Bill Fox

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Define your Hiring Process using Roles and Permissions

Information is sacred. Sensitive pieces of data falling into the wrong hands could create a crisis for you, your team, and your company. Don’t let that happen! Use roles and permissions to define your hiring process before you begin the implementation with any system. Understanding how members of your team can access the system, before you fully integrate your organization, will save you panic and lost sleep. If you’re like me, you value your time snuggled up in blanket at night without the worry of what your employees could know. With that in mind, let’s dive in! Outlined below are the roles and best practices to help you accomplish this task using the Jazz Platform but this train of thought is useful for any system.

Owner (Tour Manager)

The supreme leader of your Jazz account! There can only be one owner for each Jazz account. This person is the primary point of contact for Jazz and is responsible for configuring the implementation of the system. The Owner role functions almost identically as the Administrator except for one extra section, Privileges. The Privileges section allows the Owner to define overarching permissions for the User and Recruiter roles. Make sure to review these and set them accordingly before you begin inviting new team members into the system.

Administrator (Lead Singer & the Band)

Administrators are the top of the role class. They are the coach of the team, the star of the play, the conductor of the orchestra. This role type does it all and knows it all. Provide this to the team members that are entrusted with all forms of sensitive data. This includes running reports, creating templates, and changing settings. Administrators can see all candidates, jobs, and completed evaluations so only give this account to team members that require this enhanced level of access.

Recruiter (Guest Appearances)

Working with third party recruiters or staffing firms? This is the role for them! Not to be confused with internal recruiting titles, the Recruiter role is a heavily locked down account. When given this permission type, the only candidates that are visible are those they submit themselves. They cannot see other profiles in order to prevent poaching. Just like with hunters around the world, poaching isn’t acceptable and Jazz provides you a way to prevent this.

User (Technicians, Dancers, Crew members)

The role that is used when none of the above fit! In this instance, it is okay to be like everyone else. User is the default permission level to give members of your team. This role can perform the basic functions within Jazz such as screening candidates, conducting interviews, scheduling events, and conducting evaluations. They can even be set to allow for job creation or can be further restricted from seeing other’s evaluations and comments. User accounts are not able to see sensitive information, such as Salary and EEO information, keeping those secrets safe within the system!

Define your Process (Plan the tour)

Armed with this knowledge, you can now implement the correct permissions levels for your organization. With an understanding of what your team members have access to, you can accurately define your hiring process for your company within the Jazz Platform or any system within your organization. You will now know who can see what information and ensure that the right people are taking action to efficiently move candidates through your pipeline!

  • Lee Altpeter

    I found this insightful and thought provoking. I will be putting this to use in my organization.

    • Amanda Groves

      Hi Lee! Great to hear. Let us know if you see improvements after implementing these changes 🙂


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