You can control which hiring team members see and manage candidates at each stage and status of the candidate journey. This experience provides clearer access levels so sensitive candidate data stays with the right people.

Use cases

• Managers who want to prevent some employees from viewing candidates in stages or statuses where they shouldn't have access to sensitive candidate data.

Permission options

Journey permissions can be applied in one of two places:

• Stage level: The level you set applies to every status in that stage.
• Status level: You set access per status inside the stage.

For Form, Offer, Application, Onboarding, Survey, Conversation, Capture, and Background Check stage types:

• Access levels are configured at the stage level only and apply to all statuses in the stage.
• Action Needed permissions are configured at the status level only.
• You cannot switch these stage types to status-level access configuration.

For all other stage types (such as Custom, Disposition, Hire, Assessment, Scheduling, Event, Superday Event, and Orientation Event):

• You can configure access levels and Action Needed permissions at the stage level or status level.
• You choose one approach per stage. You cannot use stage-level and status-level access configuration on the same stage at the same time.
• If you switch from stage-level to status-level configuration (or the reverse), Paradox clears the previous settings and asks you to confirm.

Access levels

For each employee role listed, you can set access levels to control what data they see. Available access levels depend on the stage type you are configuring. 

For Form, Offer, Application, Onboarding, Background Check, Conversation, Capture, and Survey stages, you can set one of the following for each employee role listed:

• Full Access: Users can view and manage all candidates in the stage.
• View Access - Full: Users can view candidates, including form/offer details in the candidate profile and messages from the conversation/survey stages. Users cannot manage candidates.
• View Access - Limited: Users can view candidates, but cannot see form/offer details in the candidate profile or messages from conversation/survey stages.
• No Access: Users cannot view or manage candidates in the stage. This applies even if they otherwise have access through a job, group, or location.

For all other stage types, you can set one of the following for each role listed:

• Full Access: Users can view and manage candidates.
• View Access - Full: Users can view candidates but cannot manage them.
• No Access: Users cannot view or manage candidates in that stage or status. This applies even if they otherwise have access through a job, group, or location.

Permissions prioritization

Stage/status permission prioritization will follow the below hierarchy:

1. Permissions to individual employees
2. Permissions to hiring team roles
   • Note: If a user is assigned to two different hiring team roles, then the role with more access will apply to the user. Additionally, if an employee is assigned both a hiring team role and an employee role with different access levels, the hiring team role permission takes priority.
3. Permissions to employee roles

When No Access can still be bypassed

The following account-wide permissions can still allow users to see candidates even when a Journey permission is set to No Access:

• Ability to View All Candidates setting in the System Access Parameters section in Roles and Permissions
• Talent Community > Access All Candidates permission in Roles and Permissions

For the below settings, Journey permissions remain the priority. Even if enabled, the No Access permission will block candidate-level visibility:

• Access All Candidate Locations setting in the System Access Parameters section in Roles and Permissions
• Events > Enable Employees to Manage All Hiring Events permission in Roles and Permissions
• Events > Enable Employees to Manage All Orientation Events permission in Roles and Permissions

Action Needed permissions

When Highlight next step as action needed for employees is turned on for a status, users with Full Access to that stage or status automatically receive the related Action Needed behavior where Paradox applies it (such as the Candidate Inbox). You can turn off granted Action Needed access though while adjusting stage/status permissions.

This setting must be enabled first before you configure Action Needed permissions for employee roles or employees.

• For Form, Offer, Application, Onboarding, Survey, Conversation, Capture, and Background Check stages, you can configure Action Needed permissions at the status level.
• For other stage types using stage-level permissions, Action Needed permission configuration appears at the stage level only when at least one status in that stage has the highlight setting on.
• For other stage types using status-level permissions, Action Needed permissions display only for statuses that have the highlight setting on.

Manage permissions

Permissions can be edited on the stage or status level. Learn more about each process below:

• Stage level
• Status level

Additional considerations

• Analytics & Reports: The No Access level does not yet apply when users pull reports. 
• Capture stage: No Access or View Access - Limited levels on a Capture stage masks associated survey messages, but does not yet mask conversation messages.
• Interview owner or attendee: Users who own or attend an interview have Full Access to manage the candidate in the Scheduling stage, regardless of their Journey permissions for that stage.
• Permission updates: In accounts with very large candidate volumes, permission updates may take time to sync across all candidates. For example, an account with 90 million candidates in a single stage or status may require up to a full day before changes are fully synced.
• Migration: After the release of our new Journey permissions model, stage-level permissions may be migrated to status-level configuration when unique Action Needed permissions were set by status. This preserves those settings when Action Needed permissions would otherwise apply across all statuses with the highlight setting on.

For edge cases that affect what users can see and do in the Candidate Inbox, Job Centric View, Recruiting Dashboard, Scheduling, Events, and Add Candidate actions, and Career Fair Mode, see Taking next steps on a candidate.

Relevant documentation

Select the below links to view relevant documentation on this feature:

• Stage and status permissions
• Taking next steps on a candidate

Permissions

By default, only Paradox Admins and Company/Account Admins will have access to editing user permissions in Journeys. Contact your CS Representative to adjust the Journeys permission if additional employee roles need access to adjusting Journey stage/status permissions.