INDHOLDSFORTEGNELSE
What are user roles in Talent Recruiter
There are various standard user roles in Talent Recruiter. During implementation, it is possible for your consultant to create specific user roles for you. Therefore, you may have more user roles available in Talent Recruiter than those mentioned in this guide. If you need to customize your user roles or create new ones, please contact us. Contact details can be found at the bottom of this page.
The following user roles are standard in Talent Recruiter: Administrator, Project Leader, Project Participant and Basic user. The user role controls what a user has access to in Talent Recruiter, e.g., whether the user has access to create a project, invite candidates for an interview etc.
In the 'User administration' module, the administrator can create new users and manage existing ones. It is also possible to create new users when a project is created. These users will also be saved in 'User administration'.
Access with specific user roles
Each user role's access is explained in the following section.
User role: Administrator
An Administrator can access the administration module by default, and thus e.g., change the workflow in a project, customize application forms and create new communication templates that are used to send emails from Talent Recruiter to candidates, etc.
An Administrator also has access to create projects and can view all projects at the hierarchical level at which the user is created.
In addition, an Administrator can process candidates, invite to interviews, etc.
An administrator cannot be assigned as a project participant and therefore cannot be part of the hiring committee nor rank candidates.
An administrator will therefore often have access that is combined with a Project Leader role. With this combination, it is possible for an Administrator to perform candidate processing through e.g., ranking (more information on the Project Leader role below).
Please note: An Administrator can do setups for the department they are created in, including subdepartments. If an Administrator is created at the top level of your organization, the user can do setups for all departments and subdepartments.
Menu item: Administration
The user role Administrator is the only one that gives access to the module 'Administration' and the following functions with which the Administrator can do setups.
Please note: Setups can be done for the entire company, but also for specific departments and subdepartments. It is therefore very important to know where you are located in the department structure on the left when clicking on the Administration module. If the user is placed in the top department, like in the above example, the setup will apply to that department including all subdepartments.
Menu items
An administrator has access to the following menu items and can create a new project.
'New project' og candidate processing
An Administrator can view and process candidates in all projects at the organizational level where the user is created as well as subdepartments.
An administrator can create projects, publish ads and process candidates on projects, including sending emails to candidates.
Similarly, an Administrator can export data from the project's 'Tool Box' to Excel, PDF and XML. The Administrator can only be a Project Leader and Project participant on their own projects, i.e., projects created by themselves. It is therefore not possible to select a user who only has an Administrator role as Project Leader or Project Participant on projects they have not created themselves. In this case, the user must have both the Administrator and Project Leader user roles. Similarly, a user with only the Administrator user role does not have access to see the individual ranking or average score of the candidates.
User role: Project Leader
A Project Leader can create projects and manage candidates by default. They can also be assigned as Project Participant and be part of the hiring committee, which gives them access to initiate new recruitments, create ads and publish to media. They can also perform candidate processing, such as ranking and inviting candidates for interviews.
A Project leader will only be able to see the projects they have created themselves or projects they have been assigned to as a Project Participant. The internal recruiter usually holds the Project Leader role while the people on the hiring committee are Project Participants.
Menu items
A Project Leader has access to the following menu items and can create a new project.
'Opret projekt' og kandidatbehandling
A Project Leader can create projects, publish ads and process candidates on projects, including sending candidate emails.
The Project Leader can also export data from the project's 'Tool Box' to Excel, PDF and XML.
If the user is a Project Leader or Project Participant on a project, the Project Leader role can rank candidates and see individual rankings and average scores of the candidates.
Please note: The Project Leader can only view and process candidates within projects that the user has created or added to as a Project Leader or Project Participant.
User role: Project Participant
A Project Participant can, by default, manage and process candidates. They can be part of hiring committees and can rank and add notes and tags to candidates.
Often, a Project Participant can also invite to interviews and give candidates status markers. However, they cannot change or create projects, nor can they do administrative setup in Talent Recruiter.
