Overview
While user roles control each user’s access to different parts of Gem, job access levels allow organizations using Gem ATS to determine what users can do within a job - from job setup and configuration to managing job posts, applications, and offers. You can apply job access levels in different ways, either automatically - based on hiring team roles, departments, or locations - or manually. This article covers what the different job access levels are, what job capabilities can be managed, and how to create custom job access levels and rules.
For an overview of how permissions work in Gem, check out Understand permissions in Gem.
Requirements
- You must use Gem ATS to view and edit job access levels.
- You must have the Admin user role (or a custom user role built on the Admin underlying role) to view and edit job access levels. Check out Gem permissions: User roles for more details.
Job access levels overview
Different types of Gem users have different requirements for what they need to be able to do within a job. For example, a user who creates a job will likely require full access to continue administering the job, while an agency recruiter will only need limited access for the purpose of their specific role.
Each job access level allows you to tailor the range of capabilities that users have within a job, so you can assign different job access levels to different types of users.
Gem comes with several default job access levels already set up, while you can also create custom job access levels if you need to offer specific combinations of job capabilities to suit particular business requirements.
Note that unlike predefined user roles, which are preset and can’t be customized, you can edit the default job access levels to tailor them to your requirements.
Admins can view job access levels by following these steps:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Users & permissions tab.
- Navigate to the Job access levels section to see a full list of available job access levels.
- The first six options are always the default job access levels, with custom job access levels listed underneath.
- Select a job access level to expand it, and see the details of which capabilities are available.
Note the Restrict capabilities to user-submitted applications checkbox against each job access level - selecting this allows you to limit users with that job access level to only jobs that they personally submitted. All of the selected capabilities will apply, but only to relevant jobs.
How job access levels are applied
Job access levels can be applied in various ways:
- When a user creates a job they’re automatically assigned the Job admin level for that job.
- When a user is set as a member of the hiring team (i.e. Recruiter, Hiring manager, Coordinator, or Sourcer) they’re automatically assigned the relevant job access level (unless they already have a different level for that job, in which case the original level is retained).
- When an agency recruiter is assigned to a job they’re automatically assigned the Agency recruiter level.
- Users with the Admin user role automatically have the Job admin level.
- In the Hiring team & permissions section of a job, you can manually set each user’s access level.
Job capabilities
Each job access level is made up of a selection of job capabilities grouped in categories. For each job access level, you can customize which capabilities are available from each category.
Categories represent key aspects of creating and managing jobs in gem:
- Job configuration
- Job posts
- Applications
- Activities
- Offers
The table below shows a complete list of categories and the individual capabilities available within each one, along with which of the six default job access levels has access to each capability.
Create a new job access level
Gem admins can create as many job access levels as required.
Each job access level is built upon an existing access level, to save having to create each one from scratch every time you want to create a new one. You can then adjust each access level’s selection of capabilities to suit your purpose.
To create a new job access level, follow these steps:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Users & permissions tab.
- Navigate to the Job access levels section.
- Select the + Custom level button to open the New custom access level pop-up.
- Name the new access level, and select an option from the Copy capabilities from dropdown (which includes all of your existing job access levels, including default and custom access levels).
- Select the Save button to create the new job access level.
- The new job access level is now visible in the list of job access levels.
- Select the new job access level to expand it, and see the full details of the various capabilities listed under each category.
- The default selection of capabilities is based on the job access level you chose from the copy capabilities dropdown, but you can customize this by toggling each capability ON or OFF.
- Select the Restrict capabilities to user-submitted applications checkbox if you want to limit users with that job access level to only jobs that they personally submitted. This option is typically used for agency recruiters.
- Any changes you make to the selection of capabilities are automatically applied, with no need to save anything.
Edit a job access level
To edit a job access level (whether default or custom), follow these steps:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Users & permissions tab.
- Navigate to the Job access levels section.
- To rename an access level, select the Actions menu (the three dots) at the far-right of the screen then select Rename. Enter the new name, then select the Save button.
- To edit which capabilities are included in an access level, select the access level you want to edit - this expands the selection to show all of the categories and the capabilities within each.
- Toggle the capabilities against each category to ON or OFF.
- Check or uncheck the Restrict capabilities to user-submitted applications to toggle between limiting users to just the jobs they created, or allowing users access to all jobs.
- Any changes you make to the selection of capabilities are automatically applied, with no need to save anything.
Job access rules
As well as applying job access levels manually, or based on users’ roles within a job’s hiring team, you can also set up job access rules against individual users. These allow you to automatically apply job access levels based on specific departments or locations - so any time a job is created with the relevant department or location selected, the system will automatically apply a particular job access level to that user.
Note that job access rules do not apply to confidential jobs. Please refer to Gem ATS: Confidential jobs for more details.
For example, if you have a user whose role is specifically geared towards recruiting for software engineers in the New York area, you could grant them the Recruiter job access level for any jobs created with the following settings:
- Department = Engineering
- Location = New York City
Create a new job access rule
Unlike user roles or job access levels, where you can create a role or access level and apply it to a wide range of users, job access rules are tailored to specific users.
Follow these steps to create a job access rule for a particular user:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Users & permissions tab.
- Navigate to the Team members section.
- Find the user that you’d like to create a job access rule for, and select the Edit job access rules (✏️) icon against that user. This opens the Job access level rules pop-up.
- Select the + Add access rule button to create a new rule. This opens three new dropdowns, each of which when selected display the full list of job access levels, departments, and locations available in your system.
- Select the job access level that you want to apply, and the department and location that you want to use as the triggers for the rule.
- You can create multiple rules for each user, so select the + Add access rule button and repeat step 6 for each rule you want to use.
Note that when you have multiple rules, the system attempts to apply them in order starting from the top of the list. Assuming each rule applies to a different job, every rule in the list will be applied. If two could potentially apply to the same job, only the first rule will apply.
- Select the Save button when you’ve created all the necessary roles, to apply them to the user.
- When you view the user in the Team members list, the Job access rules field is now populated.
Edit a job access rule
To edit a job access rule, follow these steps:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Users & permissions tab.
- Navigate to the Team members section.
- Find the user whose access rule you want to edit, and select the Edit job access rules (✏️) icon against that user to open the Job access level rules pop-up.
- From here you can amend any of the existing rules, or add additional rules.
- Select the Save button when you’re done to apply the changes.
Additional resources
To learn more about permissions in Gem, check out the following resources.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.