Talentloom user guide
Everything you need to find a role, run a clear hiring process, or follow how people feel over time with Pulse — explained step by step.
- Select Sign in and enter your email, or continue with Google. We email you a code to confirm it's you — there is no password. If the email is new, your account is created on the spot.
- Hiring? Select Create organisation on the home page. After your account is created you name your organisation and become its owner.
- Invited to a team? Open the link in your invitation and sign in with the email it was sent to. You join that organisation directly.
- After signing in you land where you belong: the organisation you last used, if you're in one; otherwise your Pulse surveys, if you have any; otherwise the job board to explore open roles. Brand-new accounts are first asked whether they're a recruiter or a candidate.
- You don't need an organisation to use Pulse surveys. Without one, the menu shows only Pulse surveys and Settings, plus a link to create an organisation when you want one.
- Select Explore open roles to browse public positions. Search by title, department, or company, filter by organisation, and sort the results.
- Open a position to read its description, dates, and hiring manager, then select Apply for this position.
- Submit an application with your contact details and optional CV or cover letter. You can apply without an account.
- Sign in to connect your past applications (matched by email) and follow the stage of each one in My applications.
- When signed in, rate positions on the job board, sort by your ratings, and discard the ones you're not interested in.
- Use My documents to upload, label, rename, download, or delete reusable CVs and cover letters.
- Set up in three short steps: choose Recruiter, name your organisation, then bring in data — start with sample data, import candidates from CSV, or skip and start empty.
- Create Positions with a department, hiring manager, status, start date, application deadline, a link, public description, internal notes, and attachments.
- Use the Candidate flow board to filter candidates by position or source, add candidates, and move them through Applied, Screen, Interview, Offer, Hired, and Rejected.
- Open a candidate to edit their contact details, position, source, stage, rating, notes, and resume link. Upload or replace a CV and cover letter, review stage history, or delete the record when your title allows it.
- Use Candidates to search everyone in the organisation by name, email, or position.
- Review Analytics for open positions, candidate totals, hires, conversion, flow stages, source mix, and average time in stage.
- Use Export to download candidate or position CSVs, and Import to preview, map, and upload candidate CSV data. Download the import template for the supported columns.
- Candidates, positions and the candidate flow live inside an organisation. You can belong to several: switch between them, or create another, from the organisation menu at the top right.
- The People page lists everyone in the organisation: name, email, when they joined, their title and teams, their skills and who they're learning with. Search finds people by name, email, skill or level. On a phone each person shows as a card.
- To bring someone in, enter their email and a title on the People page. Someone who already has an account is added straight away; anyone else gets an invitation email that only they can use, once. Or create an invite link anyone can use — it never grants Owner, and grants Admin only when an owner makes it. Invites expire after 7 days; you can email one again, copy its link, or revoke it.
- Every member has a title — Owner, Admin, Member, or one you define. Under Settings → Titles & permissions you decide exactly what each title can do: view, edit and delete candidates and positions, invite, edit and remove people, import, export, rename the organisation, and more.
- You can always edit your own name and skills. Editing other people — their names, titles, skills and teams — needs a title that may change titles; only owners can make Owners and Admins. Anyone can leave an organisation, and an organisation always keeps at least one person who can manage titles.
- An owner can delete the organisation by typing its name to confirm. This permanently removes its candidates, positions, history, organisation surveys, teams and invites. Members keep their accounts and their other organisations.
- The Teams page in the side menu shows the organisation's teams and who is in each. A person can be in several teams; people in no team are listed at the bottom.
- People whose title may change titles create a team with a name and an optional description, rename or describe it right on its card, add people with + Add person, take them out with ×, or delete the team. Its people stay in the organisation.
- On the People page, each person's teams show under their title, with + Team and × to change them.
- Each team card lists the skills in the team — see Skills in teams.
- Teams of teams, below the teams, put several teams together — for example a product area. Name one, pick its teams and select Create; add or remove teams on its card later. A team can be in many teams of teams, but a team of teams holds only teams. Each card shows how many people it has and the skills they share, and Skill development can show a team of teams as one.
- Teams can place themselves on the Org topology map on the Skills page.
- Everyone in the organisation can see the teams; only titles that may change titles can change them. Leaving the organisation takes a person out of its teams.
- List your skills in Settings → Profile: type a skill and press Enter, or paste a comma-separated list, then Save profile. Remove one with × or Backspace.
- Each organisation keeps its own skills and levels for you, so if you're in several, you set your skills separately in each — Settings shows the organisation you have selected; switch organisations at the top right. (Connected organisations share one list.) People who may change titles there can also edit your skills on the People and Skills pages.
- Each skill can have a level, picked on its chip. By default there are four: Novice, Basic, Advanced and Master; a new skill starts with no level.
- Skills are coloured by level everywhere, from yellow for the lowest to pink for the highest — with the default four, Novice yellow, Basic mint, Advanced lavender and Master pink — and grey without a level.
