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OnShift® Employ supports two permission groups: ADMINISTRATOR ROLES and MANAGER ROLES. These can be modified to create various levels of authority known as SUBROLE. The Administrator Role has the highest level of access within OnShift® Employ. By default, Admin can do all tasks available in OnShift® Employ. Manager Role is the second tier role. By default, Managers process applications, interact with candidates as well as review PDFs and files.
Access to candidate’s applications can further be restricted by assigning specific OVERSIGHT.
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NoteNot all roles listed in the administrator and manager drop-down are available. Please contact your OnShift Rep if you have any questions. |
We take candidate’s privacy seriously. Below are examples of stages and forms that are not built into an existing administrator permission role and require a special permission to view.
An Associate Exclusive permission is needed to:
See padlocked forms containing Personal Identifiable Information (PII) or other sensitive information- for example, W4, Direct Deposit forms and Form I9
See medical forms or any forms related to HIPAA
Locked stages - for example, the ability to advance a candidate through an ADP Integration
View integrated background screening results in Employ
create and manage secured Openings
Requests for permission upgrades or oversight changes require a supervisor or higher level user permission.
Contact your OnShift CSA or support@onshift.com (800) 385.1494 #2 to enable administrator special permissions.
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ADMIN SUBROLES (graph)
FULL ACCESS ADMINISTATOR - Full Access Administrator is the highest level admin permission group. *This permission should only be enabled by a high level administrator or your CSA/CSM.
The only difference is Full Access Administrator has access manage to Job Templates. 1.)Manage Systems tab: ability to create and manage Current Openings, Qualification Questions, and Administrator management. 2.) Create and manage openings 3.) Process a candidate from the beginning of the application process through to hired as well as reject, hire, and un-reject applicants. Allowed to Countersign.
FULL ACCESS ADMINISTATOR(view secure forms) - *This permission should only be enabled by a high level administrator or your CSA/CSM.
In addition to permissions listed above - Access to all secured applicant information including HIPAA and PII data. For example: W4, Direct Deposit, Background Authorization Forms, medical questionnaires.
(most common) CLIENT ADMIN: Client Admin has permission 1.)Manage Systems tab: ability to create and manage Current Openings, Qualification Questions, and Administrator management. 2.) Create and manage openings 3.) Process a candidate from the beginning of the application process through to hired as well as reject, hire, and un-reject applicants. Allowed to Countersign. Does not have access to Job Templates.
CLIENT ADMIN (view secure forms): Same permissions as Client Admin in addition to view locked documents, for example W4, Form I9, direct deposits. *This permission should only be enabled by a high level administrator.
CLIENT ADMIN (no message edit): Same permissions as Client Admin, except, cannot add or edit Message Templates.
CLIENTADMIN - (Hide BG): Same permissions as Client Admin, except, cannot review integrated background results.
PROCESS MANAGER: Client Admin permissions/access EXCEPT Manage Systems tab. Ideal for office managers, payroll, etc to view secure documents and manage openings. Can countersign.
MANAGER SUBROLES (graph)/wiki/spaces/CM/pages/743636993
(most common) RECRUITER - (basic) - 1.) Process a candidate from beginning of the application process through to hired. 2.) Create and maintain Openings. Accessible OnShift® Employ features include: send messages, review candidate files, review/add Notes, reassign applications to other admin. Has access to Signed Forms feature. /wiki/spaces/CM/pages/743636993
RECRUITER - (view secure & backgrounds): In addition to Recruiter - (basic), this permission level can review secured data on post-offer forms, countersign documents, clone applications review integrated background screening results.
RECRUITER - (View BGs): Recruiter has access to review integrated background screening results. (Please contact Avesta to activate this feature.) Cannot Countersign, no cloning applications.
(most common) HIRING MANAGER: Hiring Manager may process a candidate from beginning of the application process through to hired including: send messages, review candidate files, review/add Notes as well as reassign applications to other admin. Has access to Signed Forms feature. This permission level cannot review integrated background results nor review secure (locked) forms. Does not have access to Recruitment/Openings, Reports, or Manage System tab. Cannot Countersign. /wiki/spaces/CM/pages/743636993
HIRING MANAGER (View BG, no reassign): Same as Hiring Manager PLUS has accessto review integrated background screening results. Can countersign.
HIRING MANAGER (With unreject): Same as Hiring Manager, with the option to unreject an application. Cannot Countersign.
INTERVIEWING SUPERVISOR: Ideal for department supervisors that participate in interviews. Access to enter Structured Interviews scores, review application PDFs, may view assessment scores, structured interview results, candidate files, view messages and notes. Nearly all actionable features and access is disabled. /wiki/spaces/CM/pages/743636993
OBSERVER: Ideal for departmental supervisors to review application PDFs of prospective candidates. Similar access as Interviewing Supervisor. Nearly all actionable features and access is disabled: cannot send messages, cannot add Notes, no access to signed documents nor integrated background result PDF. /wiki/spaces/CM/pages/743636993
OBSERVER - (no assessment): Cannot view the results of the behavioral assessment.
ADDING NEW ADMINISTRATORS
Who can add new administrators? Client Admin and Full Access Administrators.
After determining the role of those who should have access to OnShift®
Manage Systems → Administrators → Click on “New Administrator or Manager” button (bottom left under administrator table)
The red sirens indicate minimum required fields.
Username and email should be the same.
Password: minimum 8 characters, no common words, no consecutive numbers or consecutive letters
First name
Last Name
Select a role
Country
Click “Submit” to save.
Don’t forget Oversight!
OVERSIGHT
Oversight determines what applications are visible to an administrator. Visibility can be restricted to a single job title at a single location (e.g. EMT Basic in Brooklyn, NY) or as broad to all Company(s) (also referred to as Tenant/Enterprise) which includes all job titles, departments, and locations.
In The right Actions column:
The “Pencil” icon allows you to edit the manager’s role and contact information.
“Eye” icon is where oversight of applicants are assigned: by company, location, department, or job.
Leaving oversight BLANK will only allow an admin to see candidates assigned to them. For example: You might leave a Communications Supervisor with blank oversight, then re-assign specific applications that you wish to share with that admin.
Admin’s oversight will auto-fill in a job openings Has Access to view/ No Access to view.
REMOVE ADMINISTRATORS (deactivate)
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Before removing an administrator - reassign any Opening and active applications to another administrator. Once an administrator is deactivated their name is removed from all Admin drop down filters. |
Manage Systems → Administrators → pencil icon in the Actions column
Uncheck the ‘Active’ box to deactivate an administrator.
Scroll to the bottom and click “Submit” to save changes.
**To have the administrator completely removed (deleted), please contact your CSA, CSM or support@onshift.com
