, so use something like "Jane Smith" or "Acme Recruiting".
3. Phone - Area Code: three digits. HiringCenter gets a new phone number in that area code.
4. Email - Username: letters and numbers only. HiringCenter creates username@your-account-domain.
5. Click Create Identity.
6. Add the people who will use it: in the Users column, use the add picker to assign teammates.

What the table shows

Column	What it is
Name	The sending name. Click to edit (admins and assigned users).
HiringCenter Phone & Email	The identity's number and address, with copy buttons
Connected Accounts	A linked Google or Microsoft mailbox, or No connected account
Signatures	Number of email signatures. Click to add, edit, or delete.
Conversations	Number of conversations using this identity. Click to open them in Conversations.
Status	Active or Inactive
Users	Who can send from this identity
Voicemail	Record a greeting, or Play / clear the current one

If you open an identity's conversations without being assigned to it, you see Identity access required. Admins and owners can click Add me and view conversations. Others need to ask an admin to add them.

Link a mailbox (required to send as that person)

Connecting Gmail or Outlook on Your Profile does not change the From address by itself. It has to be linked here.

1. The user signs in with Google or Microsoft on Your Profile → Connected Email & Calendar Accounts. Microsoft 365 work accounts may need IT approval first. See Connected Email & Calendar.
2. Open Settings → Identities and find their identity.
3. In Connected Accounts, click No connected account.
4. Under Link a connection, pick the mailbox. You see Identity linked to connected mailbox.
5. The column now shows the provider logo and the real email address.

To change or remove it, click the x next to the linked address, then pick another mailbox (Switch to another connection) or click Remove. Removing sends that identity's email from the HiringCenter address again.

Rules:

• Each identity can use at most one connected mailbox, and each mailbox can be linked to only one identity. A mailbox already in use shows "Linked to" another identity and cannot be picked.
• If the picker says no email-capable accounts are available, connect the mailbox on Your Profile first, with Send email on.
• Admins and owners can link any teammate's mailbox. Other users can link only their own mailbox, on identities they are assigned to.

Send after linking

1. In Conversations, open the prospect, then Email.
2. If Start Conversation opens, choose HiringCenter Identity (not Device Handoff).
3. Pick the identity that shows the linked address.
4. In the sender menu, choose Google Mailbox or Microsoft Mailbox, not HiringCenter Email.

When a mailbox is linked, new emails default to that mailbox.

Voicemail greeting

The greeting plays when callers reach this identity's phone number and nobody answers.

1. Click Record in the Voicemail column.
2. Click Start Recording, speak, then Stop Recording.
3. Listen back, then Save or Discard.

Click Play to hear the current greeting, or clear to remove it. Without a custom greeting, callers hear a standard message with your account name.

Active and inactive

Set an identity to Inactive when you no longer want it in use. Calls to an inactive identity do not ring your team: known prospects go straight to voicemail, and other callers are not connected.

Signatures

Click the Signatures count on the row to add, edit, delete, or preview signatures. You can also insert a signature from the email composer. See Email Signatures.

Common questions

Who can add identities? Admins and owners.

Why can't I send from my work email? Connect the mailbox on Your Profile, then link it here. Device Handoff is a different path (sending from your phone).

The user has no identity. An admin must create one or add them to an existing one. Without an identity they can still log texts, emails, and calls by hand, or use Device Handoff. See Logging Manual Activity.