Who has access to manage administrators? Client Admin and Full Access Administrators Roles
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
Download OnShift Employ’s Roles & Permissions Guide
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.
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, 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.
First name
Last Name
Select a role
Country
Click “Submit” to save.
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.
“Eye” icon is where oversight of applicants are assigned: by company, location, department, or job.
→ Manage Systems → Administrators → Eye icon in Action column
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.
Admin’s assigned oversight will auto-fill in a job openings Has Access to view/ No Access to view.
Remove Administrators (deactivate)
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