User permissions

Permissions overview

User permissions in Hire are determined through a combination of rolesRoles are broken into three groups: System, Hiring team, and Contributor. System roles are used across the app, while Hiring teams and Contributors are unique to each job. Users are assigned System roles depending on the amount of access they need within Hire. User access to a specific job and/or candidate is determined by whether they're on a Hiring team or a Contributor.

System roles

Hire Admins are responsible for assigning users System roles. These are roles that apply to Hire as a whole, not to a specific job or candidate. Assigning the appropriate System role to a Hire user helps maintain safeguards around sensitive information.

  • Hire accounts are created automatically for all G Suite users for whom the service is enabled in the G Suite Admin console. 
  • Regular G Suite users from your company are imported without an assigned role in Hire. These users can only log in and see a list of open jobs.
  • Only Hire Admins can assign System roles to users.
Note: Users can have multiple System roles

 

Admin

Has access to all features in the Admin tab, and can manage every aspect of your organization's account. Admins also have full access to all candidates and jobs.

Admins have permissions to: 

  • View and edit all candidates and jobs
  • Configure company settings
  • Create jobs
  • Create candidates 
  • Assign any candidate to a job
  • Create and run reports for all candidates in the system

Note: At least one Hire user needs to be an Admin. An Admin is assigned to your organization upon activation of Hire.

Job creator

Can view all jobs in Hire, with full access for jobs that they created, not all jobs.

Job creators have permissions to:  

  • Create new jobs
  • Assign a candidate (that they have access to) to a job

Sourcer

Can see candidates and source prospects for open jobs. 

Sourcers have permissions to:

  • View and start new processes with active/rejected/hired candidates
  • View and edit all candidates, except hired candidates past their start date
  • Assign any candidate to a job
  • Use Candidate Discovery to find candidates

Reporter

Can create and export reports.

Reporters have permissions to:

  • Access the Reporting tab
  • View and export reports on candidates and jobs (that they have access to)

Compliance reporter

Can access EEOC/OFCCP data collected from candidate applications.

Compliance reporters have permissions to:

  • Access and export diversity data to a CSV file or Sheets

System roles chart

If you're an Admin or if you've been assigned a system role, you can see which permissions you have in Hire, below:

Candidate application permissions

These permissions reference all the potential actions you can take with a candidate's application based on your system role (if any.)

Feature Admin Sourcer Job Creator Reporter EEOC Reporter
See name, resume, status Done Done      
Add feedback Done Done      
See feedback Done Done      
Add comments Done Done      
See comments Done Done      
See interviews Done Done      
Start new hiring process Done Done      
Schedule interviews Done Done      
Edit background information Done Done      
Edit candidate status Done Done      
See emails Done        
See offer Done        
Edit offer Done        
Approve or reject offer          
Manage access Done Done      
Delete application Done Done      
Delete candidate Done Done      
See and add private comments Done        

Job permissions

These permissions reference all the potential actions you can take with a job based on your system role (if any.) 

Feature Admin Sourcer Job Creator Reporter EEOC Reporter
View job details (except salary) Done Done Done Done Done
Can see job salary when "visible to job seekers" isn't selected Done   *****    
View internal notes Done   *****    
View candidate tab Done Done      
Edit hiring team Done   *****    
Edit job details Done   *****    
Edit job application questions Done   *****    
Create an approval Done   *****    
Enable/disable job req approvals Done        
View job approval details and history Done   *****    
Edit job approval request, send reminder Done   *****    
Approve or reject a job          
Publish job Done        
Unpublish job Done   *****    
Delete job Done        

*****Only for jobs that they created, not all jobs. 

Other permissions

These permissions reference general actions you can take in Hire based on your system role (if any.) 

Feature Admin Sourcer Job Creator Reporter EEOC Reporter
Add candidate Done Done      
View all candidates Done Done      
View Discover section Done Done      
Create jobs Done   Done    
View reports and export data on all candidates Done     ***  
View EEOC/OFCCP reports         Done
See hired started candidates Done        

***Can only view reporting data for candidates they have access to. 

Hiring team and Contributors

Hiring team roles

Each job has unique, optional roles that can be assigned at any time. There are four roles on a Hiring team: Hiring manager, Recruiter, Coordinator, and Job approver. Every job in Hire has its own Hiring team. Users can be assigned to a Hiring team when a job is created or added to the job at a later date.

  • Hiring managers and Recruiters - Can fully manage the job and all candidate applications for the job. Can see sensitive information about candidates.
  • Coordinators - Can fully manage the job and all candidate applications for the job. Can't edit the Hiring team and see or add comments restricted to Recruiters and Hiring Managers.
  • Job approvers - Can view job details, including salary, and approve or reject jobs.

Hiring team roles chart

If you're on the hiring team for a job, or asked to approve a job, you can see which permissions you have in Hire, below:

Candidate application permissions

These permissions reference all the potential actions you can take with a candidate's application based on your job role (if any.) 

