In Jobvite ATS Custom Roles, granular-level permissions can be allowed or restricted for many standard roles and all customized roles. Some permissions and functionality are tied to the base standard role, such as access to company-level Admin settings being available to the Administrator role and custom roles based on the Administrator role only. Additionally, users with a Hiring Manager-based role can only be assigned as a Hiring Manager on a requisition.
When editing a role permission, four permission categories may be available, depending on the role being edited, along with information about view/edit permissions per field and an audit log showing previous edits to the role permissions.
Audience
Human Resources and Administrators
Prerequisites
- Custom Roles are not compatible with the Emp Sync V1 API. You must upgrade to the Emp Sync V2 API to use the Custom Roles functionality. Please submit a Help Center ticket if you need to upgrade to the Emp Sync V2 API.
- If custom roles have not been previously enabled for your account, please submit a Help Center ticket to request that custom roles be enabled.
Permissions Categories
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General
- Administrator and Human Resources-based roles only, permissions that control access to the role management page.
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Requisitions
- Permissions that control the ability to view or modify requisitions and requisition-specific processes, such as requisition approvals.
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Applications
- Permissions that control the ability to view or modify individual applications and application-specific processes, such as offer approvals.
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Reports
- Permissions that control the ability to view data sets in Analytics and whether reports can be created or customized. It does not provide the ability to view data that cannot be viewed in the UI by the user.
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Custom Fields
- Displays settings for role-based access control permission to view or edit field values.
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Activity
- Displays the history of edits made to the role.
General Permissions
These permissions directly relate to accessing or working with the Role Management page and are available only to the Administrator and Human Resource role types.
Permission Name |
Description |
|---|---|
| Has Access to Role Management | Allows user to create, edit, clone or delete roles and associated permissions |
| Can Create and Clone New Roles | Allows user to create, and clone roles and associated permissions |
| Can Edit Roles | Allows user to edit roles and associated permissions |
| Can Delete Roles | Allows user to delete roles and associated permissionsRequisitions Permissions |
Requisition Permissions
These permissions control how users can interact with requisition-specific tasks. Some permissions may be further restricted by other permissions. For example, if a user has permission to add a candidate to a requisition, they will only be able to perform that action with candidates they can view and on requisitions they can view based on other permissions.
Permission Name |
Description |
|---|---|
| General | |
| Can View Requisition Analytics Summary | Allows access to data in requisition summary related to Open Positions, Applications by Source, Sent Jobvites, Candidate Count and Open days |
| Can View Requisition Summary | Allows user to have access to requisition summary details, Candidates By Workflow Step and Upcoming Interviews |
| Can View Limited Access Requisitions owned by others |
Allows users to see limited access requisitions. In addition to the hiring managers and recruiters directly associated with the requisitions, users will have access to limited access requisitions. Allows Scheduler type roles to see candidate data associated with limited access requisition. However, it will not have access to the limited access requisitions. |
| Approvals | |
| Can Skip an Approver | Allows users to skip individual approvers in the triggered approvals |
| Can Skip Entire Approval Process | Allows users to skip approval process from the submit approval screen |
| Can Send Requisition Approval to Alternate Approvers | Allows users to send approval requests for approvers who have not acted yet or are not available |
| Can View Approval Progress | Allows users to see the progress of triggered approvals, the respective owners and their status |
| Can Submit for Approval | Allows users to submit requisitions for approval |
| Can Resend Requisition Approval request to Approver | Allows users to resend approval request for specific approvers who have not acted yet |
| Can Retract Requisition Approval | Allows users to retract in-flight approval processes |
| Actions | |
| Can Open A Requisition | Allows users to open requisitions and begin recruiting. This will post external requisitions to internal and external career sites |
| Can Reopen a Closed/Filled/On Hold Requisition | Allows users to reopen closed, filled or on hold requisitions and begin recruiting against it |
| Can Create Requisition | Allows user to create new requisitions |
| Can Put a Requisition On Hold | Allows users to put requisitions on hold |
| Can Close a Requisition | Allows users to close a requisition |
| Can Delete a Requisition | Allows users to delete a requisition |
| Can Edit a Requisition | Allows users to edit a requisition, or "Open to Draft" |
| Can Copy a Requisition | Allows users to copy a requisition |
| Candidates and Hires | |
| Can Add Candidate to a Requisition | Allows users to add candidates to a requisition |
| Can Move Candidate to a Requisition | Allows users to move candidates to a requisition |
| Can Select, View and Edit Hires | Allows users to view hires made against the requisition, and select hires against a requisition |
| Can View Hires | Allows users to see hires made against the requisition |
| Posting And Sourcing | |
| Can Create Job Board link | Allows users to create a job board link from the Requisition Details page |
| Can Create New Source | Allows users to create new sources for recruiting |
| Can View Job Board Postings | Allows users to see the list of job boards the requisition has been posted to |
| Can Post a Requisition to Job Boards | Allows users to post a requisition to job boards |
| Notes | |
| Can View Notes | Allows users to view all notes |
| Can View and Send Notes | Allows users to add, view notes as well as have access to the notes tab |
| Audit Log | |
| Can View Activity tab | Allows users to see a log of all activity against the requisition |
| Can View and Edit Hires | Allows users to view hires made against the requisition, edit or remove the list of hires |
| Can View Granular Changes to Requisition | Allows users to see what changes were actually made vs what existed previously |
Applications Permissions
These permissions focus on how a user can interact with application/candidate-specific activities and may interact with other permissions. For example, if a role has the Can view Activity Tab permission, they will only be able to view Activity for applications they can view based on other permissions.