This user role is often used for the hiring manager or other members of the hiring committee who need access to process candidates.
Please note: This user role is very limited in its access - users with this user role can only view projects that they are assigned to as a project participant. If the user is not associated with any projects, Talent Recruiter will be 'empty' for them when they log in.
Menu items
A Project Participant cannot create a new project but has access to the following menu items.
User role: Basic User
The Basic User is the sparsest user role available in Talent Recruiter. If you use Talentech Admin and transfer a user from here to Talent Recruiter, the user will be automatically receive this user role in Talent Recruiter. Subsequently, you can edit the user and assign the relevant user role.
A Basic User can only see projects they are assigned to as Project Participant. When assigned, they will be able to read through the candidates' documents individually, but the user will not have access to screen CV, to assign tags or rankings nor to send emails to the candidates, e.g., invite to interview or reject, or export data.
Menu items
A Project Participant cannot create a new project but has access to the following menu items.
Departments and access levels
Each user role is assigned to a department upon user creation in Talent Recruiter, and their access is dependent on the hierarchical level they are created on. As such, will not be able to access departments of higher levels than the one they are created on. E.g., a user created in a subdepartment as a Project Participant will not be able to be assigned as Project Participant in other departments.
Since a Project Participant can only see projects they have been assigned to, it is often recommended to create the user in the head department. This way, the user can be assigned as Project Participant on projects in all departments, but can only see the projects they are assigned to.
Administration module: User manager
An Administrator can manage users and their accounts in the Administration module 'User administration'. This includes creating new users, delete users, resend passwords and retrieve user reports if needed.
When searching: Using the department structure on the left, you can choose whether you want to search within the entire company or only specific subdepartments. Furthermore, you can choose whether the search should include active users (users who have been logged in at least once) and locked users (users who you have locked, i.e., temporarily blocked from the system) etc. by using the filters.
Searching based on user roles
By using the dropdown list (marked 'All user roles' by default), you can search for users with specific user roles. This is a great way to see how many Project Leaders or other user roles you have in your organization.
Quick search
You can search for specific users by entering their email address or name in the 'Quick Search' field.
Create new user
There are several ways to create a new user. If you use Talentech Admin, the user can be pushed to Talent Recruiter from here and then edited.
You can also create a user directly during project creation. This user will then be available in the administration module 'User manager' and can be edited there. Alternatively, you can create the user in this module by clicking 'Add new user'.
When creating a new user, you must first fill in the user's email address, first name and last name and define the access level.
Please note: The access level must have a name, however, this name is only used if the user has a split access (multiple accesses to several separate departments). This is rarely used.
Next, select the department the user should be created on and the user's user role.
The other account detail fields are not mandatory.
Please note: If title, phone number, mobile number and LinkedIn are filled in, they will be visible if the user is assigned as a contact person on a project, and will thus be displayed in the job ad.
User account settings
Under 'Account options', you can lock the account. This means that the user cannot log in, but they are still created in Talent Recruiter.
You can also set an expiration date on a user if, for example, the user is hired for a project employment and their access should be closed on a specific date.
When a new user is created, there is, by default, a checkmark in 'Send login details to user'. When a user is created and the checkmark is on when saving, the new user will receive a welcome email with a guide to log in to Talent Recruiter. This feature can also be used if a user has forgotten their password. To do so, edit the user, place a checkmark in the 'Send login details to user' and save – the user will receive a new email with the login guide.
By ticking the 'User is internal support contact person', the user's information will be available under the menu item 'Support' and the user will function as the Administrator for the organization.
User rapports
You can download an overview or data report in Excel format of the users in Talent Recruiter. To do so, select the relevant users, either by ticking them manually or clicking 'select page' or 'select all' and then click on the Excel icon in the top right corner. An Excel file with data on the selected users will be downloaded to your computer.
Quick guide - User Creation
