User permissions

Permissions overview

Your combination of roles determines what you can see and do in Hire.

Roles are broken into three groups: system, hiring team, and contributor. System roles are used across Hire, while hiring team and contributor roles are unique to each job.

Your system role is assigned based on what you need to see and do within Hire.

Your access to a specific job and/or candidate is determined by whether you're on a hiring team or a contributor.

System roles

System roles let you complete HR-related tasks across Hire. Only Hire admins can assign system roles to users. Assigning the right system roles helps protect sensitive information.

  • Hire accounts are created automatically for all licensed G Suite users.
  • G Suite users from your company are imported without an assigned role in Hire. Users without assigned system roles can log in and only see a list of open jobs.
  • Users can have multiple system roles.
  • These are roles that apply to Hire as a whole, not to a specific job or candidate.

 

Admin

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

Admins can: 

  • 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: Your organization chooses your first Admin when you join Hire, and at least one Hire user needs to be an Admin.

Job creator

Can view all jobs in Hire and edit jobs that they create.

Job creators can:  

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

Sourcer

Can view all candidates and source prospects for open jobs. 

Sourcers can:

  • 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 Discover to find candidates

Reporter

Can create and export reports.

Reporters can:

  • Access the Reports tab
  • View and export reports on candidates and jobs (that they have access to)
  • Note: Candidate applications in the hired state with a start date that already passed will only be visible to admins.

Compliance reporter

Can access EEOC/OFCCP data collected from candidate applications.

Compliance reporters can:

  • 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

Below are 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

Below are 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

Below are the 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. Candidate applications that are in the hired state and have a start date that already passed are only visible to admins.

Hiring team and Contributors

Hiring team roles

Every job 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. There are four roles on a hiring team:

  • Recruiters - Can see and do everything for the job and its candidate applications. Can see sensitive information about candidates.
  • Hiring Managers - Can see and do everything for the job and its candidate applications, except edit the hiring team. Can see sensitive information about candidates.
  • Coordinators - Can see and do most things for the job and its candidates except 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 a hiring team, or asked to approve a job, you can see which permissions you have in Hire, below:

Candidate application permissions

Below are the potential actions you can take with a candidate's application based on your 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

Below are the potential actions you can take with a job based on your 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

Recruiters, hiring managers, coordinators, and job approvers 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.

Examples where a user will will receive partial access:

Contributors can be managed directly from a candidate profile and their access can be removed 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

Below are the actions you can take with a candidate's application based on your 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
See offer   Done
Edit offer    
Approve or reject offer   Done
Manage access    

Job permissions

Contributors and offer approvers can only view job details (except salary).

Other permissions

Contributors and offer approvers don't receive other permissions. 

No role

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

If you don't have a role, you can only view the job details page.

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