Requirements
Your Gem team must have the Gem ATS feature enabled to follow these instructions. If you do not have this feature but are interested in adding it, please contact your Gem Customer Success Manager.
Your Gem user must be an Administrator in order to configure Gem permissions for other users. If you need to configure permissions and are not already an administrator, please contact one of your existing Gem administrators to have your account permissions changed.
Configuration
Gem ATS permissions are configured in the same way as general user permissions in Gem, on the ‘My Team’ tab of the Gem Team Settings page. Each user has an access level, which can be ‘Limited’, Standard’, or ‘Admin’. See the article Gem Access Type and Permissions for information about each access level outside of Gem ATS. With Gem ATS, an additional access level is available, ‘ATS Limited’.
Access Levels
ATS Limited
The ATS Limited access level is intended for users like hiring managers or interviewers who only need access to perform interviews in Gem ATS. This role only allows access to the ‘My Interviews’ tab in Gem. Users with this role will be able to fill out and edit their own scorecards, and be able to see future scheduled interviews and candidate information for those interviews. They will also be able to see completed scorecards for the same candidate application after they have submitted their own. They will not be able to see scorecards for hired candidates.
Limited
The regular Limited role provides no access to ATS features.
Standard
The Standard role is intended for users who are sourcers, recruiters, coordinators, etc. This role allows you to create, edit, and publish jobs. In addition to the permissions for the ATS Limited Role, this role also allows you to see all jobs and to add candidates to any job.
Admin
This role is intended for administrators, including ops or head of talent roles, who should be able to see or make changes to all settings. In addition to the capabilities of the Standard role, the Admin role allows you to change ATS settings as described in Getting Started - Configuring Gem ATS, and to see all candidate scorecards.
Additionally, the Admin role is the only role that can view all private fields (private application questions, private scorecard questions, and private custom fields).
Hiring Team Roles
In addition to the user access level, individuals can be added to the hiring team for a specific job. See the ‘Managing the Hiring Team’ section of Gem ATS: Jobs for steps to set the hiring team for a specific job. Any member of the hiring team will have additional permissions for that specific job. They will be able to:
- See the job
- Edit the job settings
- See scorecards for all candidates for that job, even if they haven’t submitted any scorecards
On the Hiring Manager and recruiter will be able to:
- See scorecards for hired candidates for the job
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.