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Set up recruiting roles (Implementation)

 

 

This is step 9 of 9 of the implementation module Recruiting. 

This article explains how you can define recruiting roles to involve individual employees in the recruiting process.

 

What are the benefits?

  • Group employees into recruiting roles to grant them access to specific positions or applications, without giving them access to the entire Recruiting area, via an employee role.
  • Differentiate between view rights and edit rights.
  • Set up notifications and tasks for each recruiting role.

 

Step 1: Define which recruiting roles you need

Personio offers three ways of granting employees access to the recruiting section, or parts of it. In the following, you will see the differences between these options:

 

Option 1: Give an employee access to the entire recruiting section

Defined by

Employee role 

▶︎ This access right is granted under Settings > People > Employee Roles > Access rights in the section Recruiting. Learn more about Managing employee roles.
Access Employees with this role can access all positions, including candidate profiles and any unassigned messages.
Who is this for? Employee roles are assigned to specific employees because of their constant involvement in the recruiting operations, for example, a hiring manager.

Note
Employees with access to the entire recruiting section, such as a recruiter, should also be considered in the recruiting roles (Options 2 and 3) to ensure they receive all the notifications you have set up for specific roles.

 

Option 2: Give an employee access to an entire position

Defined by

Recruiting role

▶︎ The access to the position is granted in the position details under Hiring team. Here you decide which recruiting role (hence access rights) you want to give the responsible employee.

Learn more about Using recruiting roles to grant employees access to applications.
Access Employees with this role can view all applications for the position they are responsible for.

Note
The details of the information the employee can access is defined specifically in the recruiting role.
Who is this for? Recruiting roles are assigned to employees who support the recruiting process with a specific task. For example, the manager of a team is involved in the selection process of a new team member.

 

Option 3: Give an employee access to an individual application

Defined by

Recruiting role

▶︎ The access to the application is granted in the specific application under Access.

▶︎ The access to the application is also granted if you request that an employee participates in an interview or provides feedback on a candidate.

In both cases, you decide which recruiting role (hence access rights) you want to give the respective employee.

Learn more about Using recruiting roles to grant employees access to applications.
Access Employees with this role can view only the application they are provided access to.

Note
The details of the information the employee can access is defined specifically in the recruiting role.
Who is this for? Recruiting roles are assigned to employees who support the recruiting process with a specific task. For example, a team member is invited to the interview of a new colleague to evaluate if the candidate is a culture fit.

 

To find best-practice examples for configuring recruiting roles, read our article Best Practice: Recruiting Roles.

 

Step 2: Create recruiting roles

To create recruiting roles, follow these steps:

  1. Go to Settings > Recruiting > Recruiting.
  2. Select the Roles tab.
  3. In the text field Add new recruiting role, insert the name of the role and click plus.

The new role has been created. You can now move on to edit it and set up notification and access rights for it.

 

Step 3: Set up notifications for recruiting roles

To set up notifications and tasks for the different recruiting roles, follow these steps:

  1. Next to Notifications, click Edit.
  2. Then select the events when employees that are assigned to this role should receive an email notification:
    ▶︎ New application: New applications received for assigned positions.
    ▶︎ New message: New messages received for assigned candidates.
    ▶︎ New note: New notes added to assigned candidates.
    ▶︎ New review: New reviews received in response to requests for feedback initiated by the respective employee.
    ▶︎ New evaluation: New evaluations added for assigned candidates.
  3. Then click Submit.

 

Step 4: Set up access rights for recruiting roles

Under Access Rights, configure the access rights of your employees to ensure that they will only be able to view or edit those recruiting sections and candidate data in Personio that they are meant to see:

  • View: This access right enables employees to view the data of assigned positions and applications.
  • Edit: This access right enables employees to edit the data of assigned positions and applications.

For further details, read our article Recruiting role access rights and what they mean.

 

Notes
▶︎ Under Profile, you can assign the access rights for the Candidate profile and HR information areas separately. Under Settings > Recruiting > Recruiting > Attributes, you can define which attributes should appear in which of the sections in the candidate profile. This way, you can avoid revealing attributes with sensitive data (such as salary expectations) to interviewers.
▶︎ Under Candidate documents, you specify the document categories that the respective recruiting role may access. For more information on categorizing and assigning access rights for candidate documents, read our article Manage candidate documents.

 

To test the access rights of different recruiting roles, you can log into Personio as any employee (this is only possible if you are an Admin). To do this, go to the respective employee's profile and click Login as this employee at the top right.