Standard User Roles and Privileges

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Introduction

Providing your Evolve ATS users with just the right access to data and functionality is an important part of your overall setup. To this end, several Standard Roles can be assigned to any Evolve ATS user (over and above the default Employee role) that set their access and operational abilities within the system.

The Custom Roles feature is also (optionally) available in Evolve ATS. Custom Roles allow permissions to be altered on the standard roles of Administrator, Recruiter, Human Resources, Scheduler, Hiring Manager, and Job Approver. With Custom Roles, there is also the ability to create new/additional roles in the system. To learn more, see Custom Roles and Permissions.

In addition, third-party recruiters may also be added (with limited access) as Agency Users. To learn more, see Working With Agencies.  

Audience

All users

Roles

There are nine standard (assignable) user roles for employees within Evolve ATS, along with the default Employee role. The following section describes these roles and what they can and cannot do within the Evolve ATS platform. Please see the Standard Roles Security Privileges section for additional information about security privileges.

user roles key 2.png

user roles table 2.png

Role Overview Can Do Cannot Do
Employee

The Employee role is the baseline role and is automatically assigned to any employee invited to use Evolve ATS. This role cannot be removed from a user profile.

NOTE: You do not need an assigned role to interview candidates (or submit related Interview Evaluation forms). Users with only the Employee role can be invited to interview candidates.
  • View open requisitions
  • Apply to open positions
  • Authorize Applications (In My Account)
  • Set up Publisher
  • Send Jobvites
  • Refer a Friend
  • View the status of their referred candidates
  • Participate in Interviews (Can be Invited)
  • Submit Interview Evaluations (Provide Feedback)
  • Be assigned and manage their own Tasks
  • Receive system emails (direct or by CC)
  • View/Complete Onboarding Tasks
  • View Candidates
  • View confidential/restricted requisition fields
  • View Analytics
  • View Admin
  • View Users
  • Delete information
Administrator The Administrator (Admin) role gives users access to the Evolve ATS platform’s advanced menu and configuration items. This role can be a standalone role; however, it can be coupled with other roles such as Recruiter.
  • Access the Dashboard Page and see Dashboard Reports
    • Search Candidates
    • Open Tasks Assigned to Me
    • Top Hiring Sources
    • Open Jobs (Company)
  • Access Dashboard Menu Options
    • Requisitions
    • Candidates
    • Jobvites
    • Analytics (9-box)
    • Admin Module (specific to Administrator role)
    • Video (specific to Administrator role)
    • Applications (if the user has applied to any jobs)
  • Create Requisitions
  • Add Candidates
  • Refer a Candidate to a Job
  • Share Jobs to their Personal Networks (LinkedIn, Facebook, Twitter)
  • View All Candidates
  • Move Candidates through Workflow Steps
  • Create Notes
  • Send Emails from the System to Candidates
  • Schedule Interviews
  • Generate Offer Letters
  • Hire Candidates
    • Place into Offer Accepted Workflow Status
  • Create Custom User Roles or Modify Standard User Roles (If Custom Roles are enabled in your System)
  • Skip Approval Process
    • Requisition
    • Offer
  • Delete Information
    • Candidate
    • Requisitions
  • View EEO Data
  • Assign User Roles
  • View/Add/Edit User Records
Hiring Manager Typically, if a user has the Hiring Manager (HM) role, they also have the Job Approver role. There could be a scenario where a Hiring Manager is not an approver, leaving this role as a standalone role.
  • Access the Dashboard Page and see Dashboard Reports
    • Search Candidates (will only search candidates that are associated with their requisitions, not the entire database)
    • Open Tasks Assigned to Me
    • Top Hiring Sources
    • My Jobs Snapshot (jobs assigned to HM logged into the system)
    • Open Jobs (Company)
  • Access Dashboard Menu Options
    • Requisitions
    • Candidates
    • Jobvites
    • Analytics (9-box)
    • Applications (if the user has applied to any jobs)
  • Create Requisitions
  • Add Candidates
  • Refer a Candidate to a Job
  • Share Jobs to their Personal Networks (LinkedIn, Facebook, Twitter)
  • View Candidates Associated with their Jobs
  • Move Candidates through Workflow Steps
  • Create Notes
  • Send Emails from System to Candidates
  • Schedule Interviews
  • Generate Offer Letters
  • Hire Candidates
    • Place into Offer Accepted Workflow Status
  • Access Analytics (the scope of data will only include HM’s own candidates and requisitions)
  • View Entire Candidate Database
    • Limited to seeing candidates that have applied to their positions only
  • Skip Approval Process
    • Requisition
    • Offer
  • Complete any Admin Configurations
  • Delete Information
    • Candidate
    • Requisitions
  • View EEO Data
Job Approver The Job Approver role is recommended to pair with the Hiring Manager role and not be a standalone.
  • See Requisition Data for Requisitions Approvals they are associated to
  • Approve/Decline Requisitions
  • See Offer Data for Candidate Offers Approvals they are associated to
  • See Candidate Resume for Candidate Offer Approvals they are associated to
  • Approve/Decline Offers
 
