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OnShift Employ supports two permission groups:
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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
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OnShift Employ
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and by default,
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can do all tasks available
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. The manager role is the second tier role. By default,
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managers process applications, interact with candidates
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, and review PDFs and files.
Client admin and full access administrator roles have access to manage administrators.
Access to
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applications can be further
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restricted by assigning specific
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Note |
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: Not all roles listed in the administrator and manager |
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dropdown are available. Please contact your OnShift |
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representative if you have any questions. |
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OnShift Employ's Roles & Permissions Guide
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Download OnShift Employ's Roles & Permissions Guide
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We take candidates' 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:
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see padlocked forms containing Personal Identifiable Information (PII) or other sensitive information
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such as W4, Direct Deposit forms and Form I9.
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see medical forms or any forms related to HIPAA.
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locked stages
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– for example, the ability to advance a candidate through an ADP
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integration.
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view integrated background screening results in OnShift Employ.
create and manage secured
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openings
NOTE
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– admin needs an exclusive permission to view openings. Please contact
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OnShift support 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.
(/wiki/spaces/CM/pages/736526339)
ADMIN SUBROLES (graph)
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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.
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
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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
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!
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Adding New Administrators
Client admin and full access administrators can add new administrators as needed.
To add a new administrator, go to Manage Systems → Administrators → +Add.
Required fields are noted with an asterisk.
Password: Password must be at least 8 characters. Password cannot have three consecutive numbers or alphabet characters in a row, ascending or descending.
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Click Next to enter additional admin details, then click Next to enter Role details.
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Enter Role details, then click Submit to save.
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Adding Oversight
Oversight determines what applications are visible to an administrator. Visibility can be restricted to a single job title at a single location (
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ex: CNA in Brooklyn, NY) or as broad to all Company(s) (also referred to as Tenant/Enterprise) which includes all job titles, departments
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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.
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Manage oversight by clicking the eye icon in the Actions column.
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In the example on the right, the administrator 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
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, you might leave a Communications Supervisor with blank oversight, then re-assign specific applications
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you wish to share with that admin.
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Admins assigned oversight will auto-fill in a job
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opening's Has Access to
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View/ No Access to
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View setting.
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Remove Administrators (Deactivate)
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Before removing an administrator |
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, you'll be prompted to reassign any |
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openings and active applications to another administrator. Once |
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deactivated, the administrator is |
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removed from all |
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admin dropdown filters. |
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To deactivate an admin, click the trash can icon in the Actions column.
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Uncheck the ‘Active’ box to deactivate an administrator.
Scroll to the bottom and click “Submit” to save changes.
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In the popup, reassign all active openings and active applications to an active admin. Then, click Deactivate.
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Once deactivated, the admin name will remain as an assigned admin on applications, but their name is removed from the dropdown menus. At this point, reassigning will need to be individually, manually reassigned. |
To have an administrator completely removed (deleted), please contact your CSA, CSM or support@onshift.com
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