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SmartRecruiters

Custom Hiring Team Roles

Requires:
  • SmartRecruit
  • +
  • SmartGlobal

 

Custom Hiring Team roles to allow Admins to precisely configure the access and actions allowed for each default hiring role, and create/configure up to 5 new custom roles.

  • Configure default roles: Modify the set of permissions available to each default role
  • Additional Roles: Create up to 5 custom roles, and configure the permissions for each role independently

CustomHiringTeamRoles.png

Before we dive into the process of configuration, let's examine how SmartRecruiters defines permissions:

  • Actions for each role
  • Access levels for each action

Actions

Each custom and default hiring team role's permissions is defined as a list of actions they can or cannot perform in relation to the job or candidates on the job.

For example, job actions include:

  • Publishing/unpublishing/cancelling a job
  • Editing the job's status manually (without moving the candidate forward or back in the process.

When added to a job's hiring team and assigned a role, the user is assigned the role's list of allowable actions for that job and any candidate applications to that job. 

Access levels

Each role is assigned an access level for each action. The access level determines exactly what a user who is assigned that role can do in relation to that action.

Some actions have three levels:

Write User can see and modify information
Read User can see but not modify information
None User cannot see or modify information.

Others have only two:

Yes User can perform this action
No User cannot perform this action

Job actions

The following sections specify configurable actions related to a job, the access levels available for each action, and any dependencies between them, i.e., which levels/actions must be assigned together. 

Job Ad Tab 

Controls access to the Job Ad tab on the job.

Write Can see all job ads, duplicate, edit and create custom sources
Read Can only see list of job ads, cannot take actions

Hiring Team

Controls access to list of hiring team members in Hiring Process tab of the job.

Write Can add new hiring team roles and edit existing hiring team's roles
Read Can see hiring team but cannot take any actions
None Cannot see hiring team

Public Job Details

Controls access to list of hiring team members in Job Details tab of the job.

Write Can see and edit public job details
Read Can see public job details
None Cannot see public job details

Scorecard

Controls access to the scorecard in Hiring Process tab of the job.

Write Can edit scorecard
Read Can see scorecard
None Cannot edit scorecard but can see criteria

Job Status

Controls ability to manually change job status.

Yes User can manually change job status
No User cannot change job status.

Publish / Unpublish / Cancel

Controls ability to publish, unpublish, or cancel a job.

Yes Can publish, unpublish or cancel job. User must have ability to create job.
No User cannot see or modify information.

Internal Job Details

Controls access to Internal Job Details and Attachments section in the Job Details tab on the job.

Write Can see and edit internal job details and add attachments
Read Can see internal job details and see attachments 
None Cannot see internal job details or attachments

Sourcing Tab

Controls access to sourcing tab on job's profile.

Yes User can access sourcing tab
No User cannot access sourcing tab

Positions

Controls access to the headcount/positions section under the Job Details tab on the job.

Write Can add, edit and remove a position and can see all approval details
Read Can see the list of positions but cannot take any actions
None Cannot see the list of positions

Internal Notes

Controls access to Internal Internal Notes section under the Job Details tab on the job.

Write Can see and write internal notes
Read Can see internal notes 
None Cannot see internal notes

Add Candidate

Controls access to Activity tab on job's profile.

Yes Can add a candidate to the job
No Cannot add a candidate to the job

Activity Tab

Controls access to Activity tab on job's profile.

Yes User can access Activity tab
No User cannot access Activity tab

Candidate actions

Here's a list of all the configurable actions related to a candidate, the access levels available for each action, and any dependencies between them, i.e., which levels/actions must be assigned together. 

Application Fields

Controls access to application fields.

Write Can see and edit application fields
Read Can see application fields but cannot edit
None Cannot see application fields

Restricted Application Fields

Controls access to restricted application fields (fields that are marked as "Only users with full access can see it").

Write Can see and edit restricted application fields
Read Can see restricted application fields but cannot edit
None Cannot see restricted application fields

Edit EEO Screening Questions

Controls ability to edit a candidate's EEO screening questions answer in case the applicant did not provide an answer.

Yes Can edit EEO screening questions
No Cannot edit EEO screening questions

​​​​​Consent

Controls ability to request consent and view consent status.

Yes Can request consent and see consent status
No Cannot request consent or see consent status

​​​​​Attachments

Controls ability to view and add attachments to application.

Write Can add/see attachments
Read Can see but not add attachments
None Cannot see or add attachments

​​​​​Notes

Controls ability to write and view notes and comments on the Notes tab.

Write Can write a note and see all entries, can comment all entries
Read Can see all entries, can comment if @mentioned
None Cannot see the notes tab

Hire

Controls access to the Hire form and confirm hiring

Write Can access and edit Hire form, and confirm hiring
Read Can access but not edit Hire form, and cannot confirm hiring
None Cannot access Hire form

Edit Status

Controls ability to edit a candidate's status in the hiring process.

Yes User can change candidate status
No User cannot change candidate status

Cards Down

Controls ability to see reviews that have been made prior to adding one.

