Lists let you gather the talent you have in mind for a piece of work and share them with people outside Worksuite, such as a client or a hiring manager, through a link. You can also share one person's profile the same way. A sharing template controls what the link shows, so outside viewers see only the profile details you choose.

Your workspace may use a different name for Partners, such as Freelancers or Talent.

TABLE OF CONTENTS

Before you start

  • Who can do this: teammates with permission to create lists. Setting up sharing templates needs access to Shared profile templates in Settings, which is usually limited to admins.
  • Sharing templates: every list and every shared profile uses one. If your workspace doesn't have a template yet, set one up first.
  • Lists work separately from groups. To organize your talent pool with groups, see Talent Groups.

Set up a sharing template

  1. Click Settings (the gear icon) at the bottom left of the side menu.
  2. Under Templates, click Shared profile templates.
  3. Click Add new template, or open an existing template to edit it.
  4. Enter a Template name.
  5. Under Include in shared profile, tick the details to show, such as Name, Profile photo, Skills or Rates.
  6. (Optional) Under Content, click Add profile field to show more profile details, or Add custom field to add your own Text or Editable Note.
  7. (Optional) Upload a Logo and a Cover photo (3MB maximum each).
  8. Click Save.

You'll see "Template saved".

Shared profile template form with Include in shared profile options, Content, Logo and Cover photo

Good to know:

  • Use Set as default on the template most people should use. It's selected for you when someone creates a list or shares a profile.
  • Anyone who has the sharing link can edit an Editable Note, so don't put private information in it.
  • The default template can't be deleted.
Important: Deleting a sharing template switches every shared list and profile that uses it to the default template. Anything entered in that template's custom fields is lost.

Create a list

  1. In the side menu, open Index (your workspace may use a different name) and click Lists. It's in the same section as All Partners.
  2. Click Add list.
  3. Enter a Name.
  4. Under Choose a Partner sharing template, check the template. Your default template is selected for you.
  5. Click Create.

You'll see "New list has been created." and the list opens. You're added as a list admin.

To add more details before you save, click More options... instead of Create in step 5. There you can add a List logo, a Cover photo and List admins. Turn on Advanced properties to add a description, location, email address, mobile phone number, website and up to two List managers, chosen from your talent pool. Then click Save.

List admins have full access to the list. They can see, add and remove talent, as well as other admins.

You can't change a list's sharing template after you create it. To use a different template, create a new list.

Add talent to a list

From the list itself:

  1. Open the list.
  2. Open the actions menu next to Share and click Add to list....
  3. Under Select partner, search for and select the talent, then click Add.

From All Partners:

  1. Go to All Partners and select one or more people.
  2. Click Add to list.
  3. In Choose list, select the list and click Add.

You'll see a message that the partners have been added to the list.

From a workflow: open the workflow, find the person in its list of talent, and choose Add to list from their actions.

Add talent from a list to a job opening

  1. Open the list and select the people you want, or open one person's actions.
  2. Click Add to job opening.
  3. In Choose job opening, select the job opening and click Confirm & add.

You'll see a message that they've been added to the job opening. For more on job openings, see Creating an Opportunity (Job Opening).

Share a list

  1. Open the list and click Share.
  2. In Share this list, click Start sharing.
  3. Click Copy link and send the link to the people who should see the list.

You'll see "Shared list link copied."

Anyone with the link can open the list without logging in. They see the talent on it, showing only the details in the list's sharing template. Changes you make to the list show on the shared view.

To stop sharing, open the list, click Share, then click Stop sharing. You'll see "This list is no longer shared." and the old link stops working. If you share the list again, you get a new link.

Share one profile

  1. Go to All Partners and open the person's profile.
  2. Open the profile's actions menu and click Share profile.
  3. In Share this profile, choose a sharing template. If your workspace has only one, it's used automatically.
  4. (Optional) Click Preview to check what the recipient will see. If the template has custom fields, the button is Preview and edit, and you can fill them in.
  5. Click Generate new link, then click Copy.

You'll see "Shared profile link copied."

Share this profile window with the template list, Generate new link and Preview

If you've shared the profile before, the window shows the earlier link. Click Copy to reuse it, or generate a new one. Share profile isn't offered inside a list, so open the profile from All Partners.

Manage your lists

On the Lists page, search your lists and sort them by Alphabetical, Newest or Most Partners. Switch between Current and Archived to see archived lists.

In a list's actions menu (next to Share) you can:

  • Edit list: change the name, logo, admins and other details.
  • Duplicate: copy the list with its talent, admins and settings. The copy opens for editing.
  • Archive list: move the list to Archived. Open it there and click Unarchive list to restore it.
  • Delete list: delete the list. The talent on it stay in your workspace.
Important: To take someone off a list, select them and click Remove from list. Delete profile permanently deletes the person's whole profile from your workspace, not only from the list, and can't be undone.

Troubleshooting

"Partner sharing template is mandatory" when creating a list No sharing template is selected, or your workspace doesn't have one. Choose a template, or ask an admin to set one up.

I don't see Add list or Shared profile templates Your role doesn't include these permissions. Ask an admin in your workspace to check your role.

Support/Resources

Still have questions about lists and shared profiles? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.