System Roles
- 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 or Employee Portal. |
| 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.
| 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
- SmartRecruit
- +
- SmartGlobal
The SmartGlobal add-on for SmartRecruit accounts allows Administrators to add up to 10 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:
- Navigate to Settings / Admin.
- Click System Roles in the Permissions list.
- In the Custom Roles section, click +Add a custom role.
- Enter the name of the role. This will show up as an option in User Management when adding a new user.
- 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
Company Settings
Controls the ability to access and configure the company settings in Settings / Admin. Once the Admin names the role and makes configuration selections in each column and clicks Save, the Admin will see the Company Settings button when hovering over that row. Clicking will open a new page and allow for detailed configurability. Learn more here.
Analytics
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. |
Please note that Compliance reports creation was moved to the Report Builder function
Jobs & Candidates
Controls access to groups of jobs and candidates on those jobs, and the actions that the user may 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. If set to Limited, this permissions will supersede Hiring Team Role permissions where users are part of an 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
| 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
| 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
| 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
| 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
| 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
| 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
| Can | Can't |
|---|---|
| Filter candidates | Reject, defer, delete, hire or mark candidate as withdrawn |
| See candidate name, title, source, job, and status | |
| Email, share, or invite candidate | |
| Reassign or add to another job | |
| Add candidate | |
| Compare candidates | |
| Remove from job | |
| See or leave ratings |
People list
| 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
Hiring Process tab
Candidate profile
| 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 | Send to Agency |
| See reviews and scorecards, leave ratings, fill out scorecards | Edit, publish, unpublish, share, cancel or delete job |
| Add to another job | Edit Hiring Team or Scorecard |
| See profile, tags, applications | See offers or extend offers |
| See and edit Application fields | |
| See and add Attachments | |
| See screening question answers | |
| Schedule interviews | |
| Reassign or remove from job |