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 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.
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 permissions.
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ADDING NEW ADMINISTRATORS
Who can add new administrators? Client Admin and Full Access Administrators.
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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 consecutive numbers or consecutive letters, common words are okay with additional characters.
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Country
Click “Submit” to save.
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DON’T FORGET 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. 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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Admin’s assigned 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. |
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→ Uncheck the ‘Active’ box to deactivate an administrator
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Once Active is unchecked, there are two drop downs visible to reassign all active openings or active applications to an active admin.
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Important! Reassign active openings or active applications to an active admin! Once deactivated, the admin name will remain as an assigned admin on applications, however, their name is removed from the drop down menus. Any reassigning will need to be individually, manually reassigned. |
→ Scroll to the bottom and click “Submit” to save changes.
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