There are six different standard (assignable) user roles for Employees within Jobvite ATS, in addition to the default Employee role. In addition, third party recruiters may also be added (with limited access) as Agencies.
Note: We offer a feature called Custom Roles for Jobvite Hire, where - if implemented - you can add/remove selected privileges from these standard roles, as well as create custom (new/unique) roles that are based on the standard roles, such as a more limited Hiring Manager role. What follows pertains to the use of standard roles in Jobvite.
Employees who have not been given any additional roles will have access to the following tabs: Home(Dashboard),Requisitions, Applications (if/when they have any application records), and Jobvites. Note: If you have Jobvite Onboard activated, then those with the Employee role will also have access to the Onboarding tab, where they can manage their own onboard tasks or view tasks or onboarding processes where they have been assigned as "watchers."
To manually update (add or remove) a role,
- Go to the Users tab found in the More menu (you must have Human Resources role in Jobvite to see Users)
- In the Employees section, click on View Employee List
- Search for the name in the Search button
- Once you find the desired name, select it by name and click on Edit
- In the Roles section, select or de-select the desired roles
- Click Save
- Note: You do not need a role to interview people. If you don't assign an additional role to an employee, they will by default have employee access and you can invite them to interview candidates.
Jobvite Onboard
Jobvite Onboard provides 2 additional User Roles :Onboarding Admin and Onboarding Orchestrator. Jobvite Onboard can only be used (activated) by those customers who use Jobvite ATS; it is not a standalone product.
The information below explains the areas and functions each user role can access, as well as what they cannot access.
Quick View Chart
Note: In order to access sensitive new hire data, such as SSN, DOB, and the W-4 task, a User must have both the Onboarding Orchestrator and Human Resources roles.Employee
- This is the baseline role, automatically assigned to any employee who is invited to use Jobvite.
| Can Do |
Cannot Do |
- View open requisitions
- Apply to open positions
- Authorize Applications (In My Account)
- Set up Publisher
- Send Jobvites
- Refer a Friend
- View status of their referred/Jobvited 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
|
*If customer has Jobvite OnboardAdministrator
- Can be a standalone role given to the individual responsible for managing Jobvite.
| Can Do |
Cannot Do |
- Skip Approvers
- Create Requisitions
- Add Candidates
- Refer a Candidate to a Job
- Share Jobs to Social Media Networks
- View All Candidates
- Move Candidates through Workflow Steps
- View/Send Internal Notes
- View/Send Candidate Messages
- Schedule Interviews
- Generate Offer Letters
- Hire Candidates
- Access Analytics
- View GDPR Compliance Data
|
- Skip Full Approval Process
- Delete Candidate profiles and Requisitions
- View EEO or OFCCP Compliance Data
- See/edit hired candidate profiles (after the start date)
|
Job Approver
- Can be a standalone role, but most of the time is coupled with the Hiring Manager role.
| Can Do |
Cannot Do |
- See Requisition Data for Requisitions Approvals*
- Approve/Decline Requisitions
- See Offer Data for Candidate Offers Approvals*
- See Candidate Resume for Candidate Offer*
- Approve/Decline Offers
|
- View Entire Candidate Database
- Skip Requisition or Offer Approval Process
- Complete any Admin Configurations
- Delete Candidate or Requisition Information
- View EEO, OFCCP, or GDPR Compliance Data
- See/edit hired candidate profiles (after the start date)
|
* Where associated as Job Approver
Hiring Manager
- A majority of the time, if a user has the role of Hiring Manager, they 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.
| Can Do |
Cannot Do |
- Create Requisitions
- Add Candidates
- Refer a Candidate to a Job
- Share Jobs to Social Media Networks
- View Candidates associated to their Requisitions (Note: Hiring Managers who have direct reports listed in your org chart - based on the "Reports To" column - will also be able to view (access) the req's and associated candidates belonging to all Hiring Managers down their chain of command
- Move Candidates through Workflow Steps
- View/Send Internal Notes
- View/Send Candidate Messages
- Schedule Interviews
- Generate Offer Letters
- Hire Candidates
- Access Analytics(for their data only)
|
- View Entire Candidate Database
- Skip Requisition or Offer Approval Process
- Complete any AdminConfigurations
- Delete Candidate or Requisition Information
- View EEO or OFCCP Compliance Data
- View GDPR Compliance Form
- See/edit hired candidate profiles (after the start date)
- View GDPR Consent Status
- Seek GDPR Consent
|
Human Resources
- Can be a standalone role given to the individual who will be able to view compliance information about candidates as well as manage users’ access to Jobvite.
