The ability for users to view and manage candidates is called Candidate Visibility Permissions and is based on those that are defined by group, location, or job posting. However, additional logic can be applied to candidates to ensure that the right users can view them in the CEM.

Access based on location

Location permissions is granted via Location Management. Under an area folder or a specific location, add the employee(s) who should have access to the location(s). Click here to learn more about this process.

View assigned locations

You can view assigned location permissions from either within Location Management or Roles and Permissions.

Location Management

1. Navigate to Location Management.
2. Open the preferred area folder or location record.
3. Under the Employee Access section, view which users have access.

Roles and Permissions

1. Navigate to Roles and Permissions.
2. Open either the All Active Employees list or select a user role list from the left panel.
3. In the list, find the preferred employee.
4. Next to their name, select the Edit button under the Job/Locations column.
5. In the slide-out drawer that opens, select the View Locations tab to view all locations that the user has access to.
   • Note: From the View Jobs tab, you can also view the jobs that the user has access to.
     
     
      

Access based on requisition

Requisition-based permissions is a method of Candidate Visibility Permissions entirely based on a user’s association with a requisition, which is set on the job feed. This method includes the ability to automatically or manually assign permissions to users to be able to view and manage candidates based on their assigned requisitions. Additionally, you can create auto-scheduling rules to automatically schedule with the user on the requisition.

Job feed requirements

There are a few requirements that need to be met for this feature to work as expected.

1. Job data must be provided through a job feed. It is required to include the emails of the individuals on the recruiting team (Recruiter/ Hiring Manager/Interview Team) for the requisition.
   • Note: Employee IDs can also be sent if SSO is enabled.
2. All users who are associated with the requisition need to exist in Paradox as users. The email address sent via the job feed will need to match with the email we have for the user in Paradox.
   • Notes: 
     • If you have SSO enabled for your account, then you can share employee IDs.
     • If the users on the feed do not exist in the CEM, the system will auto-create them as a Recruiter and will automatically assign them the Basic/Limited User role.
     • Any candidate that applies to a requisition where the associated user does not exist in the CEM will only be viewable by Company/Account Admins if the Allow Company Admins to view all candidates that apply to internal/external jobs is enabled for your account.

View and manage assigned requisitions

1. Navigate to Roles and Permissions.
2. Open either the All Active Employees list or select a user role list from the left panel.
3. In the list, find the preferred employee.
4. Next to their name, select the Edit button under the Requisition column.
5. In the drawer that opens, you will be able to view the user's assigned requisitions, depending on the time the feed was last refreshed.
   1. If you have an integrated ATS, the refresh will follow the same cadence.
   2. If you do not have an integrated ATS, it will update hourly.
      
      
       
6. Update the Show all assigned selector to Show all requisitions.
7. From here, select and/or deselect requisitions that should or shouldn't be tied to the user.
8. Save the changes made.
    

Alerts

When the requisition-based permissions is enabled on the backend and the requirements are met to give users permissions to requisitions, users will only receive candidate alerts if they have permission to view the requisition that is associated with the candidate. These alerts will reflect the action taken as well as which of the following are enabled in Alert Management:

1. Candidate Submissions
2. Candidate Messages
3. Candidate Experience
4. Smart Alerts

Exempt users from requisition filtering for alerts

If certain users should be except from receiving candidate alerts, they can be added on the backend by your CS Representatives.

Scheduling configurations: ATS user role

Requirements: A field called User Type that includes user roles, such as Recruiter, Interview Co-coordinator, Interviewer, Hiring Manager, etc., should be added to the feed or through the integration data payload.

Once this information is provided on the feed, the system will store and display the same on requisition permissions. Two new columns will then be added to the Roles and Permissions page:

• Employee Type – The user type identified on the feed.
• Employee ID – The email or employee ID as set up for the client.
  • Note: The data displayed in these fields are the exact same as provided on the feed.
    • If the job feed or integrated ATS send’s over location data and there is no match in the system, then the system should create that location.
    • If the interview type is in-person, then the system will auto-update the job location as the interview location with the option to override if necessary.
    • For auto-scheduling, only when requisition-based permissions are enabled, the user needs to be updated to show an integrated ATS user roles list, where the user role assigned to a requisition will be scheduled for the interview.
       

Additional visibility permissions

Interview attendee

After an employee interviews a candidate, they will always have visibility permissions, even if the candidate is moved to a job that the employee cannot access.

Permissions