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Who has access to manage administrators? Client Admin and Full Access Administrators Roles
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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
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SUBROLES. 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.
Who has access to mange administrators? Client Admin and Full Access Administrators Roles
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Note
Note: Not all roles listed in the administrator and manager drop-down are available. Please contact your OnShift Rep if you have any questions.
OnShift Employ’s Roles & Permissions Guide
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Download OnShift Employ’s Roles & Permissions Guide
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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 NOTE- admin needs an exclusive permission to view openings. Please contact CS before creating a Secured Opening
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
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(/wiki/spaces/CM/pages/736526339)
ADMIN SUBROLES
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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.
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permissions
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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.
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(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
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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
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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®
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Manage Systems → Administrators → Click on “New Administrator or Manager” button (bottom left under administrator table)
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The red sirens indicate minimum required fields, however, along with an admin name and email address, Title and Phone Number can be added to any message template using the corresponding {{variable}}.
Username and email should be the same.
Password: minimum 8 characters, no
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consecutive numbers or consecutive letters, common words are okay with additional characters,
First name
Last Name
Select a role
Country
Click “Submit” to save.
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Don’t
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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.
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CNA in Brooklyn, NY) or as broad to all Company(s) (also referred to as Tenant/Enterprise) which includes all job titles, departments, and locations.
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In The right Actions column:
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“Eye” icon is where oversight of applicants are assigned: by company, location, department, or job.
→ Manage Systems → Administrators → Eye icon in Action column
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In the example on the right, Bobby Recruiter has visibility to see all applicants in the Direct Care Department for all facilities.
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.
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Admin’s assigned oversight will auto-fill in a job openings Has Access to view/ No Access to view. |
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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
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→ Uncheck the ‘Active’ box to deactivate an administrator
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→ 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
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