| Can Do |
Cannot Do |
- Add, remove users and agencies
- Delete/Anonymize Users (When combined with Super User role)
- Create Requisitions
- Add Candidates
- Refer a Candidate to a Job
- Share Jobs to Social Media Networks
- View All Candidates
- Access Analytics
- View EEO data
- View OFCCP Compliance data
- View GDPR Compliance forms
- Move Candidates through Workflow Steps
- View/Send Internal Notes
- View/Send Candidate Messages
- Schedule Interviews
- Generate Offer Letters
- Hire Candidates
|
- Skip Requisition and Offer Approval Process
- Complete any Admin Configurations
- Delete Information
- See/edit hired candidate profiles (after the start date)
|
Recruiter
| Can Do |
Cannot Do |
- View all Candidates
- Add Candidates
- Refer a Candidate to a Job
- Create Requisitions
- Share Jobs to Social Media Networks
- Move Candidates through Workflow Steps
- View/Send Internal Notes
- View/Send Candidate Messages
- Schedule Interviews
- Generate Offer Letters
- Hire Candidates
- Access Analytics
- View GDPR Consent Status
- Seek GDPR Consent
|
- Skip Requisition and Offer Approval Process
- Complete any Admin Configurations
- Delete Information
- View EEO or OFCCP Compliance Data
- View GDPR Compliance Data
- See/edit hired candidate profiles*
|
*
There is an Admin setting called Allow Recruiters to View Profiles of Hired Candidates.
Scheduler
| Can Do |
Cannot Do |
- View Dashboard
- View/Send Notes
- View/Send Messages
- View Requisitions
- Share Jobs to Social Media Networks
- View Candidates contact information, resume, and cover letter
- Schedule Interviews and Invite Candidates
|
- Access All Requisitions
- Access Analytics
- Complete any Admin Config
- Access interview feedback
- See/edit hired candidate profiles (after their start date)
- View Any Compliance Data (GDPR, EEO, OFCCP)
|
Super User
- Not a standalone user role: has to be used with another User Role, such as Admin or Recruiter. Significant privileges reserved for the Super User include: the ability to delete information (candidate and requisition records); skip the entire approval process for requisitions and/or offers; view and edit hired candidate profiles in Jobvite.
- Note: While the Super User role can be assigned to a Hiring Manager, this is not considered best practice, in that doing so will allow a Hiring Manager access to all candidate records in Jobvite: not just their own candidates, as is customary.
| Can Do |
Cannot Do |
- Refer a Candidate to a Job
- Share Jobs to Social Media Networks
- Delete Information
- Add Candidate
- Create Requisitions
- Skip Approval Process
- Generate Offer Letters
- Edit submitted Evaluation Forms
- See/edit hired candidate profiles
- *Dependent on other associated User Roles
- View GDPR Consent Data
- Seek GDPR Consent
- Delete/Anonymize Users (When combined with Human Resource role)
|
|
Onboarding Admin
- Can be a standalone role given to the individual responsible for setting up and maintaining Jobvite Onboard
| Can Do |
Cannot Do |
- Access all functions in 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 General 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
- Can be a standalone role given to the individual responsible for the operational (day to day) functions of Jobvite Onboard
| Can Do |
Cannot Do |
- Access all functions in 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)
|
Agency
- This is a non-employee role, intended for specific agent users to have access to assigned requisitions and allow your internal team to manage agency submitted candidates. The assignment (and retirement) of this role is also managed in the Users tab.
| Can Do |
Cannot Do |
- View assigned Requisitions(only)
- Submit Candidates to assigned requisitions
- View limited candidate information for their own submitted candidates
- Receive emails regarding their submitted candidates
- Receive system emails (direct or by CC)
|
- View any information regarding requisitions other than those assigned to them
- View any candidate information except for those candidates they have directly submitted
- View confidential/restricted requisition and/or candidate fields
- Delete information
- View any Compliance Data
|
Jobvite CRM (aka Jobvite Engage)For customers who also have Jobvite CRM (aka Jobvite Engage), there is a role assignment (available in Users > Employees) of Engage User to allow access to the Pipeline, Campaigns, and Source tabs.
