Gem access types and permissions

User Types in Gem

Gem offers the three user types: Admin, Standard, and Limited, with the option of creating Custom Roles.

• Admin users have full visibility into all modules of Gem and can configure manage and team settings like custom fields and integrations, and manage user settings.
• Standard users have full visibility into all modules of Gem and can configure and manage their own settings.
• Limited users can only view a few modules in Gem (listed below) and configure their own settings. This permission is best for team members who only need view access in Gem (like Hiring Managers).
• Custom roles users have access on a per-module basis within Gem, configured by an Admin (instructions below).

User Type Access Levels and Permissions

Module Access

• Limited Users can view specific Outreach Stats, Pipeline Analytics, and Dashboard reports if the link to a report is provided to them. Limited users cannot reject candidates, send one-off messages, or move a candidate to another stage in Talent Pipeline.

Project Access

Custom Roles

Admins have the ability to create custom roles for their team to control access levels on a per-module basis within Gem. These custom roles can then be easily assigned to individual team members.

How to set up custom roles

1. In Team Settings in the My Team tab, Admins can create, edit, rename, and delete Custom Roles in the User Roles section.

2. 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.

3. When editing a role, you can toggle specific modules ON / OFF or select a specific type of access for each module.


*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.

4. Once you click Save, you can scroll up to the Team members section to apply the new role to any users you’d like.

Admin Team Management

Admins can configure a number of team settings, including:

Admin Team Management

User Management

Provision and Deprovision user accounts

Set user access type (Admin / Standard / Limited / custom roles)

Configure custom roles

Set User tags

Configurations

Set Default ATS Source (Greenhouse only)

Create, edit, and hide custom fields

Set email sending limits

Change or hide DEI permissions

Create Project data fields

Integrations

Create API Keys

Set up ATS integrations

Gem ATS module access levels

Depending on the user’s access level in Gem, each user can have either limited , regular , or admin access to the Gem ATS module.

• Limited: Users can only view jobs and openings that they have been granted permission to. They can’t create new jobs or openings.
• Regular: Users can view all non-confidential jobs by default, plus all jobs they’ve been granted permission to view. They can create new jobs and openings.
• Admin: Users can see all jobs and create new jobs and openings. They also have admin permissions on all jobs and openings.

For limited and regular ATS module access, being able to see a job does not necessarily entail seeing applications or taking actions. Specific job capabilities will depend on the user’s job access level, discussed below.

Gem ATS Job permissions

ATS permissions can be fine-tuned for each user on each job. To adjust job permissions, go to the job’s page. Open the Job settings tab → Hiring team & permissions → User permissions. Add users to the table here, change a user’s access level on the job, or remove access. Changes made on this page will only affect the current job.

You will need to have the Manage job permissions capability on the job, which is generally true for the job’s creator and any Gem administrator.

Gem ATS Hiring team & user permissions

The job’s hiring team should be used for tracking responsibilities and reporting on metrics. Hiring team roles do not confer job permissions on their own. If users need to perform tasks within Gem ATS, they will also need to be granted job permissions.

If you have the Manage job permissions capability, adding a user to the hiring team will automatically add them to the permissions table as well, as a convenience. Their job access level can be changed or removed before saving.

You may grant job access to users who are not on the hiring team.

Gem ATS Job access level options

Each job access level consists of a collection of capabilities, which define the actions a user can take on the job.

• Job admin: This access level is granted to the creator of the job and includes all job capabilities. All Gem admins will also have job admin access.
• Recruiter
• Hiring manager
• Coordinator
• Sourcer

A user’s job access level does not need to match their hiring team role.

Customizing Gem ATS job access level options

The capabilities included in each job access level can be customized by Gem administrators in the Gem Admin Settings page. Go to Admin settings →Gem ATS →Permissions →Job access levels.

Changing a job access level’s capabilities will affect all jobs and users with this job access level.

Assigning job access levels by department and/or location

You can also assign individual team members access, using your defined job access levels, to jobs within one or more of your departments or locations. Once department and/or location level access is granted to a team member, you will no longer need to add them to individual jobs as they are created.

As a Gem administrator, navigate to your team members in your Admin Settings page. Click on the ‘Job access rules’ field for any team member. You can then create access rules for that team member, associating an access level with one or more departments or locations to enable their access to jobs that meet those criteria. Multiple access rules can be created for an individual team member, granting them different levels of access based on the department and/or location associated with your jobs.

At the job level, team members who have access to a job via a department or location level rule will be denoted by the Job access rules column using a Department (Location) format. Team members with access via their department or location cannot be removed from the individual job page. To remove them from a job, they would need to have the access level by department or location removed via the team member admin page.

Please note:

• These access rules will not grant team members access to confidential jobs.
• If a team member was already associated with a job, the individual access level selected on the job will take precedence.

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.

• User Types in Gem
• User Type Access Levels and Permissions
• Module Access
• Project Access
• Custom Roles
• How to set up custom roles
• Admin Team Management
• Gem ATS module access levels
• Gem ATS Job permissions
• Gem ATS Hiring team & user permissions
• Gem ATS Job access level options
• Customizing Gem ATS job access level options
• Assigning job access levels by department and/or location