Yes User cannot see reviews before adding their own
No User can see reviews

Delete Attachments

Controls ability to delete attachments from application.

Yes Can delete attachments
No Cannot delete attachments

Interviews

Controls access to Interviews tab ability to view, schedule, and edit interviews. Any hiring team member may be invited to an interview, regardless of their access level to Interviews.

Write Can see previous interviews and schedule an interview
Read Can see previous interviews and but cannot schedule an interview
None Cannot see Interviews tab

Offer

Controls access to Offers tab and ability to create/edit/send offers, send/view offer approvals, and view offer information.

Write Can create an offer, send it for approvals, see previous offers and approvals, and send offer to candidate
Read Cannot create an offer or send it for approvals or to candidate, but can see previous offers and approvals
None Cannot see Offer tab or offer-related messages and attachments

​​​​​Reviews

Controls access to the Review tab. 

Write Can see previous reviews and write reviews
Read Can see the reviews tab but cannot write a review
None Cannot see the reviews tab at all

Add/Reactivate/Remove from this job

Controls ability to add or remove candidate from job, or reactivate them.

Yes Can add candidate to job, reactivate candidate on job, or remove candidate from job
No Cannot add candidate to job, reactivate candidate on job, or remove candidate from job

Edit Source

Controls ability to edit application source.

Yes Can edit source of application
No Cannot edit source of application

 

See 'public' screening questions

Controls ability to see the answers to screening questions.

Yes Can see screening questions
No Cannot see screening questions

 

See restricted screening questions

Controls ability to see the answers to screening questions that have been marked as "Only users with full access can see it".

Yes Can see restricted screening questions
No Cannot see restricted screening questions

 

Reject/Mark as withdrawn

Controls ability to reject/mark a candidate as withdrawn and choose/view reason.

Write Can reject/mark as withdrawn and choose a reason
Read Cannot reject/mark as withdrawn but can see the reason
None Cannot see the reason

Tags

Controls access to view and edit tags on application.

Write Can see and add tags
Read Can see but not add tags
None Cannot see or add tags

 

Profile Edit

Controls ability to edit personal, experience, or education information on profile

Yes Can edit personal, experience, or education information
No Cannot edit personal, experience, or education information

 

Other Applications

Can view a candidate's other applications, even if the user is not assigned to those jobs.

Yes Can see all of a candidate's applications
No Can only see candidate's application to a job if member of hiring team on that job.

 

Emails

Controls access to Message tab and ability to send emails to candidate and read emails sent to candidate.

Write Can send emails to candidate and see sent emails in Messages tab.
Read Can see sent emails in Messages tab, but cannot send new emails to candidate.
None Cannot see Messages tab

 

Activity

Controls access to the Activity tab on the application of a candidate .

Yes Can see the activity tab
No Cannot see the activity tab

 

Defer

Controls access to the ability to defer a candidate.

Yes Can defer
No Cannot defer


​​​​​Configure default roles

On the the Configure default roles tab are two tables: Job and Candidate permissions. Each row in the tables is a specific action; each column, a specific default role.

JobPermissionsMatrix.png

CandidatePermissionsMatrix.png

To configure the permissions of a particular default role:

  1. Find the action in the Job Actions or Candidate Actions table.
  2. Hover over the row for an action, and click Edit.EditActions.png​​​​​​
  3. Choose the role's correct level of access for that action from the list, and click Save.ChooseLevel.png

Changes take effect immediately.

Configure additional roles

To create and configure custom hiring team roles:

  1. Click on the Additional Roles tab.
  2. Click Manage additional roles.
  3. Click Add a role.AddCustomHiringRole_Empty.png
  4. Give the role a name, and click Save.NameCustomHiringRole_First.png
  5. In the Job and Candidate Actions tables, go through each action and assign an access level. When you create a new role, SmartRecruiters defaults all of the role's access levels to None.SetPermissions_OneCustomRole.pngMake sure to click Save!
  6. Repeat as needed for both tables.

Admins can add up to five custom roles. Just click Manage additional roles to add another. AddMoreCustomRoles.png

If you've added more than one, you can update each at the same time:

EditMultipleRoles.png

To delete a role, click Manage additional roles, then click the Delete icon for the role.AddNewHiringRole_NotEmpty.pngA few things to keep in mind:

  • Admins cannot deactivate a custom hiring team role if the role is currently being used in an existing approval chain
  • Admins cannot delete a custom role or if there is at least one user assigned that role on a hiring team.
  • There are some interdependencies between actions. SmartRecruiters will resolve these interdependencies as needed. For example, assume an Admin has granted a user Write permissions for Offers, but None permissions for Messages. The user will need to be able to send an offer, so SmartRecruiters will ignore the Messages permission. In the future, we may add deconfliction rules, but this is the current logic.
  • SmartRecruiters will automatically update candidate status based on user actions, even if the user doesn't have the ability to edit status.
  • Our Hiring App will follow the same permissions as the web app.