(Archived) Getting started: Gem ATS permissions

User Access Levels

User access levels can be managed by Admins on the Users & permissions page.

User access level options

• Restricted: Allows limited access to the ATS module and no access to other Gem modules. This access level is only available when the Gem ATS feature is enabled.
• Limited: Allows limited access to the ATS module and some access to other Gem modules.
• Standard: Allows standard access to the ATS module and other Gem modules, which allows users to see all non-confidential jobs by default, but not edit jobs or see candidates.
• Admin: Allows admin access to the ATS module and other Gem modules.

Check out Gem access types and permissions for more detailed information about each user access level. Administrators can also create custom user roles.

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 see jobs they have been granted permission to. They are not able to create new jobs.
• Regular: Users can see all non-confidential jobs by default, plus all jobs they have been granted permission to. They can create new jobs.
• Admin: Users can see all jobs and create new jobs. They also have admin permissions on all jobs.

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.

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.

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.

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. For example, you might want to add give or more auxiliary users Recruiter access so that they can help with application reviews and scheduling, without needing to be part of the core Hiring team. By doing this you can keep your reporting organized, while giving everyone the access they need.

Customizing job access level options

Here’s a breakdown of all of the available options, and which access levels have default permissions for each of them.

Changing the capabilities of a job access level will affect all jobs and users with that level.

Assigning job access levels by department and/or location

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

To assign a location or department to a team member, go to the Users & permissions page and select 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 Access Levels
• User access level options
• ATS module access levels
• Job permissions
• Hiring team & user permissions
• Job access level options
• Customizing job access level options
• Assigning job access levels by department and/or location