Human Resources The Human Resources (HR) role can be standalone but is typically coupled with another role, such as Recruiter.
  • Access the Dashboard Page and see Dashboard Reports
    • Search Candidates
    • Open Tasks Assigned to Me
    • Open Jobs (Company)
  • Access Dashboard Menu Options
    • Requisitions
    • Candidates
    • Jobvites
    • Analytics – via the 9-box - (including Compliance Reports)
    • Applications (if the user has applied to any jobs)
    • Users Module (specific to Human Resources role)
  • Create Requisitions
  • Add Candidates
  • Refer a Candidate to a Job
  • Share Jobs to their Personal Networks (LinkedIn, Facebook, Twitter)
  • View All Candidates
    • Including EEO data
  • Move Candidates through Workflow Steps
  • Create Notes
  • Send Emails from System to Candidates
  • Schedule Interviews
  • Generate Offer Letters
  • Hire Candidates
    • Place into Offer Accepted Workflow Status
  • Access Analytics
  • Skip Approval Process
    • Requisition
    • Offer
  • Complete any Admin Configurations
  • Delete Information
    • Candidate
    • Requisitions
Recruiter The Recruiter role can be standalone but will often be paired with other roles such as Human Resources or Admin.
  • Access the Dashboard Page and see Dashboard Reports
    • Search Candidates
    • Open Tasks Assigned to Me
    • Top Hiring Sources
    • Open Jobs (Company)
  • Access Dashboard Menu Options
    • Requisitions
    • Candidates
    • Jobvites
    • Applications (if the user has applied to any jobs)
    • Create Requisitions
    • Add Candidates
    • Refer a Candidate to a Job
    • Share Jobs to their Personal Networks via Publisher (LinkedIn, Facebook, Twitter)
    • View All Candidates
    • Move Candidates through Workflow Steps
    • Create Notes
    • Send Emails from System to Candidates
    • Schedule Interviews
    • Generate Offer Letters
    • Hire Candidates
    • Place into Offer Accepted Workflow Status
  • Access Analytics (9-box)
  • Skip Approval Process
    • Requisition
    • Offer
  • Complete any Admin Configurations
  • Delete Information
    • Candidate
    • Requisitions
  • View EEO Data
Scheduler The Scheduler role is a limited-purpose role that restricts the role assignees from accessing specific parts of the Evolve ATS platform. This user role can access specific candidates to acquire availability, schedule interviews, and send calendar invitations. This user role will not be able to perform other recruiting functions such as requisition management, sourcing, screening, and offers.

