Quick answer: For HR documents, upload to Share Large Video Files and set Who can open the link to Only emails or domains I list with the candidate's address: they confirm a 6-digit code before anything opens, and a forwarded link is refused. Limit devices and downloads, add a password for salary and ID documents, and collect CVs and onboarding documents with a Request files link. Transfers are encrypted in transit (HTTPS), not end to end, and are deleted when they expire.
Files HR teams and recruiters send, and how big they get
| File | Format | Typical size |
|---|---|---|
| Offer letter or contract | PDF, DOCX | under 5 MB |
| CV with portfolio | 1 to 50 MB | |
| Scanned ID, certificates and references | PDF, JPG | 2 to 30 MB per person |
| Video interview or assessment recording, 45 minutes | MP4 | 300 MB to 2 GB |
| Onboarding pack (handbook, policies, training videos) | PDF, MP4 in a folder | 200 MB to 5 GB |
Can it go by email or chat?
Can you send a recorded video interview (about 800 MB) as an attachment?
| App | Limit | Fits? |
|---|---|---|
| Gmail | 25 MB per email | No, send a link |
| Outlook.com | 20 to 25 MB per email | No, send a link |
| WhatsApp (document) | 2 GB per file | Yes |
| Telegram | 2 GB per file | Yes |
| Facebook Messenger | 100 MB per file | No, send a link |
| Discord (free) | 20 MB per file | No, send a link |
| Slack | 1 GB per file | Yes |
| WeTransfer (free) | 3 GB per transfer | Yes |
| Share Large Video Files | 20 GB per transfer | Send the link anywhere |
Limits from our file size limits by app table, checked against each service's help pages.
A workflow that works
- Offer letters: upload the letter, open More options and set Who can open the link to Only emails or domains I list with the candidate's email. Limit Devices per person to 2.
- For acceptance on record, tick Require an NDA before download with your acceptance wording: the candidate types their name and you both get a PDF certificate.
- Tick Email me when it's downloaded, then send the link.
- Collecting documents: create a Request files link per role or per new joiner. Candidates upload CVs, certificates and ID copies from any phone, without an account. Start from a template, tick the documents you need, set a due date, and approve each file or ask for it again.
- Policies for everyone: send one transfer with personal links so you can see who has not opened it yet, and remind only them.
Recommended options
| Option (under More options) | Setting | Why |
|---|---|---|
| Who can open the link | Only emails or domains I list | A forwarded offer letter does not open for anyone else |
| Devices per person | 2 | One person's access is not passed around |
| Password | On for salary and ID documents | A second factor, given by phone or chat |
| Require an NDA before download | On for offers that need acceptance | A typed signature and a PDF certificate |
| View only (no downloads) | On for internal policies | Read in the browser with a watermark, not saved |
| Automatic rules: delete once everyone has downloaded | On | Copies do not stay on the server longer than needed |
Open the upload page with the “Candidate documents” settings on: only the emails you list below can open it (they confirm with a code), on at most 2 devices, 3 downloads each. Add the candidate's email to the list. You can change anything before sending, then press Save current next to Preset to keep your own version for every candidate.
Sharing the work across the HR team
Create a team so colleagues work on the same transfers and file requests, each with a role: Admin (members, rules and branding), Editor (manages everyone's transfers and requests), Uploader (sends and manages their own), Reviewer (can't send; reviews documents that arrive through the team's requests) and Viewer (sees transfers and activity only). A hiring manager who only checks incoming documents can be a Reviewer.
A record of who opened what
Each transfer logs opens, previews and downloads with the person's confirmed email, the time and the device. Export the log as CSV or PDF from the transfer's stats page when you need it for a personnel file. A team workspace lets HR colleagues share transfers and contact groups, so a new joiner's documents are not stuck in one person's account. See download tracking.
What this does and does not provide
Share Large Video Files is a transfer service, not an HR system: links expire and files are deleted, so keep the official copy in your HR software. Transfers are encrypted in transit (HTTPS) but not end to end, and we make no certification or compliance claims. Follow your own data-protection rules on what may be shared and for how long. See security.
Frequently asked questions
Can I make sure only the candidate opens the offer letter?
Yes. Choose Only emails or domains I list and add their address; they confirm a 6-digit code before it opens, and the link is refused for anyone else.
Can candidates upload documents to me without an account?
Yes. Send a Request files link; they upload from any phone or computer.
Do I get a record of when it was opened?
Yes. Every open and download is logged with time and device, and can be exported as CSV or PDF.
Can the files be deleted once they have been received?
Yes. Tick Delete the files once every recipient has downloaded them under Automatic rules, or delete the transfer from your Transfers page.
Is Share Large Video Files GDPR certified?
We make no certification claims. Read the privacy policy and security page, and decide with your data-protection lead whether it suits your documents.
Ready to send?
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Send with Candidate documents settings