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Your Hiring Manager community is always going to be evolving, especially with internal mobility, people changing roles and new talent joining the business - even some of your hires may need to become Hiring Managers eventually!

With this in mind, it's important that you are able to create new users or update existing ones to ensure that all of your hiring managers and approvers are in the right place within your structure and everyone has access to the vacancies and templates that they need to. 

Before making any changes though, we would recommend checking out our FAQs for Managing Hiring Managers below, to ensure that you can quickly and efficiently get your new users up and running.

  • Creating Contacts - Not every contact on your system will be a hiring manager, but every hiring manager needs to have a contact on the system first. This is because it will drive functionality, give them access to the correct vacancies and influence which applications they can see in the portal.  For more information on creating Contacts, please see this guide.

  • Department and Company Structure - Where the hiring manager sits within the structure will likely have an impact on the vacancies they can see, which roles they can approve (if any) and the departments they can recruit within. You can get familiar with the company structure within the Structure tab of any company record.

  • Position Type - Within a contact record, there is a free text Position field and a Position Type drop down list. The free text field should be used to give this hiring manager their actual job title.  The Position Type drop down is used to drive the functionality available to this user. For example, certain position types will be pre-designated as approvers or have additional permissions in the portal, so selecting the right entry from this drop down list is very important!

Note - If there isn't an appropriate position type, you can create new options within Drop Down Lists. However, due to the impact of position types and how they can affect recruitment workflows, authorisation processes and even permission in the portal, always consider if you need new position types - Eploy support can give you more detail on how position types influence your configuration, so feel free to get in touch to discuss.

  • Permissions and Recruitment Workflow Settings - When you set up a hiring manager, you will need to give them permissions to access records in the portal. However, a lot of what the HM can do with those records is actually driven by the recruitment workflow assigned to the jobs. For example, you can give your HM permission to access Applications and Actions, but the recruitment workflows will then dictate whether they can see applications or certain statuses or if they can provide feedback on interview actions. With this in mind, you can give your HM all of the permissions within the user and restrict what they can do within the recruitment workflow.

Note - If Hiring Managers don't need to access records of a certain type, i.e vacancies or applications, you can remove the permission from the Hiring Manager user and it will supersede the Recruitment Workflow settings. The user permissions and the workflow settings will work in tandem, meaning you need both in place for a fully functional hiring manager. 

Ready to create / update your hiring managers?  Full instructions on creating your Hiring Managers can be found in this guide.

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