Overview
Permissions in Gem are powered by organization-wide user roles, which control access to different areas of functionality in Gem. Organizations using Gem ATS can additionally control access to individual jobs using job access levels, allowing hiring team members to have different permissions on each job. You can customize both user roles and job access levels, giving you precise control over what each user can see and do. This article provides an overview of the different permissions options that are available.
If you’re looking for more detailed information on permissions in Gem, please refer to Gem permissions: User roles or Gem permissions: Job access levels and job access rules.
Requirements
- You must have the Admin user role (or a custom user role built on the Admin underlying role).
- You must use Gem ATS to view and edit job access levels.
Permissions overview
Gem permissions are built around the concepts of user roles and job access levels:
- User roles control the different features that users can access in Gem, with specific levels of access grouped together (e.g. Jobs & openings, Applications, Sourcing, etc.).
- Job access levels (Gem ATS only) define what users on a particular job’s hiring team are allowed to do within that job.
Each user is assigned a user role at account creation, while job access levels apply based on specific jobs or department and/or location-based job rules.
User roles
User roles in Gem allow you to assign every user a specific set of permissions, either using a predefined user role or a custom user role.
Predefined user roles
Gem comes with several predefined roles built in. Here’s a breakdown of those user roles and who they’re aimed at:
- Admin: For admin-level users such as recruiters or recruiting operation leads, who administer the organization’s Gem workspace and need to manage users, integrations, and system-wide settings.
- Standard: For recruiters or sourcers who use Gem on a day-to-day basis to source candidates, send outreach, manage projects, and view team activity.
- Limited: For stakeholders like hiring managers or executives, who require read-only visibility into pipelines and reports, but don’t need to be able to actively take actions in Gem.
- Restricted (available to Gem ATS users only): For interviewers, external collaborators, and non-recruiting employees, who work within Gem ATS but only need to collaborate on particular jobs, without broader access to Gem.
Note that there are certain actions that even an Admin user role does not permit, and which require Gem’s Support team to perform - such as white-listing users, or setting a maximum number of users.
Check out Gem permissions: User roles for more details of what permissions are available for each predefined user role.
Custom user roles
In addition to the predefined roles, you can create custom roles which allow you to tailor the specific set of permissions to your requirements.
Custom user roles are built on the concept of underlying roles - when you create a custom role, you select whether you want the underlying role to be Admin, Standard, or Limited, and the default set of permissions for the new role is based on whichever underlying role you choose. You can then customize the permissions further to suit your needs.
Check out Gem permissions: User roles for more details of how to create custom user roles.
Job access levels
Where user roles determine users’ overall permissions within Gem, job access levels allow you to define what users are able to do within a job, based on what their role is within that job’s hiring team.
Gem comes with several default job access levels built in, based on various common roles within a hiring team. These levels offer different degrees of access, from Job admin which provides complete control over a job, to Agency recruiter which only provides the ability to engage with personally-submitted candidates.
- Job admin
- Recruiter
- Hiring manager
- Coordinator
- Sourcer
- Agency recruiter
In addition to the default access levels, you can create custom access levels which allow you to tailor the specific set of job-level capabilities to your requirements.
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.
Check out Gem permissions: Job access levels and job access rules for more details about how to view, create and edit job access levels.
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.