Comparison of Recruiter and Hiring Manager Permissions

ClearCompany's Recruiting Module includes access to three different user permissions: Recruiter Permission, Hiring Manager Permission, and Vendor Permission. The main recruiting permissions are Recruiter and Hiring Manager, these permissions determine what level of access a user has when navigating the Recruiting Module.

  These permissions are available for use with the purchase of the Recruiting Module. Please reach out to your representative for pricing details or to confirm whether your organization utilizes the Recruiting Module.  

In this article: 
Recruiting Platform: Recruiter vs Hiring Manager
Differences in System Experience
Hiring Manager Restrictions & Editable Settings

Recruiting Platform: Recruiter vs Hiring Manager

There are 3 available permissions within the Recruiting platform and the level of access varies between them. 

Recruiter

This permission is considered the all-access Recruiting user, granting individual access to view all Candidates across all Requisitions created. They can also create/post requisitions without an approval process and approve new requisition requests from hiring managers. This user will have the additional ability to gain access to the ClearInsights platform.

Hiring Manager

This permission is considered the "restricted access" Recruiting user, granting individual access to view only requisitions they have created or have been assigned to as part of the Hiring Team. This user will only be able to search for and view candidates in requisitions for which they have access to, and require approval from a Recruiter when creating a requisition. Additional data access and action restrictions can be applied to the Hiring Manager permission, allowing you to further customize how these users will interact with your Recruiting system. See below for more details.

Vendor

This permission is recommended for a 3rd-Party Recruiter to view requisitions they have been assigned to and allow the vendor to upload applicant resumes to these requisitions. 

Differences in System Experience

The system experience of a Recruiter will be different than that of a Hiring Manager when navigating the Recruiting platform. Differences in access to certain pages, default views, requisitions, and candidates can all be noted and are due to the varied access and visibility granted to Hiring Managers compared to Recruiters.

  Organization-wide restrictions can also affect visibility to Hiring Managers. To learn more about the available settings to further customize the user experience, head to the Hiring Manager Restrictions & Editable Settings section below.

General Navigation

To access the recruiting platform, all users will navigate to the Tools menu and select Recruiting from the drop-down. 

Recruiter	Hiring Manager
A recruiter will be presented with the Dashboard tab by default. From here, they can also navigate to the Requisitions, Candidates, Search, and Interviews tabs.	Hiring Managers are presented with a more limited view of the Recruiting platform and only have access to the Requisitions tab.

Requisitions Tab

Recruiter	Hiring Manager
The Requisitions tab for recruiters will default by showing All Requisitions with the option to select from the drop-down to view All Requisitions, My Requisitions, or to search for a specific recruiter.	Hiring Managers are presented with All Requisitions I Have Access To selected on the drop-down when viewing the Requisitions tab. They also have the option to change the drop-down selection to My Requisitions. Hiring Managers are granted access to requisitions by either being assigned as the Hiring Manager for that requisition or have been added as a member of the hiring team for the requisition.

Candidate Search Bar

Recruiter	Hiring Manager
Users with the recruiter permission have more access to the search bar options. Recruiters will have the option to search all candidates across all requisitions by selecting Candidates from the search bar drop-down. They can also search all requisitions by utilizing Requisitions from the search bar drop-down.	The default search bar setting for users with the hiring manager permission is only candidates from requisitions that they have access to will appear in the candidate search. There are additional settings that can be enabled by your ClearCompany Representative that can affect the search bar access for hiring managers. For more information on additional settings, see the Hiring Manager Restrictions & Editable Settings section of this article.

Candidate Profiles

Recruiter	Hiring Manager
When viewing a candidate profile, the recruiter permission enables a user to see all information contained. Recruiters can see any documents associated with the profile, including applications. They can also view candidates' activity in other requisitions even if the recruiter is not part of the hiring team for the requisitions. Recruiters can also delete a candidate through Edit Candidate Info found in the Actions drop-down.	Users with the hiring manager permission will be limited on what information they can view on a candidate's profile. Hiring Managers will not be able to view certain documents contained in the profile depending on preference settings enabled on the backend. Candidate's activity in other requisitions will also be hidden unless the hiring manager was part of the hiring team for the requisition as well.

Hiring Workflows

Hiring workflows can be customized to restrict hiring manager access to candidates in a specific macro-stage. In addition, the hiring manager's ability to forward candidates to a specific micro-stage toggle can be turned on or off. Recruiters will be able to view all candidates, regardless of the hiring workflow stage. They can also move candidates forward or back through all micro workflow stages. 

Adjusting Stage Access

The Show candidates in this macro stage to hiring managers toggle gives the option to allow hiring managers to have access to their candidates in this macro-stage. 

The HM can forward candidates to toggle will give the opportunity to choose what micro-stages a hiring manager can forward a candidate to. 

