Roles and Privileges Overview

Roles

Super Admin

A Super Admin has full access to everything in JazzHR. Super Admins can override or change privileges of other accounts, and add in other Super Admins. Super Admins can also change and view billing or account information. 

Who is this on my team?  The account owner should always be a Super Admin.  Additionally, we recommend having 2-3 additional Super Admins on your account; Super Admins are most often HR team members or leaders from your company who need to have visibility into all parts of JazzHR.

Recruiting Admin

A tier below the Super Admin, the Recruiting Admin has access to all templates, modifies candidates, performs bulk actions, while restricting access to hidden candidates, billing information, and overall account privileges. 

Who is this on my team?  Recruiting admins are also most often members of the HR, recruiting, or talent teams. Your Recruiting Admins are likely to be a head recruiter, HR manager, or talent acquisition manager who will be responsible for day-to-day administration.

Super User

The Super User is a user who has limited visibility into jobs and candidates; in most cases, they will only be able to see jobs and candidates for which they are on the hiring team.  Additionally, they have the ability to view and update your templates in JazzHR, including questionnaires, emails, or interview guides.  Super Users are keeping your content fresh without the concern of seeing sensitive account information or jobs or candidates for which they are not responsible.

Who is this on my team? Your Super User is an empowered hiring manager or recruiting coordinator who needs access to manage questionnaire, email, interview or other templates but doesn’t need full administrative access. 

Recruiting User

A Recruiting User is a user with limited visibility into jobs and candidates; in most cases, they will only be able to see jobs and candidates for which they are on the hiring team.This person is screening candidates, leaving notes, and completing interview guides. They’re not able to access any administrative settings or change candidate profiles. Both Super User and Recruiting User profiles can be controlled by a set of privileges, some of which are outlined below.

Who is this on my team? Your Recruiting User is a hiring manager or hiring team member whose primary responsibility in JazzHR is to screen candidates and leave feedback.  New users of JazzHR often begin as Recruiting Users; you can always change their permissions as their familiarity with the tool increases.

Interviewer

Once your Interviewer is a member of a hiring team, she can be assigned interview guides to complete. When she logs in, she sees her upcoming interviews on the dashboard and can fill out her guide easily. Encourage networking and build excitement with built-in social sharing tools from the Interviewer dashboard.

Who is this on my team?  Your Interviewer could be a peer of the potential candidate, or someone that you do not want to see feedback left by other hiring team members in the event that the candidate joins the team.  Another potential Interviewer is an executive or another leader on your team who doesn't want to have to navigate through Jazz or see all candidate information to simply leave feedback.

Developer

A beautifully crafted careers page is a recruiting essential. Give your development team access to nothing but the information they need to integrate your website and customize your JazzHR hosted careers page. Developers only have access to career page setup and integrations so you’re fully connected without worrying about your candidates’ privacy.

Who is this on my team?  The Developer role is intended for a member of your IT team, Development team, Web team, or Marketing team.

External Recruiter

If you work with agencies or contracted recruiters, give them their own login to JazzHR so they can upload candidates and you can control the process from there. Your agency recruiter can only see the candidates he uploads and the jobs he’s assigned to. (unless you want to tweak these privileges for a specific recruiter) This keeps your account information private and makes sure all your candidates are funneled into JazzHR for reporting, tracking, and follow up. External recruiters cannot:

  • View Admin
  • See any other candidates other than the ones they have sourced for you (you can edit this under Settings --> Privileges)
  • View hidden candidate profiles
  • Export/delete candidates
  • Create or edit jobs
  • View "Confidential" postings
  • View Reports

Recruiters can use a link that will automatically attach their name to a candidate. If a Recruiter uploads a candidate without using their link, you can go into the candidate’s Profile and edit to add the Recruiter’s name. Simply click "Edit Profile", then scroll down until you see "Recruiter" to select the recruiter.

Scroll up to save the profile and now you've added a recruiter to this candidate! They will now have access to the candidate and you can track any changes in reporting. 

