Here is a summary of how Gem treats confidentiality and the tradeoffs to setting up two instances (one for exec recruiting and one for non-exec recruiting).
In Gem there are several ways to enable privacy:
- Confidential Projects - Only users you designate can see the project; they can also add or remove candidates. Other users will not see any activity associated with this project (except Gem admins).
- Confidential Sequences - Only you can see the sequence contents and statistics. The setting is only intended for confidential searches, since your teammates will not see your reach out activities and may contact the candidate again (except Gem admins).
- Private Notes - You can choose whether notes on the activity feed in Gem are public (default) or private. Private notes can’t be seen by anyone else.
When it comes to Workday data visibility in Gem, there are two settings:
- Hiring team visibility (default) - Users can only see the jobs and applications if they are listed on the hiring team in Workday
- Open visibility - Users can see all jobs and applications, however confidential jobs and applications will still be hidden (unless a user is on the hiring team of confidential jobs/ applications in Workday). This option can be set globally for all Gem users, or enabled on a per-person basis.
Users will be able to search/see all Workday candidates in Gem, regardless of confidentiality. But Gem won’t show a candidate’s confidential job(s) or application(s).
If these options for visibility and permission don’t support the your exec recruiting team’s needs, the other option is to create a separate Gem instance just for the exec team. My recommendation is to keep your team in one instance because it makes things easier for everyone, but we’ll support your team either way.
Here are some setup requirements and tradeoffs to be aware of with a two-instance setup:
- Setup SSO SAML for both Gem accounts AND configure routing rules so that users get signed in to the correct Gem account
- You’ll end up with 4 Gem environments you’ll need to manage: 2 production instances and 2 sandbox instances
- Configure the Workday integration for the Gem exec production + sandbox account (on top of the WD integration already being created for their non-exec Gem account + sandbox). Bringing the total unique WD <> Gem integrations to four
- There is no communication or data transfer between exec and non-exec instances. If a candidate exists in one with message activity, they won’t be in the other and vice versa
- You’ll need to repeat the following steps for each account (nothing transfers between accounts - including sandboxes)
- Email integration
- Workday integration
- SAML SSO (and appropriate routing rules)
- All admin settings, customizations, templates, reports, etc
- It’s not possible to “merge” exec and non-exec accounts later