Viewing Candidates

Recruiter	Hiring Manager
Recruiters will be able to access all of the candidates in the macro workflow stages regardless of the toggles turned on or off in the Hiring Workflow setup.	If the Show candidates in this macro stage to hiring managers toggle is turned off, hiring managers will be able to see the number of candidates in that specific workflow for their requisitions but will be unable to click on the stage to view the candidates. They will not be able to click and view the Total Applicants ribbon option either.
Recruiters will also be able to forward candidates to any stage in the hiring workflow. Recruiters also will be able to send candidates back to previous workflow stages by selecting Show Hidden Stages in the Move Forward drop-down.	If the HM can forward candidates to toggle is turned off for a specific micro-stage, a hiring manager will not be shown that stage as an option when they go to move forward with a candidate. Hiring managers will not be able to send a candidate back to a previous workflow stage.

Creating and Managing Requisitions

Recruiter	Hiring Manager
When creating a requisition, recruiters will be able to edit all fields for a requisition and will be able to either Send for Approval (if there are approvers listed on the requisition) or go directly to the Posting Options.	During requisition creation, hiring managers will only be able to edit certain fields in the requisition and can Send to HR once they have completed the requisition.
Recruiters can choose where and when to post the requisition and Open & Post the requisition.	Hiring Managers will not have access to the posting options for a requistion and will receive a message that the requisition was sent to HR.
Recruiters can opt to lock or unlock template information by using the lock icon next to the requistion fields. This will lock or unlock those fields for all users (both recruiters and hiring managers).	Hiring Managers are shown the lock icon and can hover over it to get additional information on the field. If a field is locked, it will not be editable to a hiring manager.

Hiring Manager Restrictions & Editable Settings

There are a number of limitations that can be applied within the ClearCompany system to further prevent users with the Hiring Manager permission from seeing specific data or taking certain actions.

While the majority of settings are configured through backend processes, hiring workflow stage access can be changed within the system by individuals with the User Admin and either Recruiter or Hiring Manager permissions. To learn more about editing or creating hiring workflows, check out this article.

Additional Settings

Most limitation settings are managed by your ClearCompany Representative as these are options that can be customized on the backend of your account. If you wish to enable any of these, or confirm if they are currently enabled for your organization, please reach out to your ClearCompany Representative. 

Setting	Description
Hiring Managers Can View Applicant Assessment Test Results	When enabled, a hiring manager will be able to see assessment test results associated with all candidate records attached to an applicant.
Hiring Managers Can View Completed Background Checks	When enabled, hiring managers will be able to see completed background checks for applicants.
Hiring Managers Can Send Requisitions Directly For Approval	Hiring Managers can send requisitions directly to approvers, without sending them to the requisition's recruiter first.
Hiring Managers Can Post Requisitions	When enabled, hiring managers will be able to post requisitions that belong to them, without the approval of a recruiter.
Hiring Managers Can Edit Posted and Approved Requisitions	When enabled, hiring managers will be able to edit requisitions that have already been posted and approved.
Hiring Managers Can View Salary Information	With this setting enabled, Hiring Managers will be allowed to see candidates' salary history.
Hiring Managers' Activity In Other Requisitions	When enabled, this allows all hiring managers to see all requisition activity related to a candidate even if they are not on the hiring team for those requisitions. Hiring managers will not be allowed to see requisition details if they are not on the hiring team.
Hiring Manager by Role	When enabled, users with the role admin permission will be able to distinguish role(s) as Hiring Manager roles, allowing those employees to be added as Hiring Managers for requisitions.
Hiring Managers Can Access Candidate Custom Fields	This preference controls the ability of Hiring Managers to view or edit the "Custom Field" section from the Candidate Profile.
Hiring Managers can Initiate Onboarding Packets and Modify Packet Contents	When enabled, this allows all the hiring managers in an org to create and modify onboarding packets.
Candidate Document Access	This preference controls the ability of Hiring Managers to view candidate-related documents. There a four visibility settings that can be enabled: No access to resume, cover letter, documents or application; resume and cover letter only; all documents except application; all documents.
"Search All Candidates" Permission	This preference allows a user to search for candidates across the entire organization. When granted to a Hiring Manager, it is often referred to as HM+.
Hiring Managers (and Recruiters) Must Use Requisition Templates	Enabling this setting will require users with the hiring manager or recruiter permission (but not the hr admin permission) to use a requisition template when creating a new requisition.
Hiring Managers Can Delete Candidates	Enabling this will allow hiring managers to delete candidates.
Candidate Notes Edit/Delete	This allows editing or deleting candidate notes to be restricted to Admins and Recruiters, Admins only, or Everyone.
Tearsheet File Attachments	File attachments can be set to be visible to Recruiters only, or by all. This setting may override the Candidate Document Access setting if visibility is set by all.