Docutracker FAQ for Recruiters

Ghosting often happens not because candidates aren't interested, but because recruiters follow up too early (annoying) or too late (after they've accepted elsewhere). Docutracker tells you the exact moment a candidate opens the offer letter, how many minutes they spent reviewing it, and which sections — comp, benefits, equity — they lingered on. You can follow up while the conversation is still warm, not three days after the signal passed.

You can track any document you send to candidates: offer letters, benefits breakdowns, equity packages, employment agreements, NDAs, onboarding packets, role charters, and compensation band explainers. PDFs and PowerPoints up to 50 MB are supported. Each document gets its own trackable link with separate analytics.

No. Candidates click your share link and the document opens directly in their browser — no login, no app download, no friction. You can optionally require them to enter their email address before viewing (which verifies their identity), but there's no signup barrier between them and your offer.

Yes. Docutracker tracks time spent per page, so if your offer letter is a multi-page PDF, you'll see exactly how many minutes a candidate spent on salary details vs. equity vs. PTO policy vs. start date. A candidate who spent 6 minutes on the equity section and immediately came back for a second read is likely comparing vesting schedules — that's your cue to address equity in the follow-up call.

Yes. Expiring links are one of the most useful features for recruiters. Set an expiration date matching your offer deadline, and the link becomes inactive once the window closes. This prevents candidates from accessing outdated offer terms after a rescind or revision, and creates natural urgency around the decision timeline without an awkward email.

Yes. If a candidate forwards the offer link to a spouse, family member, or current manager, Docutracker captures a new viewer session for each unique opener. You'll see multiple views from different devices or locations — a strong signal that the candidate is seriously weighing the offer and gathering input. That's when a personal call from the hiring manager can make the difference.

The instant a candidate opens your offer link, you receive an email notification. You get separate alerts for first open, any download attempt, and document completion. Each notification fires once per event per candidate — so you won't get spammed if they reopen multiple times, but you'll have a full timeline in your dashboard showing every session.

Yes. For confidential senior or executive searches, you can set a password on the share link and share it separately via a different channel (e.g., the link by email, the password by phone or text). The password is never embedded in the URL and is stored encrypted on our end. This prevents documents from being opened by anyone who intercepts the link.

Yes. Your Docutracker dashboard shows all documents sorted by recent activity. Each offer letter or candidate document has its own link, so engagement from Candidate A and Candidate B never mixes. You can monitor your entire active req pipeline at a glance and prioritize follow-up based on who's actively re-reading their offer and who hasn't opened it yet.

Native ATS integrations are not available yet. Docutracker share links are plain URLs, so you can paste them into any ATS, CRM, or email client. Many recruiters copy the Docutracker link into the candidate record in their ATS and log key engagement events manually as notes — especially after seeing multiple opens or a forwarded document.

Yes. Replace a PDF attachment with a Docutracker link in any email template — offer extension emails, follow-up nudges, or onboarding document emails. The link works in Gmail, Outlook, and any ATS automated email. Because you're sending a URL instead of a file attachment, emails are also less likely to trigger spam filters.

Yes. The Free plan gives you 5 document uploads per month with unlimited tracking and real-time notifications — no credit card required. If you're a solo recruiter or just want to test it on a few active offers, the Free plan is a solid starting point. Most recruiting teams upgrade to Pro ($10/month) or Business ($49/month) once they see the improvement in offer acceptance rates.

The Business plan supports multiple seats — 4 on monthly billing and 6 on annual. Each recruiter gets their own login and their own document library, so offer analytics are scoped to each person's candidates. If your TA team is larger than 6, additional seats can be added at $15 or $10/user/month depending on your billing cycle.

Your account and all historical analytics remain accessible even after downgrading. You won't lose the engagement history on past offers or any viewer contact data you've captured. Paid features like password protection and auto-expiring links will be removed on the Free plan, but existing analytics are always preserved.

Yes. All uploaded documents are stored in encrypted cloud storage and are only accessible via secure, authenticated URLs. Docutracker does not read, index, or analyze the content of your documents — we only track interaction metadata (who opened it, when, how long). Your candidates' compensation details are never exposed to Docutracker staff or any third party.

Docutracker uses a combination of browser signals and a secure session token to recognize when the same person reopens a document. If you've required email verification, the identity is tied to the verified address. This means a candidate who opens the offer Monday and revisits Friday is counted as the same viewer — giving you an accurate re-engagement timeline rather than inflated view counts.

Docutracker does not display a tracking disclosure banner to viewers — the experience is a clean, professional document viewer. As the sender, you should be aware of applicable privacy regulations in your jurisdiction (such as GDPR in the EU) and ensure your candidate communications or privacy policy address how engagement data is collected. Most recruiters mention document analytics as part of their standard communication practices.