What are the different types of User Permissions?

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.

Please note that all accounts include an Admin User Role (templated set of user permissions) that has access to all following features.

There are four groups of access:

  1. Account Permissions
  2. Screening Permissions
  3. Posthire Permissions
  4. Position Access

1. 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 Integrations

When checked, the user will have access to view/set-up/edit any integrations (i.e. Checkr, Onfido, Lesson.ly, SchoolKeep, etc...) and ability to view the corresponding integration API's. 

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 (create or alter emails & SMS) which could be tied to stages within the process flow.

Manage Rejection and On Hold Reasons

When checked, the user will have access to add/remove both "Rejection" and "On Hold" reasons. Please keep
in mind that rejection reasons are tied to rejection emails that get sent to applicants who are rejected.

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.

Manage Scorecards

When checked, the user will have access to view/set-up/edit applicant scorecards. The user will be able to create/edit/delete questions and scoring criteria for any scorecards.

Use Analytics Tools and Exports

Use Analytics Tools

When checked, the user will have access to view/use the analytics tools such as "Activity Overview," "Workflow Conversion," etc.

Use Exports 

When checked, the user will have access to create/download various exports (reports) such as "Custom" and "Timestamp" reports that contain applicant data.

2. Screening

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.).

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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), and history of applicant activity.

Manage Applicants

When checked, the user will have access to view and use the "Actions" button, move applicants between stages, upload documents to their profile and edit applicant data.

Manage Positions

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 Positions

 When checked, the user will have access to view/create/delete AND clone positions.

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. 

Use Fountain Messenger

When checked, the user will be able to view and respond to both read and unread messages that live in Messenger.

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. 

3. 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' button in the Worker 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. 

2. Screening Permissions

Screening permissions include any positions and applicants-related actions (e.g. creating and editing positions, adding applicants, scheduling sessions, etc.).

We can restrict users' access to positions regardless of their permissions. (Admins, of course, have access to all positions.) All screening and Posthire actions are applicable to accessible positions (described below).

Stage Access
Users can have full access to a position (to all stages) or restricted access (only to some stages).

When a user does not have access to a stage:

  • he/she cannot move applicants to or from the stage regardless of his/her permissions;
  • he/she cannot act on applicants from the stage (e.g. send messages) regardless of his/her permissions;
  • he/she cannot add availability to the calendar for the stage.

Guest users who (who have restricted access):

  • cannot modify a position’s settings and workflow;
  • cannot access Posthire for the position.

Accessible Positions
Accessible positions for a user include:

  • all stages from all positions if the user is an admin or positions admin;
  • stages from public positions, owned positions, and private positions which the user has full access to, as well as and stages from private positions which the user has explicitly been granted access.

Positions List
The positions list contains only accessible positions, as described above.

Actions that require certain permissions:

  • Reorder positions
    Required permissions: admin or positions admin + manage_funnels
  • Add a position
    Required permissions: admin or create_funnels
  • Clone a position
    Required permissions: admin or create_funnels
  • Edit Position
    • Edit Form
      Page: /my_account/funnels/my_funnel/form
      Required permissions: admin or position owner or (full access and manage_funnels).
    • Edit Workflow
      Page: /my_account/funnels/my_funnel/workflow
      Required permissions: admin or position owner or (full access and manage_funnels).
    • Edit Settings
      Page: /my_account/funnels/my_funnel
      Required permissions: admin or position owner or (full access and manage_funnels).
    • Edit Validation Groups
      Page: only available through dialog
      Required permissions: admin
  • Delete Position
    Required permissions: admin or position owner
  • Manage On Hold reasons and Rejection reasons
    Required permissions: admin or reasons.
  • Manage Labels
    Required permissions: admin or custom_fields

Applicant Table

Actions that require certain permissions:

  • Add/import applicants
    Required permissions: admin or position owner or full access + manage_applicants
  • All actions under the 'Actions' button

    Required permissions: admin or manage_applicants or position owner

Sessions

Actions that require certain permissions:

  • All actions under the 'Action' button:

    Required permissions: users with admin or manage_applicants or manage_all_slots permissions OR position owner OR session assignee

Calendar

Actions that require certain permissions:

  • Add new availability
    • Users with admin, manage_applicants or manage_all_slots permissions can create availability slots for any position’s users.
    • Users with restricted position access can only create available slots for accessible stages.
    • Users with manage_own_slots permissions can only create slots for themselves.
  • Edit existing sessions
    • Users with admin, manage_applicants or manage_all_slots permissions can edit all availability slots.
    • Users with restricted position access can only edit available slots for accessible stages.
    • Users with manage_own_slots permissions can only edit their slots.
  • Booking applicants
    • Users with admin, manage_applicants or manage_all_slots permissions can book applicants and cancel bookings for any slot.
    • Users with restricted position access can only book applicants for available slots for accessible stages.
    • Users with manage_own_slots permissions can book applicants and cancel bookings only for their slots.

Reports

Required permissions: admin or reports
Note: admin users/users with reports access can view all positions analytics regardless of his/her positions access.

3. Posthire Permissions

Posthire permissions include any Posthire-related actions (e.g. creating recurring checks).

Actions that require certain permissions:

  • View the Worker Table
    Required permissions: admin or full access + view_workers
  • Manage workers (using the 'Actions' button):

    Required permissions: admin or full access + manage_workers
  • Add/manage Recurring Checks
    Required permissions: admin or posthire_checks

2. Positions Access

Positions Access allows you to select which stages/positions the user has access to. All users have access to public positions.

In order to make a position private and limit access to it, the following setting must be enabled in the position's settings:

If you have any further questions regarding this, please feel free to send us an email at support@fountain.com.

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