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SmartRecruiters

System Roles

Included in:
  • SmartStart
  • SmartRecruit

 

In SmartRecruiters, someone's system role determines their permissions across the platform, including:

  • which features, e.g., reporting or Analytics, they can access;
  • which actions they can take, e.g., building a new report or simply viewing a pre-made report;
  • which jobs they can access;
  • the information which they can view for candidates with applications to those jobs; and
  • the actions they can take on those applications.
 

Default roles

SmartRecruiters has five default system roles, each with different levels of access within category:

Employee Only has access to Internal Mobility.
Basic Most limited access. Must be assigned to a job's hiring team see the job and the candidates associated with it.
Standard Basic + ability to create jobs, access Marketplace, and access Analytics and Report Builder.
Extended Standard + ability to access all jobs and candidates.
Admin Full access to all of SmartRecruiters, and all jobs and candidates. Can do everything.

The default system roles are not editable.

 

Permissions for Default Roles

Configuration

Configuration permissions include the ability to access and edit company settings in the Administration, Career Page Setup, Templates, and Configuration lists of Settings / Admin.

  Company Settings
Admin  
Extended  
Standard  
Basic  
 

Analytics

Analytics permissions include the ability to access the EEO, Applicant Flow, OFCCP, and Diversity reports in the Reporting list of Settings / Admin; access the Sourcing, Candidate Pipeline, and Hiring Plan dashboards, plus the Analytics Reports; and create, edit or access Report Builder and custom reports.

  Compliance reports Analytics Report builder
Admin      
Extended      
Standard      
Basic      
Full Can access Report Builder and create/share new reports
View Only Cannot access Report Builder or create new reports, but can view any reports that are shared with them view an Access List

Jobs & Candidates

Configuration permissions include the ability to access and edit all company settings in the Administration, Career Page Setup, Templates, and Configuration lists of Settings / Admin.

  Create a job Hiring Team Access All Jobs Access Group
Admin        
Extended        
Standard        
Basic        
Full Can perform all actions on all job and candidates
Limited Can perform limited actions on jobs and candidates in Access Group
N/A Admin and Extended users cannot be assigned Access Groups
 

Custom Roles 

Requires:
  • SmartRecruit
  • +
  • SmartGlobal

The SmartGlobal add-on for SmartRecruit accounts allows Administrators to add up to 5 custom system roles and configure each role's permissions independently. Admins can also delete custom roles, but only if the role is not currently assigned to any user.

Want this feature? Ask your Customer Success Manager about SmartGlobal.

To add a custom role:

  1. Navigate to Settings / Admin.
  2. Click System Roles in the Permissions list.
  3. In the Custom Roles section, click +Add a custom role.SystemRoles_AddCustomRole.png
  4. Enter the name of the role. This will show up as an option in User Management when adding a new user.
  5. For each area, choose the level of permissions for that role. 

Even though some areas have similarly named options, the permissions provided by each option vary based on the context. Take care to carefully review each option in the following sections.

 

Configuration

Controls the ability to access and configure the company settings in the Administration, Career Page Setup, Templates, and Configuration lists of Settings / Admin.

No Cannot access company configurations in Administration, Career Page Setup, Templates, and Configuration lists of Settings / Admin.
Yes Can access and configure company settings, but cannot access User Management and add new users.

Analytics

Compliance Reports

Controls level of access to the EEO, Applicant Flow, OFCCP, and Diversity reports in the Reporting list of Settings / Admin.

No Cannot access or run Compliance reports
Yes Can access and run Compliance reports

For the purpose of reporting, someone who is assigned a custom role with access to Compliance reports can run reports that contain all data from all jobs and candidates, even if the user does not otherwise have access to those jobs (via the Jobs & Candidates section).

Analytics

Controls level of access to the Sourcing, Candidate Pipeline, and Hiring Plan dashboards, plus the Analytics Reports.

No Cannot access Analytics dashboards or Analytics Reports
Yes Can access all four Analytics dashboards and Analytics Reports

It's important to note that if the custom role is able to access the Analytics Dashboards and Reports, the data displayed will only include jobs and candidates which the user has access to. For example, if the HRBP role is configured with access to Analytics, but can only access a job and candidates on the job if part of the job's hiring team, then the Analytics Dashboards will only contain data from that job and its candidates. 

 

Report builder

Controls level of access to the reports generated by an Admin with Report Builder.

No Cannot access Report Builder or read/download the generated reports
View Only Cannot access Report Builder or create new reports, but can read and download any reports that are shared with them via an Access List
Full Can create, delete, edit and download reports with Report Builder, and share with others.

Jobs & Candidates

Controls access to groups of jobs and candidates on those jobs, and the actions that the user make take on those jobs and candidates.

Create a job

Controls ability to create, edit, and cancel jobs and use the Marketplace.