Feature Recruiter Hiring Manager Coordinator Job Approver
See name, resume, status Done Done Done  
Add feedback Done Done Done  
See feedback Done Done Done  
Add comments Done Done Done  
See comments Done Done Done  
See interviews Done Done Done  
Start new hiring process Done Done Done  
Schedule interviews Done Done Done  
Edit background information Done Done Done  
Edit candidate status Done Done Done  
See emails Done Done Done  
See offer Configurable Configurable Configurable  
Edit offer Configurable Configurable Configurable  
Approve or reject offer        
Manage access Done Done Done  
Delete application Done Done Done  
Delete candidate * * *  
See and add private comments Done Done    

*If they have access to delete every application for this candidate. 

Job permissions

These permissions reference all the potential actions you can take with a job based on your job role (if any.) 

Feature Recruiter Hiring Manager Coordinator Job Approver
View job details (except salary) Done Done Done Done
Can see job salary when "visible to job seekers" isn't selected Done Done   Done
View internal notes Done Done Done Done
View candidate tab Done Done Done  
Edit hiring team Done      
Edit job details Done Done Done  
Edit job application questions Done Done Done  
Create an approval Done Done    
Enable/disable job req approvals        
View job approval details and history Done Done Done Done
Edit job approval request, send reminder Done Done Done  
Approve or reject a job       Done
Publish job Done Done Done  
Unpublish job Done Done Done  
Delete job        

Other permissions

 These permissions reference general actions you can take in Hire based on your job role (if any.) 

Feature Recruiter Hiring Manager Coordinator Job Approver
Add candidate ** ** **  
View all candidates        
View Discover section        
Create jobs        
View reports and export data on all candidates        
View EEOC/OFCCP reports        
See hired started candidates        

 **Can only add candidates for the jobs which they are on the hiring team. 

Contributor roles

Sometimes a user who isn't on the hiring team needs access to a candidate's profile to interview them or approve their job offer. Contributor roles give these users partial access to a specific application so they can complete these tasks. For instance, interviewers automatically receive partial access to a candidate's application after they're scheduled for an interview. Users who are @mentioned in a comment on a candidate profile or are a recipient of a start date alert are also granted partial access. Offer approvers also receive partial access to a candidate if they are chosen as an approver. You can configure offer approval permissions here.

Contributors can be managed directly from a candidate profile and their access can be revoked at any time.

Contributor roles chart

If you're a contributor or approving an offer (offer approver), you can see which permissions you have in Hire, below:

Candidate application permissions

These permissions reference all the potential actions you can take with a candidate's application based on your application role (if any.) 

Feature Contributor Offer Approver
See name, resume, status Done Done
Add feedback Done Done
See feedback Done Done
Add comments Done Done
See comments Done Done
See interviews Done Done
Start new hiring process    
Schedule interviews    
Edit background information    
Edit candidate status    
See emails    
See offer   Done
Edit offer    
Approve or reject offer   Done
Manage access    
Delete application    
Delete candidate    
See and add private comments    

Job permissions

These permissions reference all the potential actions you can take with a job based on your application role (if any.)  

Feature Contributor Offer Approver
View job details (except salary) Done Done
Can see job salary when "visible to job seekers" isn't selected    
View internal notes    
View candidate tab    
Edit hiring team    
Edit job details    
Edit job application questions    
Create an approval    
Enable/disable job req approvals    
View job approval details and history    
Edit job approval request, send reminder    
Approve or reject a job    
Publish job    
Unpublish job    
Delete job    

Other permissions

 These permissions reference general actions you can take in Hire based on your application role (if any.)  

Feature Contributor  Offer Approver
Add candidate    
View all candidates    
View Discover section    
Create jobs    
View reports and export data on all candidates    
View EEOC/OFCCP reports    
See hired started candidates    

No role chart

This is for general Hire users who have not been assigned a specific system, hiring team, or contributor role. 

Candidate application permissions 

These permissions reference all the potential actions you can take with a candidate's application if you do not have a role.  

Feature No Role
See name, resume, status  
Add feedback  
See feedback  
Add comments  
See comments  
See interviews  
Start new hiring process  
Schedule interviews  
Edit background information  
Edit candidate status  
See emails  
See offer  
Edit offer  
Approve or reject offer  
Manage access  
Delete application  
Delete candidate  
See and add private comments  

Job application permissions

These permissions reference all the potential actions you can take with a job if you do not have a role.  

Feature No Role
View job details (except compensation) Done
Can see job compensation when "visible to job seekers" isn't selected  
View internal notes Done
View candidate tab  
Edit hiring team  
Edit job details  
Edit job application questions  
Create an approval  
Enable/disable job req approvals  
View job approval details and history  
Edit job approval request, send reminder  
Approve or reject a job  
Publish job  
Unpublish job  
Delete job  

Other permissions

 These permissions reference general actions you can take in Hire if you do not have a role.  

Feature No Role
Add candidate  
View all candidates  
View Discover section  
Create jobs  
View reports and export data on all candidates  
View EEOC/OFCCP reports  
See hire started candidates  

 *If they have access to delete every application for this candidate.

 **Can only add candidates for the jobs which they are on the hiring team.

***Can only view reporting data for candidates they have access to.

****If "visible to job seekers" is checked, then the compensation will be visible to all Hire users and job seekers.

*****Only can view jobs that they created, not all jobs.

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