Permission Name |
Description |
|---|---|
| General | |
| Can Delete Candidate | Allows users to delete a candidate's application, especially when candidate has asked to withdraw their application. Delete action is tracked in the Requisition's Activity Log. |
| Can View Candidate Details After They Are Hired | Allows users to view details for hired candidates after their start date |
| Can View General Applications | Allows users to view general applications |
| Can Edit Candidate Details After They Are Hired | Allows users to edit details for hired candidates after their start date |
| Audit Log | |
| Can view Activity tab | Allows users to view the activity tab |
| Summary | |
| Can Manage Collections | Allows users to add the applications to existing, new collections. Also allows users to delete collections |
| Can View Candidate and Application Details | Allows users to view candidate and application details, Work history, Education History, and any connected social media profiles on LinkedIn, Facebook, Twitter |
| Can Manage Candidate and Application Details | Allows users to view and edit the candidate details and application details view, Work history, and Education History |
| Can Manage Application Disposition | Allows users to view and edit a candidates' disposition |
| Can Manage Application Source | Allows users to view and edit candidates' source |
| Application | |
| Can View Documents | Allows users to view and download candidates' resume, cover letter and any attachments |
| Can Manage Documents | Allows users to view and download candidates' resume, cover letter and any attachments. Allows users to upload candidates' resume |
| Can View Forms | Allows users to have access to the forms section |
| Workflow | |
| Can Approve or Reject Candidate Applications on Behalf of Others | Allows users to approve or reject a candidate once it has been submitted to a Hiring Manager |
| Can Reject Applications | Allows users to reject a candidate's application |
| Can Change Workflow Status | Catch-all permission that allows users to change the workflow status on a candidate application by clicking on workflow action buttons, or via the Change Status feature. Separate permissions exist to reject candidates, schedule interviews, etc - and those permissions override this |
| Can Skip Workflow states | Allows users to skip workflow states |
| Compliance | |
| Can Export Application Data | Allows users to export a candidate's application data, specifically, resume, cover letter, other attachment files, form data, notes, messages, evaluations and personally identifiable data fields. |
| Interview Scheduling | |
| Can View Restricted Interviews | Allows users to view restricted interviews |
| Can Manage Interview Scheduling | Allows users to schedule interviews, invite candidates, modify interview schedules, modify message, cancel interviews. It also allows users to send interview reminders. This permission does not include 'view interview schedule', which will be available regardless. |
| Evaluations | |
| Can Request Additional Information | Allows users to request additional information from the interviewer |
| Can Send Reminder | Allows users to send reminders to interviewers that have not yet submitted their evaluation |
| Can Forward Evaluation | Allows users to forward evaluation to other employees |
| Can Submit Evaluations on Behalf of Others | Allows users to submit evaluations on behalf of others |
| Can Submit Ad-hoc Evaluation | Allows users to submit an evaluation at any time |
| Can View Evaluations Submitted By Others |
Allows users to view and print interview evaluations submitted by others. Note: This permission does not apply for interviewers who were granted explicit permission to see other's evaluations (Admin | Hire | Candidate Settings | Interviewer evaluation form access) |
| Offers | |
| Can Manage Offer Approval Process Within Organization | Allows users to submit an offer for approval within the organization. By default they need to have access to edit all required fields on the offer form. |
| Can Manage Offer Letter Process With Candidate | Allows users to send offers to candidates, and transition workflow status depending on offer being accepted or rejected |
| Can Skip an Approver | Allows users to skip specific approver - if an approver is unavailable or has not responded |
| Can Skip Entire Approval Process | Allows users to skip the entire approval process |
| Can Upload Offer Letter | Allows users to upload offer letter |
| Internal Notes and Collaboration | |
| Can View Notes | Allows users to view notes both in the notes and feed tab |
| Can View and Send Notes | Allows users to view notes both in the notes and feed tab. Allows users to also send note from the notes tab, the panel on the right side of the application screen, or the list view. |
| Candidate Messaging | |
| Can View Messages to Candidate | Allows users to view candidate messages only - whether in the Messages tab or in the Feed tab. |
| Can View and Send Candidate Messages | Allows users to see candidate messages - whether in the Messages tab or in the Feed tab. Allows users to also send messages to candidates - either from the messages tab, or the panel on the right side of the application screen, or the list view. |
| Tasks | Can View OFCCP Forms Allows users to have access to OFCCP forms. |
Reports Permissions
These permissions control what data a role can view in Analytics and if they can create or edit custom reports. Roles will only be able to view data in Analytics if their other permissions allow viewing in the UI.
