User Permissions are a powerful way to ensure your team is operating with a high-level of security and access. This article will describe the types of access you can restrict with User Permissions.
Note
Please note that all accounts include an Admin User Role (templated set of user permissions) that has access to all of the following features.
There are four groups of access:
- Account Permissions
- Sourcing Permissions
- Screening Permissions
- Posthire Permissions
Account Permissions
Account permissions includes any setting related to the account as a whole and not to specific positions (e.g. company settings, users management, integrations, etc.)
Manage Users
This can be used to determine whether or not a user has the ability to manage other users permissions.
Manage Integrations
When checked, the user will have access to view/set-up/edit any integrations (i.e. Checkr, Lessonly, etc.) and ability to view the corresponding integration API's.
Partner Integrations
When checked, the user will have access to view/set-up/edit any partner integrations.
Access API and Webhooks
When checked, the user will have access to view/copy both Private and Public API keys, as well as the ability to view/set-up/edit all Webhooks.
Manage Message Templates
When checked, the user will have access to view/set-up/edit any messages templates (emails & SMS), which could be linked to stages within a workflow.
Embedded Signature Templates
Users can edit embedded signature templates for document signing stages.
Manage Rejection and Archivation Reasons
When checked, the user will have access to add/remove both "Rejection" and "On Hold" reasons. Keep in mind that rejection reasons are linked to rejection emails that get sent to applicants who are rejected based on preconfigured rules.
Manage Custom Fields and Labels
When checked, the user will have access to view/set-up/edit any custom fields and labels that are assigned to applicants and stages.
Analytics Tools and Exports
When checked, the user will have access to view or edit features related to analytics and exports.
Sourcing
The Sourcing section enables users to manage and facilitate all sourcing related initiatives. Enabling users administrative access to this portion of the account, gives them capabilities to Boost or utilize other job boards available in Fountain, which may result in being assessed additional fees or billing per the duration of the campaign(s) or subscription agreement. For more information about Sourcing in Fountain, visit this resource.
Screening
Screening permissions enable users to complete actions such as managing applicants, positions, workflows, and scheduling settings.
View and Act on Applicants
View Applicants
When checked, the user will have access to view the applicant profile which contains all applicant data fields, communication (email & SMS), view-access to notes, and review the history of applicant activity.
Manage Positions (Openings)
Manage Positions Workflows And Settings
When checked, the user will have access to position workflows (stages) and settings (timezone, language, etc.). The user will be able to create/edit/delete stages and set emails, SMS, follow up message and automation based on integrations.
Create New Openings
When checked, the user will have access to view/create/delete AND clone openings.
Access Scheduling Tools
Create and Assign Sessions to Self
When checked, the user will be able to add new availability to the calendar and assign the availability to his/herself.
Create and Assign Sessions to Any User
When checked, the user will be able to add new availability to the calendar and assign the availability to any user existing in your Fountain account.
Send Emails on Behalf of Other Users
When checked, the user will have permissions to send email communications to applicants on the behalf of other users.
Use Fountain Messenger
When checked, the user will will have access to the Fountain messenger to communicate and interact with applicants.
Access Secure Data
When checked, the user will be able to view and edit any data field marked as "Secure" (PII), for example: SSN, banking info, passport info, etc.
Access Secure Files
When un-checked, users will NOT be able to see files. Note that all files are secure files and there is not an option to make files non-secure. Users with this permission will be able to view secure files in the applicant's profile; the files will be hidden for the users without the permission to Access Secure Files.
Note
General users who do not have admin permissions, are NOT able to download applicant files from Fountain.
Posthire
Account permissions includes any setting related to the account as a whole and not to specific positions (e.g. company settings, users management, integrations, etc.).
View and Act on Workers
View Workers
When checked, the user will be able to view the Worker Table in Posthire, which includes workers' names, phone numbers, any recurring checks that are being run, etc.
Manage Workers
When checked, the user will be able to use the Actions dropdown menu in the applicant table to send email/SMS to, request information from, deactivate, or delete workers.
Manage Recurring Checks
When checked, the user will be able to add, edit, and delete both recurring checks for data collection and background checks in Posthire.
Require Two-Factor Authentication
When checked, the user will be authorized to enable two-factor authentication for other users.
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