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Some clients want more than a shortlist to approve. A hiring manager who runs a weekly status call wants to know who is at interview, who was rejected, and who is new since last week. For such engagements a portal can follow the live pipeline: every candidate on the job, at their real stage, updated the moment you move them.
You cannot switch a portal to the live pipeline from the job any more. The job’s Client portal tab only creates hand-picked portals. This page is for portals that were already set up as live portals. They keep working exactly as before.

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A day with a live portal

Laura is an executive search consultant in Munich. For a long-running search she set up a live portal last quarter. The client’s hiring manager opens the link before each Monday call and sees who is at interview and who is new. Laura no longer sends a status table every Friday. This week the client asks to see only the three people Laura thinks are ready. She wants to stop sharing everyone.
1

Laura opens the job's Client portal tab

Under Candidates she sees one line: “This portal adds candidates automatically from:” followed by the stages that feed it, and a button Switch to manual.
Client portal tab with the Candidates list; a live portal adds the line with Switch to manual

The Client portal tab. A live portal shows the stages that feed it and Switch to manual under Candidates.

2

She clicks Switch to manual

The portal stops following the pipeline. Everything else stays: the link, the invited contacts, the files and the conversation. Only that one setting changes.
3

She adds the three people with Add

From then on the portal is a hand-picked shortlist. She adds the people she wants, checks the list under Candidates and uses Preview to see what the client sees.
What Laura gets: the client moves from “follow everything” to “decide on these three” in two clicks, without a new link.

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What stays the same for a live portal

  • The stages it follows, the fields it shows and whether the client sees your stage names were set when the portal was created. They are not editable from the job any more, and they stay as stored.
  • Your notes, conversations, tasks and internal files stay inside Yena. The portal only carries what its stored settings allow, for the candidates in the stages it follows.
  • Hide candidate names, Allow CV downloads and Allow client feedback work as on any other portal. See Portal settings and branding.
One portal, one job. If a client has three open roles with you, give each role its own portal. Feedback stays clean, and you can keep one role live while another one stays hand-picked.