 

How to Add in a Team Member

  1. Click Settings >> People
  2. Click Add Person
  3. Type in their First and Last name, email address and title
  4. They will receive an email with their login information and temporary password

How to Set Up a Group

  1. Click People.
  2. Click + next to Groups.
  3. Name the Group.
  4. Click Create Group.
  5. On the next screen, select the Users for the Group.
    • If you want to add an existing Group to the new group you are creating for this job, choose it from the left column.
    • Notice that the roles in that group are now highlighted in the right column. They can't be deselected individually because they are part of an existing Group
    • You can select and deselect existing Groups and Users until you come up with the right combination of people that need to be in your new Group.
  6. Click Save Changes To Team.

Adding Restrictions to Hiring Teams

You can restrict a job so only the newly-created team has access to it. We recommend as a rule to always set your jobs up with this restriction in place.

This is a one-time setting that will stay until changed unless a Super Admin chooses to turn this setting off. This will only affect jobs that are created after this privilege is enabled. Existing jobs will need to be edited on a per-job basis.

Setting a User Privilege That Restricts Job Visibility

  1. Click Settings >> Privileges. Note: Only Super Admins can access Privileges.
  2. Check the box next to Restrict job visibility to Hiring Team by default.
  3. This is a blanket change that will effect all User accounts created in the app.
  4. Click Save Changes

Blind Interviews/Evaluations:

In some cases, you may want to have a blind evaluation. Recruiting Users cannot see interview/evaluation details left by others.  Not allowing the Super User to see other interviews/evaluations to prevent tainted results can help eliminate interview bias among your team.

You can determine whether or not users can see evaluations they did not create. Only Super Admins have access to change this setting.

  1. Click Settings >> Privileges
  2. Check or uncheck the box next to Super Users cannot view interview feedback and evaluations completed by others.
  3. Click Save Changes

If users are allowed to view all evaluations, they will by default just see the total score. If they would like to see the result for each question, they can click Toggle details in the top right corner of the evaluation.

What can candidates see regarding JazzHR?

  • Your hosted jobs page: Open to anyone viewing your website.
  • Application confirmation page: The general email that is sent to the Candidate after s/he has applied to one of your positions.
  • Communication reply page: Another general email that is sent to the candidate when a message is sent to them.
  • Questionnaire pages (if separate from application): Generally sent to a candidate if it needs to be separate from the main posting. 

 

How to Hide a Candidate’s Profile From Other Users

The Hide feature allows Super Administrators to hide certain candidates from all Recruiting Admin and all User account types. This ensures that certain users do not have access to particular candidate profiles, their own profiles, or any occasion where you may want to hide a profile so only Super Admins can access it. 

  1. Click Candidates.
  2. Find and click on the applicant you wish to hide.
  3. Click on the actions drop-down next to where you change the candidate's stage in the workflow.
  4. In the drop-down menu, click Hide Candidate.

The candidate is now hidden from all non-Admins. You can turn this off as an individual privilege override by going to an individual user's profile and clicking Edit Profile.

 

Setting Privacy to an uploaded File or Document:

You may want to limit the visibility of certain documents and/or files to certain people. While uploading a document and/or file, you have the following options for visibility:

  • Everyone
  • Admins only
  • Private (Only Me)
  • Specific Users - (Will populate a list of everyone on your Account to specify who can see this)

All roles will always be able to see the files they upload. Files uploaded by a candidate via the File Upload questionnaire question type will, by default, be visible to everyone.

 

Frequently Asked Questions

 

Who can see salary information on a candidate's profile?

Only Administrators and Users who are Hiring Managers can see salary information on a candidate's profile, unless the individual Administrator Privilege is given to them via their profile.

How do I add someone to JazzHR? 

  1. Click Settings >> People
  2. Click Add Person
  3. Fill in the details and they will receive an automated email with their login instructions! 

How many people can I have in my JazzHR account?

Unlimited!

Can I add someone into JazzHR myself?

As long as you are an administrator, you can add another person into JazzHR. Users can cannot add people. 

Where is the Recruiter link? 

  1. Click Settings >> People
  2. Click the pencil near the Recruiter's name
  3. The recruiter link will be on the right panel 

How do I change someone's password

  1. Click Settings >> People
  2. Click the pencil near their name
  3. Click "Change Password" in their profile

 Or send them to app.jazz.co/home/forgot to reset it themselves. 

 

New to JazzHR? Our onboarding portal can help - check it out here

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