Summary
With Custom Roles, Admins have the ability to create custom roles for their team to control access levels on a per-module basis within Gem. Those custom roles can then be easily assigned to individual team members.
Eligibility
All teams using Gem have access to this functionality, but only team Admins can create and manage roles and permissions in **Team Settings**.
Example Use Cases
- Talent Advisory (TA) Specialist: The TA team includes a Talent Marketing Specialist/Event-based Recruiter. This user should have admin access to modules like Campaigns - Create Branded Emails and Gem Forms, but often Limited access to other modules.
- A similar use case would apply to other specialist roles, such as Sourcing Specialists, Recruiting Coordinators, and Talent Analytics Specialists.
- Hiring Manager: A Hiring Manager must have access to talent management workflows, like Application Review and Talent Pipeline Overview, and reporting workflows, like Pipeline Analytics Overview. They do not need access to other modules.
- Executive: An Executive needs access to reporting and Sending Email On Behalf Of (SOBO) grant functionality, but nothing else.
Functional Details
How does the product work?
- In Team Settings in the **My Team** tab, Admins can create, edit, rename, and delete Custom Roles in the User Roles section.
- When creating a custom role, you must specify the underlying role, which serves as the default (or fallback) set of permissions for any user with this role.
- When editing a role, you can toggle specific modules ON / OFF or select a specific type of access for each module.
- Once you click Save , you can scroll up to the Team members section to apply the new role to any users you’d like.
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Current limitations
- Applying new roles/permission changes may require the user to refresh the page.
- Not every module is yet represented in the list of modules. Additional modules are on the roadmap. Until then, any module that doesn’t appear defaults to the underlying access type of the role.
FAQ
Q: How do these roles & permissions intersect with Gem ATS roles & permissions?
A: The new Team Settings permissions control whether as a user has access to specific modules within Gem, such as the Gem ATS. Gem ATS permissions related to a specific job are still handled within the ATS and are not impacted by these changes, assuming the user role has access to the ATS.
If a user has been given a Gem ATS Limited role (because their only use cases are interview scorecards and/or referrals), then they should not have any other modules enabled as part of their custom role.
If the user has any other Gem ATS role, there should be no impact on other modules.
Q: How do these Roles & Permissions intersect with DEI permissions that also appear in Team Settings?
A: These Roles & Permissions are currently unrelated to DEI permissions. If, however, you give a user full access to DEI data but then restrict their user so they can’t access any modules where DEI data is present, the DEI permissions would have no impact on the user’s experience.
Q: Can a Limited access user view only the dashboards they’ve been sent, or can they view any non-private dashboard within the team?
A: A user with Limited access to the Dashboards module can only view dashboards if the link has been directly shared with them.
- Summary
- Eligibility
- Example Use Cases
- Functional Details
- How does the product work?
- Current limitations
- FAQ