Within each Role, you can set the relevant Data Access, Field Access and Permission Groups, which together will drive what the user can do in Eploy when working within the role.
It is the role which dictates what the user can see, do and manage within the system at any time, so ensuring that they are set up correctly will help to keep your database secure.
🤓 Tip each user can have multiple Roles assigned to them, granting access to different areas of the system depending on the task they are completing at that time. To switch between roles, open the Avatar menu and select Switch Role then pick the new role to use. The system will automatically refresh and apply your new permissions and access.
Create and Manage Roles
To view the current roles available, as well as begin to configure new ones, you need to access Admin > Users, Roles & Permissions > Roles.
You will see any existing roles, including the current settings for data, field and permissions. From here, either click New, or click into the Role you wish to edit.
Once within the role, you first need to add a Title and a Description:
The Title will be visible when allocating roles to users, as well as available to a user when they need to switch between roles (if they have multiple allocated). With this in mind, the title should be clear and concise, so it is easy to understand how the role is used and helps to ensure the correct roles are allocated.
The Description then allows you to provide additional details to what the role includes, in your own terminology. As creating roles can be complex, using the description to outline its purpose can help you stay on track and ensure that the role is used correctly. It is also an important reference for any other users that are able to manage roles, so that they can see clearly how and why this role is used.
Once the title and descriptions are set, you need to assign the relevant Data Access, Field Access and Permission Groups:
Data Access - From here, you can either choose Full Access or Custom. Full access will give the role access to all records stored within the system, including all Organisations, Candidates and Vacancies. If you wish to restrict access to any sensitive records, such as your HR department for recruiting internally or for particularly senior roles, then you can create and assign custom Data Access.
Field Access - Within Field Access, you can chose to drive this in two ways, either based on the permission groups assigned or based on a custom list. If choosing to Allow access to fields based on their permissions below, this will mean that the role will have access to all fields within each permission tab selected. So for example, if the permission group includes the vacancy details, then the user will have access to all fields within that section. The same applies to candidate records, companies or additional details tabs throughout the system. If you select Allow access to the following fields only, then you can pick a custom Field Access. Field Access applies to Standard User Roles only.
Permission Groups - Permission Groups drives the areas of the system available to the user whilst in this role. The options here are for all access - allow users to access all areas of the system - or to restrict access to the following areas only. If electing to restrict access, you will be able to allocate multiple different custom permission groups from the drop down list, which combined will determine which areas the role can access and which are restricted from them.
🤓 Tip Hiring Manager Roles only make up 50% of the permissions that restrict what a Hiring Manager can see and do within the Hiring Manager Portal. The other 50% of their capabilities are configured within Authorisation Workflows and Recruitment Workflows.
Example Roles
Here you can find some typical roles we would expect to see, which should help you to easily configure the roles that you need.
Full Access - This role would be for someone who is a system admin and recruiter rolled into one. This will give access to all records in the system, as well as all fields and permissions. They will be able to see everything, manage all activity and even delete / anonymise records from the data base.
Recruiter Role - This role would be assigned to the bulk of your Recruitment Team members. In this example, the Recruiter role restricts access to Vacancies within the HR team, restricts access to sensitive fields and does not include any System Administration functionality.
Hiring Manager Role - This would be for your hiring community and likely include some data access, limiting the vacancies they can access. This example shows all vacancies linked to the Hiring Managers company.
Assigning Roles to Users
Roles can be assigned to users in two ways.
Within the User
When creating or editing a User, click into the Role field and select the Roles you wish to assign.
Multiple roles can be selected.
Click Save once done.
In Bulk
From the User grid view (Admin > Users, Roles & Permissions > Users), Filter the list for a specific User Type, select the users you'd like to assign roles to and click Assign Role.
Within the popup, select the Roles to assign to your selected users and click Save.
Removing Roles from Users
Similar to assigning roles, there are two ways to remove a Role from a User.
Within the User
When creating or editing a User, deselect the role to be removed.
Click Save once done.
In Bulk
From the User grid view (Admin > Users, Roles & Permissions > Users), Filter the list for a specific User Type, select the users you'd like to remove roles from and click Remove Role.
Within the popup, select the Roles to remove from your selected users and click Save.