Limit the number of Admin users because this user type provides unrestricted system access. 

Staffing user 

Assign the Staffing user type to internal recruiters, staffing managers, HR managers, and other users who oversee recruiting activity across multiple jobs. 

Staffing users: 

• Can view and interact with jobs and candidates, even when they are not assigned to the job. 
• Can support hiring managers throughout the recruiting process. 
• Can access certain system settings. 
• Can receive additional permissions for supported recruiting functions. 
• Cannot manage every company setting or perform every administrative action by default. 
• Cannot delete records. 

A Staffing user provides broad operational access without granting full administrative control. 

Standard user 

Assign the Standard user type to hiring managers and other users who generally work only with assigned jobs. 

Standard users: 

• Can manage jobs to which they are assigned. 
• Can interact with candidates associated with their assigned jobs. 
• Cannot access the Recruiting settings available in the Admin area. 
• May have candidate information hidden or redacted when they are not assigned to the associated job. 
• Rely on Admin or Staffing users for higher-level configuration and recruiting administration. 

Important: Capabilities marked Based on permission or Based on assignment depend on the company’s configuration and the user’s assigned responsibilities.   

What are the key differences between Admin and Staffing Users?  

Admin Users  

• Have full system access  
• Can view and manage all data, including sensitive information (such as EEO data)  
• Can delete records and configure system settings  

Staffing Users  

• Have broad operational access but more limitations than Admins  
• Can manage recruiting tasks across jobs (even if not assigned)  
• May have permissions to:  
  • Send offer letters  
  • Initiate background checks  
  • Transfer hires  
  • Approve job or offer workflows   

Roles (Key people managing this job) 

Job-specific roles control what assigned users can do within an individual job and its candidate pool. 

Hiring Manager 

Assign the Hiring Manager role to the person responsible for managing the hiring activity for the job. 

Hiring Managers: 

• Can be assigned regardless of user type. 
• Can view and manage job and candidate information. 
• Receive applicable alerts for assigned jobs and candidates. 
• If Review Requests are sent, the Hiring Managers will pre-populate as recipients.  

Each job must have at least one Hiring Manager. This is the only required role on a job. 

Recruiter 

Assign the Recruiter role to the Admin or Staffing user supporting the recruiting process. 

Recruiters: 

• Must be an Admin or Staffing user. 
• Have the same job and candidate access as a Hiring Manager. 
• Can support recruiting activity without being the primary hiring decision-maker. 

Executive 

Assign the Executive role to stakeholders who need visibility to the job and candidates without managing daily recruiting activity. 

Executives: 

• Can be assigned regardless of user type. 
• Can view the job and its candidates. 
• Do not receive alerts about job or candidate activity. 
• Can monitor hiring progress without being responsible for managing the process. 

Special Permissions 

There are several places where the platform defaults permission to only Administrators, but additional users can be granted rights. 

• Company Settings 
  • Transfer Hire 
    When a candidate is marked Hired, who should have permission to transfer that newly hired person into Onboarding? The options are: 
    • Admins only (default) 
    • All Staffing Users or specific Staffing users 
    • All Standard Users or specific Standard users 
      
  • Background Check Submission 
    When a background check is necessary, who should have permission to initiate the screen to place the order with your background check vendor? The options are: 
    • Admins only (default) 
    • All Staffing Users or specific Staffing users 
    • All Standard Users or specific Standard users 
      
      Note: This option is only available if you have an integrated background check provider. 
  • Modify Job Descriptions 
    Should Standard users be able to modify an open job’s description? 
    • Do Not Allow 
    • Allow (Recommended) 
      
• User Record 
  
  • Job Creation 
    • If a Standard user should have permission to create new jobs, check the Allow to Create Jobs box under Additional Permissions on their user record. 
      Note: This only applicable if your team uses job creation (not job approval). 
  • Bulk Messaging Candidates 
    • Allow a Standard user to bulk email candidates from a job record. 
  • Bulk Edit Candidates 
    • Allow a Standard user to perform bulk actions on candidates, like move them into new hiring stage, bulk inactivate, copy to a new job, cut and paste to a new job, etc. 
  • Careers Website Editor 
    • Allow a Standard user to access and modify your Careers Page settings. 
• Approvals 
  • Job Approval Manager 
    • Admin and Staffing users can be Default Approval Managers when new job requests are submitted. 
       
      Note: This is only applicable if your team uses job approval.  
  • Offer Approval Manager 
    • Admin and Staffing users can be Default Approval Managers when new offer details are submitted. 
       
      Note: This is only applicable if your team uses offer approval. 
  • Offer Letter Creation 
    • Any user type can be granted permission to create and send offer letters to candidates. 
       

Note: While Staffing users and Admins can send offer letters to any candidate, Standard users can only send offer letters to those candidates who applied to jobs that the Standard user is assigned to manage.