Access the following areas:

  • Home
  • Messages
  • Jobs
  • Jobvites
  • Candidates (Limited View)
  • Can view candidate's contact information, resume, and cover letter
  • Can schedule interviews and invite candidates
  • Cannot access Requisitions, Analytics, Users, or Admin
  • Cannot access or review any submitted interview feedback
Super User The Super User role is not a standalone user role. This role must be used with another user role, such as Admin, Recruiter, and/or Hiring Manager.
  • Access the Dashboard Page and see Dashboard Reports
    • Open Tasks Assigned to Me
    • Open Jobs (Company)
  • Access Dashboard Menu Options
    • Requisitions
    • Jobvites
    • Applications (if the user has applied to any jobs)
  • Refer a Candidate to a Job
  • Share Jobs to their Personal Networks (LinkedIn, Facebook, Twitter)
  • Delete Information (specific to the Super User role)
    • Candidate
    • Requisitions
  • Skip Approval Process (specific to Super User role)
    • Requisition
    • Offer
  • Can edit submitted Evaluation Forms (specific to Super User role)
  • Can see/edit hired candidate profiles (specific to the Super User role)
  • Additional access is dependent on other associated User Roles
  • Dependent on other associated User Roles
Onboarding Admin The Onboarding Admin role can be a standalone role given to someone in charge of setting up and maintaining the Onboard system for your organization.
  • Access all functions in the Onboarding Admin tab
  • Create/Edit/Delete Task Templates
  • Create/Edit/Delete Task Template Groups
  • Create/Edit/Delete Onboarding Process Templates
  • Create/Edit/Delete New Hire Portals
  • Create/Edit/Delete Onboard Forms
  • Access and Import Forms from the Form Library
  • Access the Admin Menu (including the Onboard section)
  • Access Analytics (Including Onboard Reports)
  • Monitor Onboard Processes or Tasks that are not Assigned to Them (or for which they are not official Watchers)
Onboarding Orchestrator The Onboarding Orchestrator role can be a standalone role given to a person responsible for the operational (day-to-day) functions of Onboarding.
  • Access all functions in the Onboarding tab
  • Access and Manage All Onboardings
  • Access and Manage all Onboard Tasks
  • Access and Manage all New Hire Profiles
  • Access Personal Tasks & Portals
  • Access Personal (Assigned) Watched Onboardings and Tasks
  • Access the Onboarding Admin Menu
  • Access Analytics (Including Onboard Reports)
Engage User Allows access to Jobvite CRM (Engage).
  • Jobvite Engage items
    • Pipeline
      • Can create new Pipeline contacts
      • Search Pipeline contacts
      • Take action on Pipeline contacts
    • Campaigns
      • Create Campaigns
      • View Campaigns
      • Send emails to Campaign Contacts
    • Sourcing
      • Bring contacts into the system
        • Different search options
  • Skip Approval Process
    • Requisition
    • Offer
  • Complete any Admin Configurations
  • Delete Information
    • Contacts
    • Requisitions

Standard Roles’ Security Privileges

Understanding the Standard Roles' Security Privileges for Evolve ATS will help you know what each role can access within the system. This can also be a helpful reference when modifying standard or custom roles. The tables below list all standard roles' security privileges by category. This includes whether a privilege is enabled by default.  

In this reference, the following abbreviations are used for standard role names:

  • Adm – Admin
  • Rec – Recruiter
  • HR - Human Resources
  • Sch – Scheduler
  • HM - Hiring Manager
  • JA - Job Approver

Standard Roles’ Security Privileges for Requisitions

The following tables list all standard roles' security privileges by category for Requisitions and whether a privilege is enabled by default.

The N/A value means that the privilege does not apply to the role and, therefore, cannot be enabled.

If the Custom Roles functionality is enabled in your environment, you can modify the privileges to meet your requirements.

