This guide covers the functionality of the hiring team as well as the permissions that a hiring team can have.

What are Hiring Team roles?

Hiring Team roles are job-specific responsibilities, such as "Recruiter" or "Hiring Manager". This is different from system user roles, which are system-wide access levels like "Power User" or "Hiring Manager" (User Role assignment). The Hiring Team Roles feature provides a flexible way to manage permissions for jobs without relying on the rigid structure of standard user roles.

By leveraging this feature, you can assign individual users or entire user roles to a job's specific Hiring Team role. For instance, you can assign a user with the "Hiring Manager" user role to the "Hiring Manager" Hiring Team role for a specific job. This grants them targeted permissions to manage that job and its applicants.

This functionality streamlines permissions and communications for the following areas:

• Workflow Audiences: Users assigned to a Hiring Team role will receive workflow communications related to candidates who apply for that job.
• Interview Attendees: Hiring Team roles are available in the dropdown when scheduling an interview, which simplifies assigning interviewers and showing their availability to candidates.
• Candidate Journey Permissions: You can assign specific Hiring Team roles to manage permissions for various stages of the Candidate Journey, which provides granular control over how team members interact with candidates.

Integrated Jobs: How to prepare Hiring Team roles from a job feed

Map the Hiring Team roles to the preferred system user roles and share that mapping with your CS Representative. They will then ensure that this mapping takes place when jobs are brought in through your job feed.

How to enable and manage Hiring Team roles in the CEM

Users with full access to the Client Setup permission can complete the below steps.

1. Select All Apps in the top left corner of the header and then Settings from its drop-down menu.
2. When the Settings page opens, select Client Setup under the Paradox Tools section.
3. From the left panel, scroll down to and open the Job Management section.
4. Review the Hiring Team options provided to determine if you want to add or adjust roles.
   • Note: Recruiter and Hiring Manager are the default Hiring Team roles for all accounts.
5. Select Edit to add or edit Hiring Team roles in a slide-out drawer:
   • Add a role: Select the + Add New Role button at the bottom of the list to add additional roles.
   • Edit a role: Update the name or role description.
   • Remove a role: Select the trash can icon to the right of the role name to remove the role.
6. Select Save in the bottom right corner of the drawer.
7. Save the page. 

Hiring Team role permissions logic

Once a Hiring Team has been configured in Client Setup, those Hiring Team roles can be used to set the Hiring Team for jobs manually or mapped dynamically for an integrated job from your job feed.

Hiring Teams are used to assign Candidate Management and Job Management permissions to users or user roles for a particular job.

• Candidate Management: When a user is added to the Hiring Team on the job, they will be able to view and manage candidates that have applied to that job.
• Job Management Permissions: When a user is added to the Hiring Team on the job, they will be able to view and manage in My Jobs.
  • Note: In order for users to be able to manage the job in My Jobs, the Can Manage Job option must be selected in the Job Builder for the user role or individual user. 
• Granting Permissions: To allow users to view or manage a job and its applicants, they must be added to the Hiring Team.

Permissions logic

Users can be added to the Hiring Team either by selecting their user role or by selecting them individually. The logic varies by Paradox Job type:

• Multi-Location Jobs: If a user is added to the Hiring Team dynamically by user role or selected Individually, they will:
  • Be able to view and manage the job in My Jobs for locations they are assigned.
  • Be able to view and manage the Candidates in the Candidate Inbox for the jobs they are hiring for at the locations they are assigned.
    • Note: In order for users to be able to manage the job in My Jobs, the Can Manage Job option must be selected in the Job Builder for the user role or individual user. 
• Integrated Jobs and Standard Jobs: If a user is added to the Hiring Team dynamically by Employee Role or selected individually, they will:
  • Be able to view and manage the job in My Jobs.
  • Be able to view and manage the Candidates in the Candidate Inbox.
    • Note: In order for users to be able to manage the job in My Jobs, the Can Manage Job option must be selected in the Job Builder for the user role or individual user. 

Hiring Team role: Job Builder configuration

1. Select All Apps in the top left corner of the header and then Settings from its drop-down menu.
2. When the Settings page opens, select Job Manager under the Jobs section.
3. The Jobs section of the Job Manager will open. From this page, open the preferred job category and then job.
4. Navigate to the Hiring Team section.
5. Select + Add Role button.
   • Integrated Jobs Note: If integrated jobs are dynamically assigning users to Hiring Team roles, those roles will be automatically added to the job and cannot be removed in the platform.
6. Select any Hiring Team roles that should have users assigned in this job.  
7. Select Apply.
8. Click the + Add Employee button.
9. Select which users and/or user roles should be assigned to this Hiring Team role.
   • Integrated Jobs Note: If integrated jobs are dynamically assigning users to Hiring Team roles, users will be automatically added to the role. Users inherited via the feed cannot be removed in the platform.
10. Select Apply.
11. Choose which users and user roles should be able to toggle this job on and off in My Jobs by selecting or de-selecting the Can Manage Job permission option.
    • Integrated Jobs Note: If integrated jobs are dynamically assigning users to Hiring Team roles, users will be automatically added to the Hiring Team role with the Can Manage Job permission as a default. You can de-select at the job level as needed.
12. Select the Save button.

Manage job permission

When the Can Manage Job checkbox is selected, the user will have the ability to turn the job on/off in My Jobs. You can revoke Can Manage Job permissions by deselecting the checkbox on the user or user role.

If the user does not have Can Manage Job permissions, the user will still have access to view the job, but cannot manage it. We will display an error on the page when they attempt to toggle on or off the job. 

System components and Hiring Team roles

By leveraging Hiring Team roles, there is no longer a need to create custom user roles for targeting purposes in the following areas:

• Workflow audiences
• Interview attendees
• Candidate Journey permissions

Workflow audiences

Once Hiring Team roles are enabled, these roles will appear in the workflow Audience selector. Any user assigned to a Hiring Team role will receive workflow communications related to candidates who apply for the job.

Interview attendees

Hiring Team roles are also available in the + Add Interviewers dropdown when scheduling an interview or building a job. Users assigned to a specific role will have their interview availability surfaced to candidates. This simplifies the process of assigning interviewers for specific locations or roles.

Candidate Journey permissions

Teams can assign specific Hiring Team roles to handle permissions for various stages of the Candidate Journey. This means that users can be targeted with Manage or View permissions for each stage type, providing flexibility in how hiring teams interact with candidates.

Allow all employees to have permission in all locations and groups for candidates

When enabled, all users can have permission to all locations and groups for candidates. This enables the following to occur:

• Employees will have full access to all locations.
• Employees can add any locations to the job in the Job Builder.
• Employees can add any employee to the Hiring Team on the job in the Job Builder.
• The locations displayed in Roles and Permissions will show as it was before this toggle was enabled.
• Franchise Owners/Franchise Staff Users will not be impacted by this toggle and its logic.

The following features will be impacted when the above capability is enabled for your account:

• My Jobs
• Jobs page (Location, Hiring Team)
• My Jobs (User Permissions, Hiring Team)
• CEM Inbox Filter (Candidates by Job Condition)
• CEM Right Panel Search
• Workflows

FAQs

• Can Hiring Team Roles be edited after a job is published by users without access to My Jobs?
  • Yes, Hiring Team roles can be edited even after the job is published. Edits made in My Jobs will automatically be saved to the Hiring Team by Location configuration, ensuring changes are reflected across the system.