Hiring team roles and permissions

Relevant for: Recruiters

What are hiring team roles?

Hiring team roles decide what each person can do on a specific job. Leapsome has five default roles: Hiring Manager, Recruiter, Coordinator, Sourcer, and Interviewer. Admins can also create custom roles. A role only applies to the jobs where the person is on the hiring team.

A hiring team is the list of people attached to one job, each with a role. This way, you can involve line managers and interviewers in their own hiring without giving them access to every job, candidate, or offer.

Table of Contents:

• What can each role do?
• How do I add people to a job's hiring team?
• How do I change what a role can do?
• What do interviewers see?
• How do confidential jobs work?
• What should I keep in mind about hiring teams?

What can each role do?

• Hiring Manager: Leads hiring for their jobs. Views and manages the job and its candidates, creates openings, and can access the job if it's confidential.
• Recruiter: Same as Hiring Manager, plus creating and publishing job postings.
• Coordinator: Views and manages the job and its candidates, and creates openings. No access to confidential jobs by default.
• Sourcer: Views and manages the job's candidates only.
• Interviewer: No access to the job or its candidates. Interviewers work only in the interviews assigned to them.

To see exactly what each role can do in your account, go to 'Settings' > 'Employees' > 'Feature access matrix' and check the hiring team role columns in the 'Recruiting (ATS)' group. These permissions only apply to jobs where the person holds that role.

Note: No default role can see or manage offers. To give hiring managers access to offers for their jobs, an admin turns on 'View offers of assigned jobs' or 'Manage offers for assigned jobs' for that role.

Some permissions only exist company-wide, on regular access roles (Admin by default): 'View all candidates', 'Create and manage all offers', 'View all interview feedback', and 'Manage recruiting automations'. No hiring team role can set up stage automations.

How do I add people to a job's hiring team?

1. Go to 'Recruiting' > 'Jobs' and open the job. For an existing job, click 'Edit' on the job dashboard. For a new job, click 'New job'.
2. Open the 'Hiring team' tab and click 'Add member'.
3. Under 'Select role', choose a role. Under 'Select users', add one or more people.
4. Click 'Save' in the row.
5. Click 'Save changes', or continue through the new job form.

To edit or remove an entry, use the menu on its row. The job dashboard shows the hiring team in the header, e.g., "Hiring Manager: [name] | Recruiter: [name]".

• A job needs at least one hiring team entry with a role and a person before you can publish it. New jobs start with empty Hiring Manager and Recruiter rows.
• Each role appears once per job. Add everyone with the same role to one row.
• Access starts as soon as you save the job. Removing someone removes their access to that job.
• You can edit a job's hiring team if you can edit the job, either company-wide or through your role on it. By default, that's Hiring Managers, Recruiters, and Coordinators. Everyone else sees a read-only list.
• When you duplicate a job, its hiring team and confidential setting are copied too. Check the team on the copy.

To learn more, see Creating a job profile.

How do I change what a role can do?

1. Go to 'Settings' > 'Employees' > 'Feature access matrix' and find the 'Recruiting (ATS)' group. To narrow the list, search for e.g. "assigned".
2. Find the column for the hiring team role. Hiring team roles are to the right of the regular access roles.
3. Turn a permission on or off, e.g., 'Create job postings for assigned jobs', 'View offers of assigned jobs', 'Manage offers for assigned jobs', or 'Access assigned confidential jobs and openings'. Some permissions of the default roles can't be changed. Hover over the info icon next to a permission to see what it covers.
4. Click 'Save'.

Admins can also create custom hiring team roles and choose their permissions here. Only people who can open the 'Feature access matrix' can change role permissions.

Note: You assign hiring team roles on a job's hiring team, not on employee profiles. A person can have different roles on different jobs, and several roles on one job. Their permissions on a job add up, together with any company-wide permissions they have.

What do interviewers see?

Interviewer access comes from the interview, not from the hiring team. Anyone assigned to an interview can open it and submit feedback, whatever their hiring team role. To open interviews, people need the 'Submit interview feedback' permission, which everyone has by default, or access to Recruiting.

• An interviewer without other Recruiting permissions only sees 'Interviews' in the Recruiting menu, with their own interviews.
• In the interview guide, they see the schedule, the interviewers, the instructions, the CV, the application, the job posting, their own feedback form, and others' feedback if the form allows it.
• They don't see the pipeline, the full candidate profile, other applications, notes, emails, offers, or salary bands. They can't reschedule or cancel interviews.
• Salary expectations from the application are visible to interviewers, unless an admin restricts that field.

To learn more, see Interviewers in Recruiting: finding and preparing for your interviews.

How do confidential jobs work?

• To open a confidential job, a person needs 'Access assigned confidential jobs and openings' plus a hiring team role on that job that allows the action. Hiring Managers and Recruiters have this by default.
• Company-wide permissions alone don't open confidential jobs. Super admins can edit confidential job settings, but they still need a hiring team role to see candidates, offers, and feedback.
• 'Access assigned confidential jobs and openings' can't be turned on for broad built-in roles, such as Everyone or Manager.
• Interviewers keep access to their own interviews on confidential jobs.
• Confidential jobs never appear on the career portal or on job boards.

What should I keep in mind about hiring teams?

• The Recruiting menu only shows 'Candidates', 'Interviews', 'Offers', or 'Jobs' if the person can see at least one item there.
• Some permissions include others. Publishing postings includes managing the job, which includes viewing it. Managing candidates includes viewing them.
• People can only add candidates if they can manage at least one published job with an evaluation process.
• People who can manage candidates on a job, or view all interview feedback, see all feedback, whatever the feedback form's visibility setting.
• Hiring team roles, such as the job's Hiring Manager, can be approvers in opening and offer approval flows. Approvers can see an offer they need to approve, even without offer permissions. To learn more, see Setting up approval flows for openings and offers.
• Once a person has 'Send email on behalf of another account' through a role on any job, it applies everywhere.
• If the roles list says default roles are missing, reload the page. Leapsome creates them automatically.