Manage System - Administrators

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 and by default, can do all tasks available. The manager role is the second tier role. By default, managers process applications, interact with candidates, and review PDFs and files.

Client admin and full access administrator roles have access to manage administrators.

Access to applications can be further restricted by assigning specific oversight.

1 OnShift Employ's Roles & Permissions Guide
2 Adding New Administrators
3 Adding Oversight
4 Remove Administrators (Deactivate)

Note: Not all roles listed in the administrator and manager dropdown are available. Please contact your OnShift representative if you have any questions.

OnShift Employ's Roles & Permissions Guide

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Download OnShift Employ's Roles & Permissions Guide

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:
- see padlocked forms containing Personal Identifiable Information (PII) or other sensitive information such as 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 OnShift Employ.
- create and manage secured openings
  - NOTE – admin needs an exclusive permission to view openings. Please contact 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.

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.

Click Next to enter additional admin details, then click Next to enter Role details.

Enter Role details, then click Submit to save.

Adding Oversight

Oversight determines what applications are visible to an administrator. Visibility can be restricted to a single job title at a single location (ex: 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.

Manage oversight by clicking the eye icon in the Actions column.

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, you might leave a Communications Supervisor with blank oversight, then re-assign specific applications you wish to share with that admin.

Admins assigned oversight will auto-fill in a job opening's Has Access to View/ No Access to View setting.

Remove Administrators (Deactivate)

Before removing an administrator, you'll be prompted to reassign any openings and active applications to another administrator. Once deactivated, the administrator is removed from all admin dropdown filters.

To deactivate an admin, click the trash can icon in the Actions column.

In the popup, reassign all active openings and active applications to an active admin. Then, click Deactivate.

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.