Define user types and permissions in Recruiting

Lauren Hastings
2024-05-13T08:38:39Z

This article is for administrators, staffing users, and standard users.

Recruiting user types

These are the primary user types in Recruiting. Each is either licensed or unlicensed:

Admin (Licensed)

This is the administrator for Recruiting and is responsible for the management and configuration of it.

Has full access (unlimited) to Recruiting.

Staffing User (Licensed)

This is usually an internal recruiter, staffing manager, or HR manager.

They work with hiring managers to drive the recruiting process, so they must have access to almost all jobs.

They do not usually manage or configure Recruiting.

Standard User (Unlicensed)

This is usually a hiring manager who is the decision maker during the recruiting process.

They usually manage only the jobs assigned to them.

Staffing Users or Admins handle all higher-level setup and decisions.

Capabilities by user type

Other user roles and permissions

Besides the main user types, some users can also be placed in Different Roles. These roles change how much they can edit the jobs and candidates they are assigned to:

Hiring Managers (Standard or Licensed Users)

Manage a job and the candidates in that job.

Have full viewing rights.

Get alerts for candidates and jobs they are assigned to as users.

Recruiters (Licensed Users Only)

Have the same abilities as hiring managers.

Only licensed users can be placed in the recruiter category.

Admins who are listed as recruiters are automatically added as the recruiter on new jobs.

Executives (Standard or Licensed Users)

Have full viewing privileges for both candidates and the job.

Team Members (Standard or Licensed Users)

Can view and edit candidate profiles.

Do not have access to view budget information.

Candidate profile capabilities for other user roles

Job details capabilities for other user roles

Frequently Asked Questions (FAQ)

Is there a read-only role that allows users to view candidates without making changes or interacting with them?

No, all user types: Standard, Staffing, and Admin, have the ability to interact with candidate records once they're assigned to a job. This includes changing evaluation stages and other interactions.

Can Standard Users be restricted from seeing jobs unless they're specifically assigned to them?

Yes.

Admin or Staffing User can control this visibility by going to Admin > Company Settings > Candidate Hiding > Hide ALL Candidates from Standard Users.

Enabling this setting makes sure Standard Users only see jobs that they're assigned to manage.

All other jobs will be hidden from their view. This can be particularly helpful if you have franchise locations, plants, campuses, etc., that are unique, with entirely unique hiring teams.

When is the Executive role appropriate?

The Executive role is ideal for individuals who want access to job and candidate details but don't need to be involved in daily activities.

They won't receive notifications or alerts as candidates progress, but they can log in at any time to view all job and candidate information.

The role suits stakeholders who prefer to stay informed without active participation.

When should someone be assigned the Team Member role?

This role is best for users who aren't involved in the day-to-day management of a job but might participate in interviews.

Team Members can view job and candidate details, including resumes, applications, and team notes, and provide feedback after interviews.

Like Executives, they won't receive notifications or alerts.

What are the key differences between Admin and Staffing users?

Admin users:

Have full system access.

Can view and manage all data, including sensitive EEO information, and have the ability to delete records.

Staffing users:

Have more limited access, but can still manage many operational tasks, even if they're not assigned to manage a particular job (and its pool of candidates).

Can access specific configuration settings and, depending on permissions granted, might be able to send offer letters, initiate background checks, transfer hires, and act as Approval Managers for workflows like job and offer approvals.