Team Projects

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What Are Team Projects?

In Recruitier, projects are organizational containers that recruiters use to group related searches, jobs, and activities together. For example, a recruiter might create a project called “Senior Python Developers - Q1” to bundle all searches and job matches related to finding senior Python developers during the first quarter. The Team Projects view in the agency admin panel gives you visibility into all projects across your entire team. Instead of asking each recruiter what they are working on during stand-ups, you can see every project, its status, who owns it, and how many searches are linked to it — all from a single page. This is one of the most valuable tools for agency managers who need to understand team workload, track client engagements, and ensure no project is falling through the cracks.

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Agency-Wide Project Visibility

As an agency admin, the Team Projects page shows you every project created by every member of your agency. At the top, three summary cards provide a quick overview:

• Total Projects — The total number of projects across all team members
• Active Members — How many team members have created projects
• Total Searches — The combined number of searches linked across all projects

Below the stats, projects are displayed as a grid of cards. Each project card shows: This overview gives you a snapshot of your team’s workload and priorities without needing to check in with each recruiter individually. A quick scan of this page before your Monday team meeting gives you everything you need to run a productive discussion.

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Filtering by Member

To focus on a specific recruiter’s projects, use the member filter:

1. At the top of the Team Projects page, find the member filter dropdown.
2. Select the team member whose projects you want to view.
3. The project list updates to show only that member’s projects.

This is useful for one-on-one meetings when you want to review a specific recruiter’s project portfolio, or when you need to quickly understand what one person is working on and how their workload compares to the rest of the team. To return to the full team view, clear the member filter or select “All Members.”

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Filtering by Status

Projects can have different statuses that reflect their lifecycle. Use the status filter to narrow the list:

• Active — Projects that are currently in progress and receiving attention
• On Hold — Projects that are paused for any reason
• Completed — Projects that have been successfully finished
• Cancelled — Projects that have been abandoned or terminated

You can combine the status filter with the member filter to see, for example, only the active projects for a specific recruiter. This combination is particularly useful for understanding current workload.

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Searching Projects

For larger teams with many projects, use the search bar to find projects by name or keyword. Simply type a search term, and the project list filters to show only projects whose name or goal contains the search text. This is faster than scrolling through a long list when you know the specific project or client you are looking for. Searching for a client name (e.g., “Acme”) surfaces all projects across all team members that relate to that client.

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How Admins Can Track Team Workload

The Team Projects view serves several management purposes:

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Workload Distribution

By looking at the number of active projects per member, you can quickly identify imbalances. If one recruiter has 12 active projects while another has 2, it may be time to redistribute work or discuss whether some projects should be paused. A balanced team typically has each recruiter managing 3-6 active projects, depending on the complexity and scope of each engagement. More than 8 active projects per person usually means some are not receiving adequate attention.

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Project Progress

The status field tells you how projects are moving through their lifecycle. Watch for:

• Stale Active projects: Projects that show “Active” status but have not been updated in weeks. These may need a status change to “On Hold” or a push of activity.
• Many On Hold projects: If a recruiter has more On Hold projects than Active ones, they may be waiting on client feedback across the board and need to follow up.
• Low completion rate: If few projects reach “Completed” over a quarter, investigate whether projects are too broad, too ambitious, or lacking clear goals.

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Search Coverage

The searches count for each project shows how actively each project is being pursued. A project with zero linked searches might need attention — it could mean the recruiter has not started working on it yet, or that they need help defining search criteria.

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Resource Allocation

When deciding where to allocate team resources (credits, time, or attention), the Team Projects view helps you see the full picture. You can identify which projects are consuming the most searches (and therefore credits) and whether that allocation aligns with your agency’s priorities and revenue expectations.

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Onboarding Oversight

When a new team member joins, use the Team Projects view to monitor their first few projects. This helps you ensure they are setting up projects correctly, linking appropriate searches, and following your agency’s organizational standards.

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Common Management Scenarios

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Preparing for a Team Meeting

1. Open Team Projects and filter by Status = “Active.”
2. Note the total number of active projects and the distribution across members.
3. Identify any projects with zero searches or stale update dates.
4. Prepare questions: “What is the status of [project name]?” for each stale project.
5. During the meeting, use the screen to walk through projects by member.

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Client Check-in

When a client asks about the status of their engagement:

1. Search for the client name in the Team Projects search bar.
2. Find the relevant project and note its status, search count, and last update.
3. Click through to the member’s project detail for outreach statistics if needed.
4. Provide the client with a data-backed update.

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Quarterly Review

1. Filter by Status = “Completed” to see the quarter’s achievements.
2. Count completed projects per member to assess productivity.
3. Filter by Status = “Cancelled” to understand pipeline attrition.
4. Compare active project counts against the previous quarter.

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Advanced

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How Team Project Visibility Works Under the Hood

The Team Projects page queries all projects across the agency by joining project records with user records through the agency membership. The query finds all users who belong to the current admin’s agency, then retrieves all projects owned by those users. For each project, the system also counts linked searches (via search.project_id) and includes the project owner’s name and email from the user record. This cross-user query is what enables the agency-wide view.

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Read-Only by Design

Admins can view but not modify other members’ projects. This is an intentional design choice that balances visibility with autonomy:

• Visibility: Admins need to see team workload and project status for management
• Autonomy: Recruiters need control over their own projects without admin interference
• Data integrity: Preventing cross-user edits avoids confusion about who changed what

If an admin needs a project updated (e.g., status changed), they communicate with the recruiter who owns the project and ask them to make the change.

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Connection to Individual Project Analytics

While the Team Projects list shows summary information (name, status, search count), the full project detail (outreach statistics, job counts, daily activity charts) is available through the individual project view. Admins can access this detail for any team member’s project to see the full analytics. This drill-down capability means the Team Projects page serves as the entry point for deeper investigation. Start with the overview, identify projects of interest, then drill into the details.

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Connection to Member Analytics

The Team Projects view complements the Member Analytics view. While member analytics shows a recruiter’s overall activity (searches, outreach, jobs saved), Team Projects shows the organizational structure of their work. Together, they answer both “how much is this recruiter doing?” and “what are they doing it for?”

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Filtering and Sorting

The Team Projects page supports:

• Member filter: Dropdown of all team members who have projects
• Status filter: Dropdown of all statuses present in your projects
• Text search: Matches against project name, member name, and goal text
• Combined filters: All three can be applied simultaneously

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Power-User Tips

• Create a weekly ritual. Every Monday, spend 5 minutes on the Team Projects page filtered to “Active” status. Identify any projects that have not been updated in the past week and flag them for discussion.
• Use search for client reviews. When preparing a client business review, search for the client name to find all related projects across your team. This gives you the complete picture of your agency’s engagement with that client.
• Cross-reference with the dashboard. If a member shows low outreach on the dashboard but has many active projects, they may be spread too thin. If they show high outreach but few projects, they may be deep-diving effectively on a focused set of engagements.
• Track project-to-completion rate. Over time, note how many projects move from Active to Completed versus Active to Cancelled. This conversion rate is a meaningful measure of your agency’s pipeline health.
• Use the projects view for capacity planning. Before taking on a new client, check the team’s active project load. If everyone is at capacity, you need to either complete/pause existing projects or add team members before committing.

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