Welcome to the comprehensive Admin guide to Gem!
This guide covers:
• Technical Requirements
• Team Settings
• Managing Your Team
• ATS Integrations
• Email Integrations
• Email-related Settings
Gem CRM Setup
Please see this article for our Technical Requirements.
Review and set your holidays to prevent outreach to candidates on specific days. Additional information on this can be found here.
Email Sending Limits
You can throttle the number of emails sent by users per day or minute, as well as the number of emails a prospect can receive per day or per week through Gem.
The default value is "Unlimited" for all fields and you can choose to configure each one based on what works best for your team.
"Do Not Contact" Company List
You can prevent members of your team from contacting candidates that are currently working at specific companies. More information on this can be found here.
Managing Your Team
Where to Manage Your Team in Gem
As a Gem Admin, you can manage your team in Gem Team Settings.
Adding Users to Your Gem Team
Please see this article for how users can be added to your team.
Editing User Access Levels
Go to your Gem Team Settings.
Under “Team members”, find your user and look under the “Access” column.
Click on the dropdown menu button and select the desired level.
Gem currently provides three levels of permissions access. You can use these levels to restrict or increase capabilities in Gem.
By default, all new Gem users will start off with Standard access. This can be changed by Gem Admins from the Team Settings dashboard.
The three levels are:
Standard (default) - Users have access to all Gem features that are a part of your plan, except the Team Settings dashboard.
Admin - Feature set is identical to Standard, but with access to the Team Settings dashboard.
Limited (by request) - Contact your Gem Customer Success Manager to learn more about Limited access. Access to specific features with this user role will depend on the plan you are on.
More information on this can be found here.
Offboarding Users from Gem
Please see this article for how to offboard users from your team.
Gem supports Single Sign-On (SSO) for your team, configurable through the Gem Team Settings. There, you will be able to set up SAML configurations for any domain already connected to your team. The dashboard will also help you end-to-end test the entire SSO login process before enforcing SSO for your whole team. More information on this can be found here.
Gem integrates with many Applicant Tracking Systems (ATS) to help streamline your recruiting processes. Please see this list of ATSes that we support and guidance on how to integrate them with Gem.
A full-fledged Google or Microsoft email account is required to create and set up a Gem account. (You cannot use an alias or Google Group email address.) This allows Gem to integrate with the account and request for the appropriate access permissions to use our features. If you use an email provider outside of Google or Microsoft or have additional questions about our permissions, please contact us at email@example.com for assistance.
Configuring the Gem App in Office365
Office365/Azure offers a number of different levers that affect consent and permissions for apps such as Gem. Please see this guide for more information on these settings, all of which can only be changed by an Azure administrator.
Reduced-Permission Email Integration
For some of our most security-conscious customers, such as customers in the medical industry who may have Protected Health Information (PHI) in their email, we support requesting more limited email access permissions. Limited access grants Gem access email headers (like the to/from email addresses and timestamp), but not the contents of the emails in your inbox. Both Gmail and Microsoft Office 365 have APIs that allow Gem to request more limited access to email inboxes. More information on how to set up the Reduced-Permission email integration can be found here.
Gem CRM Setup
The strongest diversity hiring initiatives begin at the top of the funnel, before prospects even apply. Most channels (eg referrals and inbound) can be less diverse, so if you’re not actively sourcing and nurturing a diverse talent pool, you may not see a diverse pipeline, a diverse set of interviews, or a diverse team. It's hard to assess the effectiveness of diversity-focused hiring strategies and fix potential problems in the hiring funnel without being able to measure diversity from the very beginning of the hiring pipeline. Our goal at Gem is to help teams track and analyze those efforts.
Gem offers DEI gender and DEI race/ethnicity insights for talent teams to track how their work affects racial/ethnic diversity through the recruiting funnel, from first outreach through conversion to hire.
Gem Projects are a great way for you to organize candidates in Gem. As a best practice, we recommend creating a project for every open role you have. More information on projects can be found here.
Gem Sequences are a way to help automate your outreach to candidates. Every Sequence is comprised of at least one Stage. Sequences are designed to ping a candidate until they respond or we run out of Stages to send. You can have as many Stages as you'd like and they can be scheduled to go out at any time in the future. More information on sequences can be found here.
Please see Academy Course: Set Up Your Sourcing Workflow to learn how to create a Gem project, create a Gem sequence, set up Send-On-Behalf-Of with a teammate, and create a canned response.
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 firstname.lastname@example.org.