User Types in Gem
Gem offers the three user types: Admin, Standard, and Limited, with the option of creating Custom Roles.
- Admin users have full visibility into all modules of Gem and can configure manage and team settings like custom fields and integrations, and manage user settings.
- Standard users have full visibility into all modules of Gem and can configure and manage their own settings.
- Limited users can only view a few modules in Gem (listed below) and configure their own settings. This permission is best for team members who only need view access in Gem (like Hiring Managers).
- Custom roles users have access on a per-module basis within Gem, configured by an Admin (instructions below).
User Type Access Levels and Permissions
Module Access
*Limited Users can view specific Outreach Stats, Pipeline Analytics, and Dashboard reports if the link to a report is provided to them. Limited users cannot reject candidates, send one-off messages, or move a candidate to another stage in Talent Pipeline.
Project Access
Custom Roles
Admins have the ability to create custom roles for their team to control access levels on a per-module basis within Gem. These custom roles can then be easily assigned to individual team members.
How to set up custom roles
- In Team Settings in the My Team tab, Admins can create, edit, rename, and delete Custom Roles in the User Roles section.
- When creating a custom role, you must specify the underlying role, which serves as the default (or fallback) set of permissions for any user with this role.
- When editing a role, you can toggle specific modules ON / OFF or select a specific type of access for each module.
*Not every module is yet represented in the list of modules. Additional modules are on the roadmap. Until then, any module that doesn’t appear defaults to the underlying access type of the role.
- Once you click Save, you can scroll up to the Team members section to apply the new role to any users you’d like.
Admin Team Management
Admins can configure a number of team settings, including:
Admin Team Management |
User Management |
Provision and Deprovision user accounts |
Set user access type (Admin / Standard / Limited / custom roles) |
Configure custom roles |
Set User tags |
Configurations |
Set Default ATS Source (Greenhouse only) |
Create, edit, and hide custom fields |
Set email sending limits |
Change or hide DEI permissions |
Create Project data fields |
Integrations |
Create API Keys |
Set up ATS integrations |
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.