Role System Principles

Role Principles

The system offers six predefined roles that can be assigned to individual users. The point is not to set permissions separately for each user - roles have access rights to individual actions preset according to their level.

You can add a new user via the gear icon in the Dashboard: Company > Add user or simply via the following link.

Role Hierarchy in the System

The role distribution is clear and hierarchical - the higher the role, the broader the access to system functions. It is not about setting individual functions but about the overall scope of access that corresponds to the user's job position.

Roles are sorted from highest to lowest by permission scope:

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HR ADMIN

is the highest role in the system.

• can change company settings
• has access to all positions
• has access to all candidates

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SENIOR HR SPECIALIST

has the same rights as HR Admin, except for the ability to change company settings.

• cannot change company settings
• has access to all positions
• has access to all candidates

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HR SPECIALIST WITH EXTENDED RIGHTS

sees all candidates in the talent database but only their positions they work on.

• cannot change company settings
• does not have access to all positions
• has access to all candidates

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HR SPECIALIST

sees only their positions that they created themselves and candidates who applied for them.

• cannot change company settings
• does not have access to all positions
• does not have access to all candidates

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If you want to involve hiring managers in recruitment, the system offers two additional lower permission levels:

HIRING MANAGER (line manager)

After logging into the system, they cannot see any positions or candidates until someone with a higher role shares them. Sharing is a way to grant a user access to specific positions or candidates. More about how sharing works can be found below.

The hiring manager is still involved in recruitment:

• can communicate with shared candidates
• sees complete information on the candidate card
• can add notes and additional information to the card

Note: In the system and here on help, you will encounter the terms hiring manager and line manager - they are synonyms.

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LIMITED RIGHTS ACCOUNT

This account type has similar rights to hiring manager - sees only shared job ads and candidates.

However, they cannot influence the recruitment process in any way:

• cannot move candidates in the recruitment process
• cannot perform any other operations with the account or candidate

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The following image clearly shows the difference between what a hiring manager sees and what is displayed to a user with limited rights:

Difference Between Sharing Candidate and Position

The system allows sharing either an entire position or just a specific candidate. The difference between these two types of sharing lies in the scope of access:

Sharing Position

• User gains access to the entire position.
• Sees all candidates currently assigned and those who apply in the future.
• Suitable when the user should be fully involved in recruitment for the position.

Sharing Candidate

• User gains access only to a specific candidate, including the related position.
• Does not see other candidates for the position or any future applications.
• Suitable for targeted sharing, e.g., when you want to consult about one applicant.

Once a candidate or position is shared, the user has full access to the candidate card and can perform the same actions as Senior HR Specialist - for example, adding comments or changing status.

Position and Candidate Ownership

Many other permissions in the system are based on ownership - i.e., who has a direct relationship to a given position or candidate.

For better orientation, we distinguish two types of ownership - these are internal terms:

Indirect Ownership

Indirect ownership is based on the roles defined above. For example, Admin sees all candidates and positions in the system but is not their owner. This means they are not considered an active participant in that recruitment - the system does not associate them with it.

Direct Ownership

On the other hand, if a user is to be actively involved in recruitment, they need direct ownership - regardless of whether they act as a recruiter, administrative support, or hiring manager. Direct ownership can be obtained in several ways:

• I am the author of the position
  • I have direct ownership of the position and all candidates who apply for it.
• I manually add a candidate to a position
  • I gain direct ownership of this specific candidate, even if I am not the position author.
• Position was shared with me
  • I gain direct ownership of the position and all current and future candidates.
• Candidate was shared with me
  • I gain direct ownership only of this specific candidate, not other candidates for the same position.

Summary: Direct ownership is key to being actively involved in the recruitment process. If you are assigning a role to someone who should be part of the selection, make sure they have a direct relationship to the position or candidate.