No Cannot create a job or access the Marketplace via the link in the top navigation bar
Yes Can create a job and access the Marketplace via the link in the top navigation bar

The ability to create a job also includes the ability to publish, edit, and cancel a job; access the Marketplace and advertise jobs; send the job to an agency; or send assessments to candidates.

Hiring Team

Controls access to a job and its candidates as a member of the job's hiring team.

Yes Can access a job and its candidates if part of the job's hiring team

All users with default or custom system roles gain access to a job and its candidates if added to the job's hiring team.

 

Access All Jobs

Controls access to any jobs for which the user is neither part of the hiring team nor the job's Access Group.

No Must be part of a job's hiring team to access the job and its candidates
View Only Can access a job and and its candidates, and view only some information, but take no actions, unless user is a member of the job's hiring team or Access Group
Limited Can access a job and its candidates, view some of its information, and take some actions, unless user is a member of the job's hiring team
Full Can access all jobs and candidates, view all their information, and take any action on jobs or candidates

Access Groups

Controls access to a job and its candidates as a member of the job's Access Group.

No Cannot access a job or its candidates if a member of the job's Access Group
View Only Can access a job and its candidates if a member of the job's Access Group, but can view limited information, and can take no actions
Limited Can access a job and its candidates, view some information, and perform some actions on the job and its candidates if a member of the job's Access Group
Full Can access a job and its candidates, view all information, and perform all actions on the job and its candidates if a member of the job's Access Group

 

View Only

View Only permissions allow a user to see the following information for jobs and candidates they're allowed to access.

Jobs list

ViewOnly_JobsList.png

Can Can't
Filter jobs Edit, publish, share, cancel or delete job
See Job location Make Referrals
See Open dates Send to Agency
See Job statuses  
See Ref numbers  

Job

ViewOnly_JobView.png

Can Can't
See Applicant list See Sourcing info
See Job Location, open date, status, ref number Access Activity, Job Ad or Hiring process tabs
Get Link to job ad Access or see Job Details
  Reject, defer, share, email or withdraw candidate
  Edit, publish, unpublish, cancel, share or delete job
  Make Referrals
  Send to Agency
  Reassign, add, or remove from job
  Invite for interview
  See or add ratings

People list

ViewOnly_PeopleList.png

Can Can't
Filter candidates Defer or delete candidate
See Candidate name, title, job applied to, status Add to job
See date added to system and last updated date.  

Candidate profile

ViewOnly_CandidateView.png

Can Can't
See contact info, email, location See Emails, notes, activity, screening questions, offers, or ratings
See attachments Send emails to candidate or leave notes for team
See profile information See or edit Application fields or tags
See job applied to, source, ref number Reject, hire, defer, delete, or mark as withdrawn
See status in hiring process. Add/remove attachments
  Reassign, add, or remove from job
  Schedule interviews
  Leave ratings, see feedback, or fill out scorecards

Limited access

Limited permissions allow a user to see the following information for jobs and candidates they're allowed to access.

Jobs list

Limited_JobsList.png

Can Can't
Filter jobs Edit, publish, unpublish, share cancel or delete job
See Job location, Open dates, Ref numbers, statuses Send to Agency
Make Referrals  

Job

Limited_SourcingTab.png

Can Can't
See Job Location, open date, status, Ref number See Job Details
Get Job Link See detailed sourcing
See basic sourcing info, including spend See candidate comparison
See Applicant list, Activity, Job Ads, Hiring Team, Scorecard Send to Agency
Make Referrals Edit, publish, unpublish, share cancel or delete job
  Edit Hiring Team or Scorecard

Applicant list

Limited_JobPage_ApplicantList.png

Can Can't
Filter candidates Reject, defer, delete, hire or mark candidate as withdrawn
See candidate name, title, source, job, and status Remove from job
Email, share, or invite candidate See or leave ratings
Reassign or add to another job  
Add candidate  
Compare candidates  

People list

Limited_PeopleList.png

Can Can't
Filter candidates Defer or delete candidate
See candidate name, title, job applied to, status  
See date added to system and last updated date.  

Job Ad tab

Limited_JobAds_Tab.png

Hiring Process tab

Limited_HiringProcess_Tab.png

Candidate profile

Limited_CandidateProfile.png\

Can Can't
See and edit contact information Move candidate through hiring process
See emails and email candidate Defer, reject, delete or mark as withdrawn
See notes and leave notes Reassign or remove from job
See reviews and scorecards, leave ratings, fill out scorecards Send to Agency
Add to another job Edit, publish, unpublish, share cancel or delete job
See profile, tags, applications Edit Hiring Team or Scorecard
See and edit Application fields See offers or extend offers
See and add Attachments  
See screening question answers  
Schedule interviews