Using Zoho Recruit's roles and profiles, you can maintain data security while accommodating unique job roles and their access permissions. A user's permissions and access privileges dictate what they can view, operate and share. This in turn lets you build custom security profiles that fit your company's hiring process like a glove.
What are Roles and Profiles?
Role
Roles control which records/objects a user can share based on their role in the hierarchy.
Profile
Profiles determine what users can see (control the visibility of objects, tabs, fields) and do. Profiles are typically defined by a job function.
Access Levels
To help you understand how the various default roles and profiles Zoho Recruit has to offer, we've split them into three access categories, namely Universal access, Intermediate access and View-only access.
Access levels are classified based on how they let users interact with data/features in Zoho Recruit. They are a combination of both roles and profiles. Note that access levels aren't a part of Zoho Recruit, we've used them as a tool to help describe the various access levels you can build and implement using roles and profiles.
Listed below are the three different access types used in this article;
- Universal Access: Reserved for Primary Admins & Admins. These users access and share everything in your Zoho Recruit account.
- Intermediate access: Reserved for Recruiters, Hiring Managers & HR personnel, i.e, users involved in the hiring process. Some users may be involved from end-to-end and some may be evaluating candidates and leaving notes. Standard access provides the most flexibility.
- View-only access: Reserved for guest users & employees, i.e, users who will only ever view records, leave comments, and make referrals.
Additionally, there are separate roles provided for Administrators (Client Administrator) and Interviewers (Client Interviewer) from the client side for the Client Portal feature.Default Roles & Profiles
Listed below are the default roles and profiles provided by Zoho Recruit, as well as some additional information on how they work.
Administrator (Universal Access)
Primary admins and admins have complete ownership over data and can also manage permissions of other users for data viewing and sharing. They can access details of all the modules, including job openings, candidates, interviews and set up the account. They can access all job openings, candidates, interviews and account settings.
Who should be an Admin?
- Anyone who should have full visibility for everything on the account.
- Head of Recruiting
- CEO
Standard users can manage end-to-end hiring processes in the organization but, they can view data that belongs to them and not other users (If modules are set to private). They can see all candidates, perform all candidate actions, publish jobs and promote job posts. However, they cannot modify account settings.
Who should be a Standard user?
- Users who should publish jobs, post/promote job ads and be involved in all aspects of recruiting for a job.
- Recruiters
- Department heads who are involved in hiring
- Talent Acquisition executives
Hiring Managers can view candidate and job opening data, access referrals, and submit interview feedback (if they are an interviewer). They can create job openings, review submitted candidates, and add notes.
Who should be a Hiring Manager?
- Anyone who is fully involved in the hiring process, i.e. people who will have access to more private information like salary and job offer details.
- Department heads
- Executives
- Decision makers
Interviewers can access interview records, provide interview feedback and add notes. If the user is the assigned interviewer, then they can view the candidate and job opening records associated with the interview.
Who should be an Interviewer?
- Anyone who specifically handles interviews, i.e, people who evaluate candidates and provide interview feedback.
Guest (View-only Access)
Guests can view all organizational data, similar to admins, but cannot modify or share it. They can add notes to records.
Who should be a Guest user?
- People who aren't involved in the hiring process but need to view data and add notes.
Employee (View-only Access)
Employees can view and create referral records and add notes to records if they are given access to the related module.
Who should be an Employee?
- Anyone who is part of your workforce and can influence hiring via referrals.