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. Only users with the Admin User Role can access the following features, regardless of whether they have all role permissions enabled in their account:
- User Roles
- SMS
- Video Recording
- Data Validation
- Customer Attributes
- Duplicate Settings
There are four groups of access:
-
Account Permissions
- Sourcing Permissions
- Screening Permissions
-
Posthire Permissions
Account Permissions
Account permissions include settings related to the account as a whole and not to specific positions (e.g. company settings, user 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, or edit any integrations (i.e. Checkr, Lessonly, etc.) and the ability to view the corresponding integration API's.
Partner Integrations
When checked, the user will have access to view, set up, or edit any partner integrations.
Access API and Webhooks
When checked, the user will have access to view or copy both Private and Public API keys, as well as the ability to view, set up, or edit all Webhooks.
Manage Message Templates
When checked, the user will have access to view, set up, or edit any message templates (emails & SMS), which could be linked to stages within a workflow.
Embedded Signature Templates
When checked, users can edit embedded signature templates for document signing stages.
Manage Rejection and Archivation Reasons
When checked, the user will have access to add or remove both "Rejection" and "On Hold" reasons. It is important to remember that rejection reasons are linked to rejection messages that are 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, or edit any custom fields and labels that are assigned to applicants and stages.
Manage Scorecards
When checked, the user will have access to edit information in Scorecards.
Use Analytics Tools and Exports
Please note: when a user has Analytics permissions enabled, the analytics data they see will inherit location permissions.
Use analytics tools
When checked, the user will have access to view and use features related to the Analytics screen in Fountain.
Use exports
When checked, the user will be able to use data exports in the Analytics screen.
Use custom reports
When checked, the user will be able to view and use custom reports in the Analytics screen.
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 these resources.
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, SMS communication, view-access to notes, and review the history of applicant activity.
Manage Applicants
When checked, the user will have access to manage applicants such as moving them to a stage or other opening. They also can edit applicant data fields or communicate with the application within the Applicant Profile.
Add or Import Applicants
When checked, the user will have the ability to manually add an applicant or import a set of applicants to an opening via CSV.
Delete Applicants
When checked, the user will have the ability to remove applicants entirely from the Fountain platform.
Manage Positions (Openings)
Unchecking the Manage Positions checkbox will prohibit the user from creating anything related to positions, locations, location groups, or openings.
Manage positions workflows and settings
When checked, the user will have access to workflows and the stages within those workflows. The user will be able to create, edit, or delete stages, set up email or SMS message templates, and any workflow automation based on integrations. This permission does not allow the user to create new openings.
Create new positions and manage groups
When checked, the user will have the ability to create and manage new openings, positions, locations, and location groups. Please note: if you want the user to be able to create openings, ensure this checkbox is checked.
Manage Hiring Goals
When checked, the user will be able to update or upload Hiring Goals. Please note: you must have Hiring Goals enabled in the account to use Hiring Goals.
Access Scheduling Tools
Manage own sessions applicants
When checked, the user will be able to add or remove applicants to their own availability sessions.
Manage own availability slots
When checked, the user will be able to add new availability to the calendar and assign the availability to themselves.
Manage sessions and slots for all users
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 the ability to send email communications to applicants on behalf of other users.
Use Fountain Messenger
When checked, the user will have access to the Fountain Message Center 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 Data Collection Files
When un-checked, users will NOT be able to see any applicant-provided files. Please note: all files provided by an applicant are considered secure files. There is no 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 permission to Access Secure Files.
Note
General users who do not have Admin permissions are NOT able to download applicant files from Fountain.
Access I-9 Files
When checked, the user will have access to view files associated with an I-9 stage.
Access W4 Files
When checked, the user will have access to view files associated with a W4 stage.
Access Signed Documents
When checked, the user will have access to view files associated with a Document Signing stage.
Posthire
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 or SMS messages, request information, 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.
Comments
0 comments