- Anyone who can rename the organisation can choose how many levels it uses — from 2 to 7 — and what they're called under Settings → Skill levels, for example in Finnish, or reset them. If the organisation lowers the number of levels, anyone above it shows at the highest level until it's raised again.
- As you type a new skill, a list shows the organisation's existing skills that match — those starting with what you typed first, then the most common — with how many people have each. Pick one with the arrow keys and Enter, or click it; Escape closes the list.
- Typing an existing skill in different letters, such as react when React exists, uses the existing spelling, so one skill isn't written two ways.
- The Skills page in the side menu has a card for every skill in the organisation, with who has it and at what level, most widely held first. Search finds both skills and people. The page has three tabs — Skills, Development and the Org topology map — and opens on the one you used last.
- Add a skill to someone with Add a skill at the top, or + Add person on a skill's card. Change a level or remove a skill right on the card. People who may change titles can also add a skill nobody has yet — choose Nobody yet as the person — for example a skill the organisation wants people to learn. It gets a card of its own, and an empty card can be removed with its bin icon. The star on a card marks a skill strategic — one the organisation wants to build up. Strategic skills come first with a badge, the Strategic only filter shows just them, Development has a quick Strategic skills choice, and Teams stars them.
- Drag a name onto another in the same card to have them learn that skill together.
- The Development tab on the Skills page charts how skill levels have changed over time. Look at it by skill — All skills for one line over every skill, any number of skills ticked for a line each, or the quick Strategic skills choice — by person, or by team, where you can also pick a team of teams to see its teams' people together.
- Choose a time frame: 30 days, a calendar Quarter, 12 months, All time, or Custom dates. The latest changes are listed below the chart; Show all changes opens the whole history. Changes are recorded from 5 November 2026 on.
- It's Cumulative by default: levels add up into level points (Novice 1, Basic 2, …), so the total grows as people learn and as new people gain a level. Average shows the average level of those who have one — then a person's view has a line per skill. Average (everyone) divides by everyone in the organisation or team, counting people without the skill or a level as 0.
- Learning engagement under the chart shows who in the view is actively learning: a level of theirs rose to a higher one in the time frame, or they're in a Learning with group. A skill's first level is an assessment, not learning, so it doesn't count. For each person it lists the skills they levelled up — together with others (in a skill they learn in a group) or on their own — and what they're learning with others. Those not yet engaged are listed too, with any first levels they've set.
- How is this calculated? under the chart explains every number. Your choices — view, skills, time frame and measure — are remembered in your browser for each organisation.
- At the top of the Skills page, people who may change titles see skills that look like one thing written differently. It recognises other spellings and punctuation (Project-management), singular and plural (Workshop / Workshops), the same word in another form (Ratsastaminen / Ratsastus, Mentoring / Mentorointi), small typos, abbreviations (PM / Project management) and .js variants. It doesn't know synonyms or translations.
- Choose the name to Keep — the most common by default — and select Merge. Everyone who has any of them gets the kept name once, at the highest level they had, and their learning groups move along. Only this organisation's skills change.
- Not the same hides a suggestion. It's remembered in your browser only.
- To merge skills the suggestions don't catch — synonyms or translations such as Mentoring and Ohjaus — select Merge skills…, pick two or more skills, choose which name to keep or type Another name…, and confirm.
- The Org topology map tab on the Skills page is where teams place themselves by the scope of their skills mandate (functional to expanding) and of their work mandate (tasks to whole solution). Pick a team, choose Where we are or Where we're heading, then drag the team from the list onto the map or click any spot on it; drag a dot to move it. A dot can sit anywhere within its square, and an arrow joins where the team is to where it's heading. A team's members can place it, and so can anyone who may change titles. It's based on the Org Topologies™ model (orgtopologies.com).
- Each card on the Teams page lists every skill its members have, most widely held first, with how many have it. The colour is the best level in the team; point at a skill to see who has it and at what level.
- Organisations can be connected so they share their skill list, skill level names and people's skills: someone in several connected organisations has one list of skills and levels for all of them. Each organisation still sees only its own people, and teams and learning groups stay separate.
- An owner or admin opens Settings → Connected organisations and selects Create a connection code. An owner or admin of the other organisation enters it under Connect with a code. A code works once, for 7 days.
- On connecting, the skill lists are combined and the level names of the organisation that made the code are used. Someone in both keeps every skill from both, at the higher level.
- An owner or admin can disconnect their organisation. It keeps a copy of the shared skill list, level names and its people's skills, and from then on they're separate again.
- On the Skills page, drag a name onto another name in the same skill card. The two form a Learning with group, listed at the bottom of the card and numbered next to their names. Drop someone on a person already in a group and they join that group.
- On a phone, or without a mouse, tap one name and then the other. Tap the same name again to cancel.
- The Learning with column on the People page shows each person's groups. Learn with… picks one of their skills and someone else who has it; × takes them out of a group.
- A person is in one learning group per skill, but can learn different skills with different people. Moving someone to another group takes them out of the old one. Anyone in the organisation can arrange the groups.