Permission Name |
Description |
|---|---|
| General | |
| Can View Engage User Data in Reports | Allows users to view user data in reports related to the Engage user |
| Can View Employee User Data in Reports | Allows users to view employee user data in reports. |
| Can View Summary Reports | Allows users to view Summary Reports: (Bottleneck, Recruiting Funnel, Source Performance, Recruiting Performance, Company Hiring Benchmark) |
| Can View Reports Containing Candidate Data | Allows users to view reports containing candidate data: Candidates, Offers |
| Can View Reports Containing Candidate Activity | Allows users to view reports containing candidate (workflow) activity: Candidate Activity, Candidates and Recruiting Activity. View user data related to the workflow action initiator. |
| Can View Reports Containing Interview Activity | Allows users to view reports containing interview activity: Interview Activity |
| Can View Reports Containing Offer Approver Data | Allows users to view reports containing offer approver data: Offer Approver |
| Can View Reports Containing Screening Form Data | Allows users to view reports containing screening form data: Pre-Interview Forms |
| Can View Reports Containing Compliance Data | Allows users to view reports containing compliance data: EEO Applicants, EEO Summary, OFCCP Applicants, OFCCP Search, OFCCP Summary. View candidate race and gender data in candidate reports. |
| Can View Reports Containing Contact and Campaign Data |
Allows users to view reports containing contact and campaign data: Email Campaign Details, Email Campaign Summary, Pipeline Contact Details, Social Media Campaigns, Web Page Campaigns, Contact Activity, Contact History |
| Can View Sourcing Reports | Allows users to view sourcing reports: Employee Jobvites, Jobvites |
| Can View Reports Containing Requisition Data | Allows users to view reports containing requisition data: Hiring Summary, Pipeline, Pipeline History, Pipeline Details, Pipeline Summary, Requisition Summary, Requisitions, Time To Fill |
| Can View Reports Containing Requisition Approver Data | Allows users to view reports containing requisition approver data: Requisition Approvals. View user data related to the requisition approver. |
| Can View Reports Containing Hiring Team Data | Allows users to view reports containing hiring team data: Hiring Team Metrics |
| Can View Reports Containing Requisition Agency Data | Allows users to view reports containing requisition agency data: Agency |
| Can View Reports Containing Employee Data | View reports containing employee data: Employee. |
| Can View User Data in Reports Related to Requisition Hiring Manager/Recruiter | Allows users to view user data in reports related to the Requisition Hiring Manager user or Requisition Recruiter user |
| Can View User Data in Reports Related to Interviewer or Scheduler | Allows users to view user data in reports related to the user conducting the interview, or user scheduling the interview. |
| Can View User Data in Reports Related to Contact Owner | Allows users to view user data in reports related to the user a contact is assigned to, or the user who updated the contact status. |
| Can View Candidate GDPR Reports | Allows user to view reports containing candidate GDPR data: Candidate Consent, Candidate Consent Summary, Candidate Removed, Candidate Removed Summary. View candidate GDPR related fields in other candidate reports. |
| Can View Reports Containing Onboarding Data |
Allows users to view reports containing onboarding data: New Hire Census, Onboarding Timeline, Onboarding Headcount, Task Completion Trend, Task Efficiency, Time To Productivity |