Approving job postings, requisitions, and offers by proxy

How approval by proxy works

Proxy approval allows a user to approve or reject job postings, requisitions, and offers on behalf of other Lever users. Before proceeding, we recommend learning about requesting approvals in our help articles:

• Requesting job posting approval
• Requesting requisition approval
• Requesting offer approval

There are three scenarios in which a user can exercise proxy approval:

1. Super Admin proxy approval

• By default, Super Admins can approve all job postings, requisitions, and offers by proxy

2. Manager proxy approval

A user becomes a "manager" in Lever when another user is configured as their direct report (i.e. they are listed in the 'Reports to' field on another user's profile - see section 2 in 'Configuring proxy approval' below). For default user roles, managers can approve job postings, requisitions, and offers by proxy for their direct reports.

• To approve job postings by proxy, the manager must have...
  • A role of Super Admin, Admin, or Team Member OR
  • A custom role provisioned with the necessary permissions (see option 3 below)
• To approve requisitions by proxy, the manager must have...
  • A role of Super Admin or Admin OR
  • A custom role provisioned with the necessary permissions (see option 3 below)
• To approve offers by proxy, the manager must have...
  • A role of Super Admin
  • A role of Admin, Team Member, or Limited Team Member with appropriate Sensitive Information Privileges configured OR
  • A custom role provisioned with the necessary permissions (see option 3 below)

3. Custom role proxy approval

Users with custom roles can approve job postings, requisitions, and offers by proxy if they have the necessary permissions.

• To approve job postings by proxy, a user's custom role must be provisioned with the permission 'Approve postings on behalf of other users' configured to either 'All postings' or 'Only postings where the approver is the user's direct report.'
  • If configured to the former specification, the user will be able to approve all postings by proxy, regardless of by whom they were submitted.
  • If configured to the latter specification, the user will only be able to approve postings submitted by their direct reports (see option 2 above).
• To approve requisitions by proxy, a user's custom role must be provisioned with the permission 'Approve requisitions on behalf of other users' configured to either 'All requisitions' or 'Only requisitions where the approver is the user's direct report.'
  • If configured to the former specification, the user will be able to approve all requisitions by proxy, regardless of by whom they were submitted.
  • If configured to the latter specification, the user will only be able to approve requisitions submitted by their direct reports (see option 2 above).
• To approve offers by proxy, a user's custom role must be provisioned with the permission 'Approve offers on behalf of other users' configured to either 'All offers' or 'Only offers where the approver is the user's direct report.'
  • If configured to the former specification, the user will be able to approve all offers by proxy, regardless of by whom they were submitted.
  • If configured to the latter specification, the user will only be able to approve offers submitted by their direct reports (see option 2 above).
  • The user must also have Sensitive Information Privileges configured to view offers associated with the necessary departments, teams, and locations. To learn more, refer to our help article on Sensitive Information Privileges.

Configuring proxy approval

1. Super Admin proxy approval

By default, users with the Super Admin role can approve all job postings, requisitions, and offers by proxy.

2. Manager proxy approval

A user will have manager proxy approval capabilities for the users listed as their direct reports in their Lever user profile. Super Admins as well as users with a role provisioned with the 'View, edit, and create users in settings' permission can configure direct reports. To configure direct reports:

• Navigate to Settings > Users
• In a user's profile, add the user you wish to give manager proxy approval capabilities in the 'Reports to' field

Users will have manager proxy approval capabilities for the job postings, requisitions, and offers for the users configured as their direct reports. In the example below, Helena Wong has the ability to approve by proxy for Corey Cella and Jie Lin, and Corey Cella has the ability to approve by proxy for Angel Perez. 

3. Custom role proxy approval

Users with custom roles may also have the ability to approve postings, requisitions, and/or offers on behalf of other users if their role has been provisioned with approval by proxy permissions. Super Admins as well as those with roles provisioned with the 'View and edit roles in settings' and 'View, edit, and create users in settings' permissions can configure roles with approval by proxy permissions and assign these roles to other users by completing the following steps:

• Navigate to Settings > Roles
• Click the blue + Create Role button and navigate to the 'Candidates, postings and requisitions' section

For job postings:

• Select 'Manage profiles and view associated postings', 'All profiles and postings' or 'Only if the user is the owner, creator, or hiring manager, or is granted access to the job postings and associated profiles.'
  • If configured to the former specification, the user will be able to view all candidate opportunities and job postings.
  • If configured to the latter specification, the user will only be able to view candidate opportunities and job postings for which they are the owner, creator, hiring manager, or have been granted access. For details on configuration, refer to the 'configure posting access and ownership' section of our help article on creating and managing job postings.
• Select 'Approve postings on behalf of other users' and specify either 'All postings' or 'Only postings where the approver is the user's direct report.' 
  
  • If configured to the latter specification, the user will only be able to approve job postings submitted by their direct reports (see option 2, 'Manager proxy approval', above.)

For requisitions:

• Select 'View requisitions', 'All requisitions' or 'Only if the user is the owner, creator, or a hiring manager of the requisition.'
  
  • • If configured to the former specification, the user will be able to view all requisitions.
    • If configured to the latter specification, the user will only be able to view requisitions for which they are the owner, creator, or hiring manager. For details on configuration, refer to the 'configure posting access and ownership' section of our help article on creating and managing requisitions.
• Select the 'Approve requisitions on behalf of other users' and specify either 'All requisitions' or 'Only requisitions where the approver is the user's direct report.'
  • If configured to the latter specification, the user will only be able to approve requisitions submitted by their direct reports (see option 2, 'Manager proxy approval', above).

For offers:

• Select 'Manage profiles and view associated postings', 'All profiles and postings' or 'Only if the user is the owner, creator, or hiring manager, or is granted access to the job postings and associated profiles.'
  • If configured to the former specification, the user will be able to view all candidate opportunities and job postings.
  • If configured to the latter specification, the user will only be able to view candidate opportunities ad job postings for which they are the owner, creator, hiring manager, or have been granted access. For details on configuration, refer to the 'configure posting access and ownership' section of our help article on creating and managing job postings.
• Select the 'Approve offers on behalf of other users' and specify either 'All offers' or 'Only offers where the approver is the user's direct report.'
  • If configured to the latter specification, the user will only be able to approve offers submitted by their direct reports (see option 2, 'Manager proxy approval', above.)

• In the user's Sensitive Information Privileges (SIP), select 'Offers' and specify the department, teams, and locations for which they apply. For full details on SIP configuration, refer to our help article on Sensitive Information Privileges. 

Using proxy approval

When a user's approval is requested, Lever does not notify users who have proxy approval capabilities. Instead, the user approving by proxy must log in to Lever to view and approve or reject the job posting, requisition, or offer. 

• Open the job posting, requisition, or offer needing approval
• In the Approval tab, click Make Decision and Approve on behalf

If you created the approval request, then you will also see any pending approvals listed on the Home page under 'Approval Requests.' 

Clicking Review approval opens the Approval Review Request page where you can review the request, and approve or reject by proxy.

The original approver will receive a notification when the proxy approver approves or rejects the posting, requisition, or offer. For full steps on requesting and granting approval, refer to our help articles:

• Requesting job posting approval
• Requesting requisition approval
• Requesting offer approval