- A group left with one person disappears, and a person leaves a group when the skill is removed from them or they leave the organisation.
Pulse asks the same people the same questions again and again, so you can see what moved. Open Pulse surveys in the menu, or read the overview on the Pulse page.
Create a survey
- Select New survey and give it a title and description. Choose the type: a survey people answer themselves, or a structured interview you fill in while talking to someone.
- Choose who owns it: just you, all organisations you're a member of, selected organisations, or other people you invite by email as co-owners. Owners can see and edit the survey.
- Choose how people answer: anyone with the link, invited people only, or both.
- Turn on Share with my organisation to add every member of the organisation you currently have open as an invited person. They find the survey under Waiting for your answer, and are emailed when you start a round.
Questions and measured things
- Add questions in the Questions tab. Types: rating 1–5, rating 1–5 with a reason, multiple choice (one or many), free text, and yes / no. Mark a question required, reorder, or delete it.
- Give a statement a measured thing — for example "Wellbeing" — to group it with the other statements that measure the same thing. Results then show one average per measured thing as well as each statement.
- Use Import statements to paste many at once, one per line. Write the measured thing first to group them, like Wellbeing; I feel rested at work. Two columns copied from a spreadsheet work too.
- Questions are locked while a round is open, so everyone in a round answers the same thing. Close the round to edit; changes apply from the next round. Keep wording stable so rounds stay comparable — deleting a question also deletes its earlier answers.
Rounds and inviting people
- In Rounds & sharing, start a round — optionally with a closing date. Starting a new round closes the current one. You can also close or reopen a round by hand.
- Copy public link gives a link for the open round that anyone can answer. These answers are anonymous and can't be followed from round to round.
- In Invited people, add people one per line as "Name, email" or just an email. Each gets a personal link that stays the same for every round, which is what lets Pulse follow their answers over time. An email already on the list is skipped.
- When you start a round, Pulse emails each invited person their personal link — switch this off before starting if you'd rather send the links yourself. While a round is open, Email a reminder in Invited people emails only those who haven't answered yet.
- Invited people with a Talentloom account also see open rounds under Waiting for your answer on their Pulse surveys page.
Answering
- Open the link, answer, and select Send answers. No account is needed. Each personal link can answer a round once.
- From the second round on, people answering through their personal link see their own earlier answers under each question, newest first, with a small trend for ratings. Turn this off per survey with Show people their previous answers in the survey's Settings.
Results
- The Results tab shows every round side by side for each question — averages for ratings, share of yes, counts per option, and the written answers — with the change since the previous round.
- Measured things shows the average rating across each group's statements per round.
- How each person moved compares each invited person's average rating between the last two rounds. Your own row is marked You; everyone else is shown as Person 1, Person 2, and so on, without names or emails.
- If the survey is shared with organisations, filter results to one of them. The filter counts invited people who are members of that organisation; public-link answers can't be tied to an organisation and are left out.
- Export CSV downloads every answer, one row per answer, with round, time, question, measured thing, answer and reason. It opens directly in Excel.
Structured interviews
- For an interview-type survey, add people in Interviewees, start a round, then use Run interview to pick a person and record their answers yourself. Results compare rounds the same way.
Managing a survey
- The survey's Settings tab changes its title, description, owners, and how people answer.
- Duplicate survey copies the settings, owners and questions into a new survey. Rounds, answers and invited people are not copied.
- Delete survey removes it with all its answers. If you created a survey for organisations and have since left all of them, only a member who can manage titles in one of those organisations can delete it.
Who sees what
- Only the survey's owners and the owners and admins of its organisations see the list of invited people and their personal links.
- Other members who can open the survey see results without names, and only their own details in an export.
- Earlier answers are shown only to the person who gave them, through their own personal link.
- Pulse is free, and personal surveys work without an organisation.
- In Settings, update your name and skills for the organisation you have selected. Settings is available even before you have an organisation.
- The Organisation panel is where you rename the organisation, choose and name the skill levels, set titles and permissions, connect organisations, and delete the organisation. People, invites and teams are managed on their own pages — see Organisations & people and Teams.
- Clear sample candidates and positions without affecting your own data.
- LinkedIn, Indeed, and ATS connections are marked Coming soon; CSV import is available now.
- Sign out is always in the top-right corner.
- The public job board, apply pages, and survey links work without sign-in. Recruiter tools need an organisation; application history needs an account.
- Candidate flow drag-and-drop is designed for desktop. On touch devices, use the stage selector on the candidate record.
- Candidate files accept PDF, DOC, and DOCX up to 10 MB. Secure file links expire after one hour.
- Each organisation's data is kept separate and protected by row-level security.
- When a new version of Talentloom is published, a bar at the bottom offers Reload — it never reloads by itself, so nothing you're typing is lost. If a page can't load right after an update, it retries on its own.
- Pages with tabs, such as Skills and Admin, open on the tab you used last in this browser.