Overview
Evolve ATS Custom Roles functionality allows you to modify standard roles' privileges or create new ones. Custom roles enable you to enforce granular role-based access, ensuring users only have permissions essential to performing their intended functions.
Evolve ATS provides a set of predefined standard roles (e.g., Administrator, Hiring Manager, Human Resources, Recruiter, etc.) that grant access to different application components. For a list of privileges assigned to each standard role, refer to Standard User Roles in Evolve ATS.
For example, you can use the standard Recruiter role to create a new custom Junior Recruiter role by assigning a subset of the Recruiter role privileges to the new role.
Permissions allow users to perform specific actions on Evolve ATS resources. However, you do not grant permissions to users. Instead, you group permissions into a custom role and grant that role to users. A role must have at least one permission.
Audience
Human Resources and Admins
Prerequisites
- Your Evolve Admin will need to submit a Help Center ticket to have custom roles enabled for your account if custom roles have not been previously enabled.
- If your environment has not been upgraded to New Reports, you must upgrade it before configuring custom roles.
- Custom Roles are not compatible with Emp Sync V1 API. You must upgrade to Emp Sync V2 API to use the Custom Roles functionality.
Creating Custom Roles
Before you create a Custom Role, make sure that no existing standard role meets your needs. If you have determined that no existing standard role meets your needs, follow the steps below.
Navigate to your user menu > Users.
Click View and Edit Roles.
Click + Create New Role.
Choose one of the following options:
- Jobvite Default Role - Choose this option to create a custom role that is comprised of the predefined set of privileges. NOTE: You can modify privileges for standard roles. Therefore, if you wish to start with a fresh set of privileges, use the Jobvite Default Role option.
- Existing - Choose this option to clone an existing standard or custom role.
Click Next.
Complete the fields in the Create New Role popup:
- Role Name—Provide a name that describes the role's purpose. Role names are used to identify roles in the application interface.
- Role Code - Role code is used to identify roles in the API. The role code must be unique. You cannot change the code after you create the role. NOTE: The role code will pre-populate based on the role name.
- Role Type - Role type is the standard role based on the new custom role. All roles belong to a role type. You can use Role Type filtering criteria when searching for roles in the Roles page.
- Description - You can add a description to the role to help identify what user(s) the role would be best assigned to.
Click Create Role. You will then be directed to the Edit Role page.
Click Edit in each tab to configure the role by adding or removing privileges.
Once you're done editing the role, click Save.
Activate and Deactivate a Role
You must activate a role before you can grant it to users; if the role is not activated, you cannot assign it to users. When you deactivate a role, you withdraw all privileges associated with the role from the users.
Click the name of the custom role you want to activate or deactivate.
NOTE: Standard roles cannot be deactivated.
Use the Status toggle to activate or deactivate the role.
Assign Roles to Users
By default, all system users have the Employee role. You can assign users to one or more standard or custom roles. However, you cannot assign users to an inactive role.
You can also remove roles from users. However, you cannot remove the Employee role without deactivating the user's account.
NOTE: You can assign roles from the Employee Details page by clicking the employee's name.
To assign a role to a user, navigate to User Menu > Users > View Employee List.
Select the checkbox next to the name of the user(s) to whom you wish to assign the new role.
Click the Actions drop-down list and select Add Role(s).
Select one or more roles you wish to assign in the Update Role popup.
Click Update.
Delete Role
You can delete a role assigned to users at any time. Deleting a role removes all the associated permissions from users assigned to this role. Before deleting a role, you may want to review a list of users.
As a best practice, deleting existing roles in your production environment is not recommended. Instead, you can deactivate a role. By deactivating a role, you remove associated privileges from all users who hold the role. See the Activate or Deactivate section.
NOTE: Only custom roles can be deleted. Once a custom role is deleted, it cannot be restored.
Navigate to your user menu > Users > View and Edit Roles.
Click the role name.
In the Edit Role page, click Delete Role.
View List of Users Assigned to a Role
Reviewing which users are assigned to a role is a helpful way of knowing what they have access to within Evolve ATS and maintaining that access for those who need it.
View a List of Users Assigned to a Role from the Role Details Page
To view a list of users assigned to a role, navigate to your user menu > Users > View and Edit Roles > click the role name.
Click the number in the Users with Role section.
The selected role will then filter the employee results.
View a List of Users Assigned to One or More Roles from the Employee's Page
To view a list of users assigned to one or more roles, navigate to your user menu > Users > View Employee List.
Within the Refine by search area, click into the Select Roles field and enter one or more roles.
The selected role will then filter the employee results.
Audit Trail for Custom Roles
The Activity tab in the Edit Role page lists all actions performed to a role, including:
- Changes to role's fields (e.g., role name, description, status [ Active | Inactive])
- Changes to role's set set of privileges
Navigate to your user menu > Users > View and Edit Roles > Select a role.
Click the Activity tab.
Actions are listed in chronological order.