General

Security Privilege Description Adm Rec HR Sch HM JA
Can View Requisition Summary Allows users access to requisition summary details, candidates by workflow step, and upcoming interviews. Yes Yes Yes Yes Yes N/A
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. Yes Yes Yes Yes Yes N/A
Can View Requisition Analytics Allows users to see predictive insights. Yes Yes Yes No Yes N/A

Approvals

Security Privilege Description Adm Rec HR Sch HM JA
Can View Approval Progress Allows users to see the progress of triggered approvals, the respective owners, and their status. Yes Yes Yes N/A Yes N/A
Can Send Requisition Approval to Alternate Approvers Allows users to send approval requests for approvers who have not acted yet or are unavailable. Yes Yes Yes N/A Yes N/A
Can Skip Entire Approval Process Allows users to skip the approval process from the submit approval screen. Yes No No N/A No N/A
Can Skip an Approver Allows users to skip individual approvers in the triggered approvals. Yes No No N/A No N/A
Can Retract Requisition Approval Allows users to retract inflight approval processes. Yes Yes Yes N/A Yes N/A
Can Resend Requisition Approval request to Approver Allows users to resend approval requests for specific approvers who have not acted yet. Yes Yes Yes N/A Yes N/A
Can Submit for Approval Allows users to submit requisitions for approval. Yes Yes Yes N/A Yes N/A

Actions

Security Privilege Description Adm Rec HR Sch HM JA
Can Put a Requisition On Hold Allows users to put requisitions on hold. Yes Yes Yes N/A Yes N/A
Can Create Requisition Allows users to create new requisitions. Yes Yes Yes N/A Yes N/A
Can Reopen a Closed/Filled/On Hold Requisition Allows users to reopen closed, filled, or on-hold requisitions and begin recruiting against them. Yes Yes Yes N/A Yes N/A
Can Open A Requisition Allows users to open requisitions and begin recruiting. This will post external requisitions to internal and external career sites. Yes Yes Yes N/A Yes N/A
Can Copy a Requisition Allows users to copy a requisition Yes Yes Yes N/A Yes N/A
Can Edit a Requisition Allows users to edit a requisition, or Open to Draft. Yes Yes Yes N/A Yes N/A
Can Delete a Requisition Allows users to delete a requisition. No No No N/A No N/A
Can Close a Requisition Allows users to close a requisition. Yes Yes Yes N/A Yes N/A

Candidates and Hires

Security Privilege Description Adm Rec HR Sch HM JA
Can View Hires Allows users to see hires made against the requisition. Yes Yes Yes N/A Yes N/A
Can View and Edit Hires Allows users to view hires made against the requisition and edit or remove the list of hires. Yes Yes Yes

N/A  (Applies to View Only)

Yes N/A
Can Select, View, and Edit Hires Allows users to view hires made against the requisition and select hires against a requisition. No No No N/A Yes N/A
Can Move Candidate to a Requisition Allows users to move candidates to a requisition. Yes Yes Yes No Yes N/A
Can Add Candidate to a Requisition Allows users to add candidates to a requisition. Yes Yes Yes N/A Yes N/A

Posting and Sourcing

Security Privilege Description Adm Rec HR Sch HM JA
Can Post a Requisition to Job Boards Allows users to post a requisition to job boards. Yes Yes Yes No Yes N/A
Can View Job Board Postings Allows users to see the list of job boards to which the requisition has been posted. Yes Yes Yes Yes Yes N/A
Can Create New Source Allows users to create new sources for recruiting. Yes Yes Yes No Yes N/A
Can Create Job Board link Allows users to create a job board link from the Requisition Details page. Yes Yes Yes No Yes N/A

Notes

Security Privilege Description Adm Rec HR Sch HM JA
Can View and Send Notes Allows users to add and view notes as well as have access to the notes tab. Yes Yes Yes No Yes N/A
Can View Notes Allows users to view all notes. Yes Yes Yes No Yes N/A

Audit

Security Privilege Description Adm Rec HR Sch HM JA
Can View Granular Changes to Requisition Data Allows users to see what changes were made vs what existed previously. Yes No Yes N/A Yes N/A
Can View Activity tab Allows users to see a log of all activity against the requisition. Yes Yes Yes No Yes N/A

Standard Roles’ Security Privileges for Applications

The following tables list all standard roles' security privileges by category for Applications and whether a privilege is enabled by default.

