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SmartRecruiters

Hiring team roles

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Included in:
  • SmartStart
  • SmartRecruit

 

Kindly note that this article only applies to SmartStart users and SmartRecruit users who do not have any Custom Hiring Role setup.

Hiring roles

When someone adds a user to a hiring team, they assign the user a hiring team role that determines:

  • the user's level of access to certain information about the job and candidates on that job, and
  • the actions the user can take on the job or candidate, such as extending an offer or editing the job’s details. 

For additional flexibility, the SmartGlobal add-on allows admins to create a Custom Hiring Role with a custom name.

Hiring team roles are separate from user roles. Anyone with a user role of Extended or Administrator always has full access to all jobs and candidates, and can perform all actions on those jobs and candidates, regardless of the hiring team role assigned to them for a particular job.

Default Hiring roles

SmartRecruiters has five default roles, which determine (and limit) the candidate information that each team member can see, and the actions that each member can take during the hiring process.

Type Access and Permissions
Executive Executive users have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. However, Basic or Employee users who are assigned Executive roles can't edit the job, purchase assessments, or spend in the store.
Hiring Manager Hiring Managers also have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. Basic or Employee users who are assigned Hiring Manager roles can't edit the job, purchase assessments, or spend in the store.
Recruiter Recruiters also have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. Basic or Employee users who are assigned Recruiter roles can't edit the job, purchase assessments, or spend in the store.
Coordinator Coordinators have full access to the jobs they've been assigned to, but have limited access to candidates who apply to that job. They can't advance candidates through the hiring process, extend offers, or reject.
Interviewer An Interviewer has the most limited level of access. They're just able to view candidates' profiles and resumes, and rate and compare candidates.

Why hiring roles?

Essentially, the different hiring team roles exist to help companies manage their Standard and Basic and give them different levels of access and permissions on each job for which they're part of the hiring team.

These users fall into four groups:

  • Standard users with a Hiring Manager, Recruiter, Executive, or custom hiring role have full access to the job and all its candidates.
  • Standard or Basic users with an Interviewer role (Standard Interviewers) have limited access to the job and its candidates.
  • Standard users with a Coordinator role (Standard Coordinators) have full access to the job, but limited access to its candidates.
  • Basic users with a Hiring Manager, Recruiter, Executive, or custom hiring role (Other Basic users) have limited access to the job, but full access to its candidates.

Basic Job actions by role

The table below lists the allowed actions for Standard and Basic users (on all SmartRecruiters Editions) according to their assigned hiring role on a job. Admins and Extended users have unlimited access to all jobs and can take any of these actions on any job.

    1.  
    2. Standard and Basic
    1.  
    2. Standard only
    1.  
    2. neither Standard nor Basic
    2. Exec
    3. Recr
    4. HM
    5. Custom
    6. Coord
    7. Int
    1. Edit job ad
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Unpublish job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Cancel job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Delete job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Advertise job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Share job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Make referral to job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit job status
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View Sourcing info
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View candidate list
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Compare candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View job activity
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Vew job ad
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Internal Notes
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Public job fields
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit scorecard
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  

Advanced Job actions by role 

Requires:
  • SmartRecruit

The table below lists additional permissions given to Standard and Basic users in SmartRecruit accounts, according to their assigned hiring role on a job. As with Basic actions, Admins and Extended users on these Editions have unlimited access to all jobs and can take any of these actions on any job.

    1.  
    2. Standard and Basic
    1.  
    2. Standard only
    1.  
    2. neither Standard nor Basic
    2. Exec
    3. Recr
    4. HM
    5. Custom
    6. Coord
    7. Int
    1. Duplicate job ad
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Create tracking URL
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send job to Agency
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See approval details
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  

Candidate actions by role

The table below lists the allowed actions for Standard and Basic users on all SmartRecuiters Editions according to their assigned hiring role on a job. Admins and Extended users have unlimited access to all candidates (except for deleting) and can take any of these actions on any candidate.

    1.  
    2. Standard and Basic
    1.  
    2. Standard only
    1.  
    2. neither Standard nor Basic
    2. Exec
    3. Recr
    4. HM
    5. Custom
    6. Coord
    7. Int
    1. Edit contact info
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit experience/education
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See screening question answers
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See messages
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send messages
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See ratings and reviews
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Reject candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Schedule interview
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See notes
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See offer details
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send offer
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Hire candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Reassign candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Mark as Withdrawn
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Delete
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Hiring Process sub-steps
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit source
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add/remove attachments
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See multiple applications
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send assessments
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See assessment results
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Access custom fields
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add/edit tags
    2.  
    3.  
    4.  
    5.  
    6.  
    7.