Overview
Every user in Gem is assigned a specific set of permissions which determines what parts of the system the user can access, and what level of access is available. These permissions are set by user roles - this article covers what the different user roles are, what permissions are available to each role, and how to create custom user roles.
For an overview of how permissions work in Gem, check out Understand permissions in Gem.
Requirements
- You must have the Admin user role (or a custom user role built on the Admin underlying role) to view and edit user roles.
User roles overview
Gem comes with several predefined user roles already set up, while you can also create custom user roles if you need to offer specific combinations of permissions to suit particular business requirements.
Each user role provides access to a range of functionality in Gem, with different levels of permission available for each one. Permissions are arranged in sections, grouped by functionality.
Admins can view user roles 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 User roles section to see a full list of available user roles.
- The first four roles in the list are always the four predefined roles. Any custom user roles are listed underneath.
- Select a user role to expand it, and see the details of which permissions are available for each section.
In the rest of this article we’ll explore the sections that are available in user roles, and the differences between predefined user roles and custom user roles.
Predefined user roles
Gem offers four predefined user roles by default:
- Admin: Full visibility into all sections of Gem, and the ability to configure and manage team settings like custom fields and integrations.
- Standard: Access to most sections, but no admin controls.
- Limited: Reduced access, aimed at users who participate in hiring workflows but don’t require visibility into analytics or access to sourcing tools.
- Restricted: The ability to log into Gem to submit scorecards and refer candidates, and view jobs that they’re part of the hiring team for (only available in Gem ATS).
You can also create additional custom roles, with each one based on one of the default roles. Refer to the Custom roles section below for more details.
Section access
Each user role provides access to a preset selection of functionalities. Predefined user roles have preset selections, but if you want to customize which sections are available, you can configure the exact selection for any custom user roles.
Sections represent key elements of the Gem system:
- General
- Jobs & openings
- Applications
- Scheduling
- Sourcing
- Talent marketing
- Reporting & analytics
- Templates
The table below shows a complete list of available sections and the individual permissions available within each one, along with which of the four predefined user roles has access to each permission.
Note that where a permission includes the plus sign (+) in its name, it can only be enabled in addition to the preceding permission(s). If you select one of these permissions, the preceding permission(s) will automatically be enabled too.
Custom roles
As long as you’re a Gem admin, you can create as many custom roles as you need.
Each custom role is built upon an underlying role, which can be either Admin, Standard, or Limited. You can then adjust each custom role’s section access to suit your purpose.
To create a new custom role, 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 User roles section.
- Select the + Custom role button to open the Create custom role pop-up.
- Name the new role, and select an option from the Underlying role dropdown (the options are Admin, Standard, and Limited).
- Select the Save button to create the new custom role.
- The new custom role is now visible in the list of user roles - note that custom user roles are recognisable by the blue label next to their name, which shows which underlying role they were created using.
- Select the new custom role to expand it, and see the full details of the various sections.
- The default selection of permissions is based on the underlying role you chose, but you can customize this by toggling permissions ON or OFF.
- If you want to deselect an entire section, select the Disable all option against the section title.
- If you make any changes to the selection of permissions, select the Save button when you’re done to save the changes.
Edit custom roles
To edit a custom role, 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 User roles section to see a full list of available user roles.
- Select a custom user role to expand it and see the full details of which permissions are available for each section.
- Toggle the permission settings against each section to ON or OFF.
- Select the Disable all option against a section title to deselect all of the permissions within that section.
- Select the Save button when you’re done to save 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.