The N/A value means that the privilege does not apply to the role and, therefore, cannot be enabled.

If the Custom Roles functionality is enabled in your environment, you can modify the privileges to meet your requirements.

General

Security Privilege Description Adm Rec HR Sch HM JA
Can Edit Candidate Details After They Are Hired Allows users to edit details for hired candidates after their start date. No Yes No N/A No N/A
Can View General Applications Allows users to view general applications. Yes Yes Yes Yes Yes N/A
Can View Candidate Details After They Are Hired (Disabled) Allows users to view details for hired candidates after their start date. No Yes No No No N/A
Can Delete Candidate Allows users to delete a candidate's application, including when they have been asked to withdraw it. The delete action is tracked in the requisition's Activity log. No No No No No N/A

Audit Log

Security Privilege Description Adm Rec HR Sch HM JA
Can view the Activity tab Allows users to view the Activity tab. Yes Yes Yes No Yes N/A

Summary

Security Privilege Description Adm Rec HR Sch HM JA
Can Manage Application Source Allows users to view and edit a candidate's source. Yes Yes Yes No Yes N/A
Can Manage Application Disposition Allows users to view and edit a candidate's disposition. Yes Yes Yes Yes Yes N/A
Can Manage Candidate and Application Details Allows users to view and edit the candidate details, application details, work history, and education history. Yes Yes Yes N/A Yes N/A
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, and Twitter. Yes Yes Yes Yes Yes N/A
Can Manage Collections Allows users to add applications to existing and new collections. It also allows users to delete collections. Yes Yes Yes Yes Yes N/A

Application

Security Privilege Description Adm Rec HR Sch HM JA
Can View Forms Allows users to have access to the forms section. Yes Yes Yes No Yes N/A
Can Manage Documents Allows users to view and download candidates' resumes, cover letters, and any attachments. Allows users to upload candidates' resumes. Yes Yes Yes Yes Yes N/A
Can View Documents Allows users to view and download candidates' resumes, cover letters, and any attachments. Yes Yes Yes Yes Yes N/A

Workflow

Security Privilege Description Adm Rec HR Sch HM JA
Can Skip workflow states Allows users to skip workflow states. Yes Yes Yes N/A Yes N/A
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. Yes Yes Yes No Yes N/A
Can Reject Applications Allows users to reject a candidate's application. Yes Yes Yes No Yes N/A
Can Approve or Reject Candidate Applications on Behalf of Others Allows users to approve or reject a candidate once submitted to a hiring manager. Yes Yes Yes No Yes N/A

Compliance

Security Privilege Description Adm Rec HR Sch HM JA
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. No No Yes N/A N/A N/A
Can View OFCCP Forms Allows users to have access to OFCCP forms. No No Yes No No N/A

Interview Scheduling

Security Privilege Description Adm Rec HR Sch HM JA
Can Manage Interview Scheduling Allows users to schedule interviews, invite candidates, modify interview schedules, modify messages, and cancel interviews. It also allows users to send interview reminders. This permission does not include view interview schedule, which will be available regardless. Yes Yes Yes Yes Yes N/A
Can View Restricted Interviews Allows users to view restricted interviews. No No Yes No No N/A

Evaluations

Security Privilege Description Adm Rec HR Sch HM JA
Can View Evaluations Submitted By Others Allows users to view and print interview evaluations submitted by others. NOTE: This permission does not apply to interviewers who were granted explicit permission to see other's evaluations. Yes Yes Yes No Yes N/A
Can Submit Ad-hoc Evaluation Allows users to submit an evaluation at any time. Yes Yes Yes No Yes N/A
Can Submit Evaluations on Behalf of Others Allows users to submit evaluations on behalf of others. Yes Yes Yes No Yes N/A
Can Forward Evaluation Allows users to forward evaluations to other employees. Yes Yes Yes No Yes N/A
Can Send Reminder Allows users to send reminders to interviewers who have not submitted their evaluation. Yes Yes Yes No Yes N/A
Can Request Additional Information

Allows users to request additional information from the interview.

