Granting candidate access to users

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Available for Roles Super Admin, Admin, Team Member
Permissions • View, edit, and create users in settings
Packages Lever Basic, LeverTRM, LeverTRM for Enterprise

 

This article depicts and describes Lever's multi-location posting functionality included in the Fall 2023 Product Release, scheduled to rollout progressively in November 2023. For full details, refer to our Fall 2023 Product Release Notes.

Users in your Lever instance may need varying degrees of access to the candidates in your database. User access settings can be configured to limit a user's access to candidates associated with specific postings. Configuring candidate access helps to ensure that no one at your organization has more access to candidates than they need.


How candidate access works

In order to be able to access candidate profiles, users must have a role provisioned with the permission 'Manage profiles and view associated postings'. To learn about provisioning roles with permissions and assigning roles to users, refer to the following help articles:

The 'Manage profiles and view associated postings' permission must be configured with one of the following specifications:

  • All profiles and postings
  • Only if the user is the owner or hiring manager, or is granted access to the profiles and associated job postings

'Manage profiles and view associated postings' permission configuration in role provisioning interface

If the role assigned to a user is provisioned with the 'Manage profiles and view associated postings' permission and the permission is configured to the 'All profiles and postings' specification, then candidate access limitations do not apply since the user will be able to access all candidate profiles as per their role. Default roles with this permission configuration are: Super Admin, Admin, and Team Member.

If the role assigned to a user is provisioned with the 'Manage profiles and view associated postings' permission and the permission is configured to the 'Only if the user is the owner or hiring manager, or is granted access to the profiles and associated job postings' specification (henceforth referred to as "limited candidate access"), then specific candidate access may need to be granted via the user's profile, depending on the degree of access they need to have. As per their role, users with this permission will be able to access the opportunities of candidates if they are the owner or hiring manager on the associated posting.

Posting editor with owner and hiring manager fields highlighted.

If users with this permission need to access candidates beyond those for which they are the posting owner or hiring manager, they will need to be granted specific candidate access via their user profile (see below). The default role with this permission configuration is: Limited Team Member.

Configuring user-level candidate access

To configure user-level candidate access:

  • Navigate to Settings > Users
  • If you are adding a new user...
    • Click the + Add New User button
    • In the user profile editor, proceed with the steps for user creation outlined in our user management help article; candidate access is granted via the 'Access' tab in the user profile editor (see below for further instructions)
  • If you are editing an existing user...
    • Click to open the user's profile
    • Navigate to the 'Access' tab
  • If the role assigned to a user is provisioned with the limited candidate access, you will see a 'Candidate access' heading on the 'Access' page of the user profile.
  • Use the dropdown menus to select postings associated with specific departments, teams, and locations. The user will be able to access the opportunities of candidates linked to postings associated with the specified departments, teams, and locations.
    • For multi location job postings, users will have access  
    • If you would rather grant candidate access for a specific posting (rather than postings associated with an entire department, team, or location), click + Or add a job posting link beneath the dropdown fields and select from the list open postings.

User profile editor open to Access tab and candidate access dropdown fields outlined.

  • Once you have configured the necessary candidate access for the user...
    • If you are adding a new user, click the Next Step button at the top of the editor to proceed with user creation
    • If you are editing an existing user, click the Save Changes button at the top of the editor

Alternative methods for granting candidate access

While configuring candidate access at the user-level is the primary method for granting candidate access, there are alternative means by which users with limited candidate access can be granted access to candidates:

Job posting access list
Each job posting has an access list that can be used to granted user-level access to candidate opportunities associated with the posting. Any user with edit access to the posting can add users to its access list. Only users that do not currently have access to candidate opportunities associated with the posting will be available to select from when adding users to a job posting access list. If a user is added to a posting's access list, the posting will appear under the 'Candidate access' heading on their user profile.

Posting editor with access list outlined

Candidate opportunity profile access list
Each candidate opportunity profile has an access list that can be used to granted user-level access to that opportunity. Any user with access to the candidate opportunity profile can add users to its access list. Only users that do not currently have access to the candidate opportunity associated with the posting will be available to select from when adding users to a candidate opportunity profile access list.

Candidate opportunity profile with access list expanded

@-mentioning a user
If a user with limited candidate access is @-mentioned in a note on a candidate's opportunity profile, that user will be added to the candidate opportunity profile's access list (see above). To learn more, refer to our help article on adding and managing notes.

Scheduling a user for an interview with a candidate
If a user with limited candidate access is scheduled for an interview with a candidate, that user will be added to the candidate opportunity profile's access list (see above). To learn more, refer to our help article on scheduling interviews.

Frequently asked questions

How does candidate access work for candidates multi-location job postings?

Lever grants access to candidates of multi-location postings based on your existing permissions for access to opportunities and Sensitive Information Privileges. Learn more about multi-location postings in our help article on creating and managing multi location job postings

If you have configured candidate access based on location restrictions, users with access to any location listed on a multi-location posting will be able to view all and any of the opportunities associated with the posting.

  • For example: Assume your current permissions ensure that recruiters can access secret notes or opportunities based on location restrictions. You have a multi-location job posting called 'Software Engineer', with two locations - San Francisco, CA, and New York, NY. A recruiter with access to opportunities in New York, NY, can still access and see all opportunities associated with the opportunity Software Engineer, regardless of which location the candidate applied to.

How does candidate access work for candidates with multiple opportunities?
If a candidate has multiple opportunities, users with limited access will only be able to access the ones that meet the criteria of their access configuration (via their user profile or the access list on either the posting or candidate opportunity profile). Users will be able to see that the candidate has other opportunities, but they will be unable to access their opportunity details.

Live image of a user navigating between two opportunities on the same candidate profile. They have access to the opportunity the start on, but do not have access to the opportunity that they attempt to navigate to.

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