Yes Yes Yes No Yes N/A

Offers

Security Privilege Description Adm Rec HR Sch HM JA
Can Skip Entire Approval Process Allows users to skip the entire approval process. No No No N/A No N/A
Can Skip an Approver Allows users to skip specific approvers - if an approver is unavailable or has not responded. Yes No No N/A No N/A
Can Upload Offer Letter Allows users to upload an offer letter. Yes Yes Yes N/A Yes N/A
Can Manage the Offer Letter Process With the Candidate Allows users to send offers to candidates and transition workflow status depending on accepted or rejected offers. Yes Yes Yes N/A Yes N/A
Can Manage the Offer Approval Process Within the Organization Allows users to submit an offer for approval within the organization. By default, they need access to edit all required fields on the offer form. Yes Yes Yes N/A Yes N/A

Internal Notes and Collaboration

Security Privilege Description Adm Rec HR Sch HM JA
Can Share Candidate Application Allows users to share a candidate's job application with other users. No Yes No No Yes N/A
Can View and Send Notes Allows users to view notes both in the notes and feed tabs. Allows users to send notes from the notes tab, the panel on the right side of the application screen, or the list view. Yes Yes Yes Yes Yes N/A
Can View Notes Allows users to view notes both in the notes and feed tabs. Yes Yes Yes Yes Yes N/A
Can Manage Collaborators Allows users to manage the list of collaborators working on a single application. No Yes No No Yes N/A

Candidate Messaging

Security Privilege Description Adm Rec HR Sch HM JA
Can View and Send Candidate Messages Allows users to see candidate messages, whether in the Messages tab or the Feed tab. Allows users to send messages to candidates from the messages tab, the panel on the right side of the application screen, or the list view. Yes Yes Yes Yes Yes N/A
Can View Messages to Candidate Allows users to view candidate messages only in the Messages or the Feed tab. Yes Yes Yes Yes Yes N/A

Tasks

Security Privilege Description Adm Rec HR Sch HM JA
Can Manage Tasks For An Application Allows users to view the tasks tab, add tasks, and edit tasks. Yes Yes Yes Yes Yes N/A

Background Checks

Security Privilege Description Adm Rec HR Sch HM JA
Can View Background Check Results Allows users to view the results of the background check. Yes Yes Yes Yes Yes N/A
Can Manage Background Checks (TalentWise/Hire-Right) Allows users to initiate a background check and view the result. Yes Yes Yes Yes Yes N/A

Onboarding

Security Privilege Description Adm Rec HR Sch HM JA
Can view the onboarding status for a candidate Allows users to view the status of a candidate's onboarding. Yes Yes Yes No Yes N/A
Can manage onboarding for a candidate Allows users to put candidates into the onboarding workflow. Yes Yes Yes No Yes N/A

General Security Privileges for Standard Roles’

The following table lists General Privileges for standard roles and indicates whether a privilege is enabled by default.

The N/A value means that the privilege does not apply to the role and, therefore, cannot be enabled.

If the Custom Roles functionality is enabled in your environment, you can modify the privileges to meet your requirements.

General

Security Privilege Description Adm Rec HR Sch HM JA
Can Delete Roles Allows users to delete roles and associated permissions. Yes N/A No N/A N/A N/A
Can Edit Roles Allows users to edit roles and associated permissions. Yes N/A No N/A N/A N/A
Can Create and Clone New Roles Allows users to create and clone roles and associated permissions. Yes N/A No N/A N/A N/A
Has Access to Role Management Allows users to create, edit, clone, or delete roles and associated permissions. Yes N/A No N/A N/A N/A

 

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