Within Eploy there are 4 main User Types:
- Standard Users
- Hiring Managers
- Vendor Users
Each user type will access the system via a different Portal and their visibility of data and ability to manipulate that data will vary depending on the user type and the permissions each user has.
To jump to a specific user type description in this article, please use the links below:
Standard Users, also known as Core System Users, access Eploy through the main Core System.
This is the all singing, all dancing version of Eploy, giving anyone who accesses it the ability to see all information related to your Recruitment activity including Vacancies, Candidates, Applications, Interviews and Job Offers (we refer to these as Placements).
The Core System is also where you carry out all Admin activity (such as managing Email Templates and Recruitment Workflows) and Reporting.
Given the wealth, and sensitivity, of the data available within the Core System, Standard Users should be restricted to your Recruitment, Onboarding, and HR Teams only.
To tell us who your Core System users are going to be, please complete the Core System Users specification document, available within your Teamwork project.
Roles allow you to define which parts of the core system your users can access, what types of Data they can view and what actions they can carry out.
Here are a few examples, each of which can be achieved by having different Roles :
- Hiding Senior Leadership Team Vacancies
- Hiding Candidates who have applied for senior roles
- Restricting the visibility of Vacancies to specific areas of the business
- Restricting access to sensitive data, e.g. Equal Ops, to just those who need it
- Read Only Mode
- Super User Access
Each User must have a role assigned to them before they can access the system, but each User can have several Roles assigned to them.
As a default, your Eploy system will come with two Roles - Admin and Recruiter. The Admin role gives full system admin access to the system; whereas the Recruiter role limits access to just those areas of the system which a recruiter needs to be able to cary out their duties e.g. they can see and edit Vacancies and Candidates, but they are not able to edit Email Templates and Workflow settings.
Your Implementation Manager will be able to tell you more about the default roles in your system, and can discuss with you the need for any additional roles you might have.
When completing the Core System Users specification document, please let us know which Role each of your users should have.
Typically Hiring Managers are those employees who need to be involved in some kind of Recruitment activity, either directly recruiting for themselves or others, assisting with recruitment activities, or approving Vacancies and Placements.
Hiring Managers access Eploy via the Hiring Manager Portal.
Within the Hiring Manager Portal the view of data is limited to only those Vacancies the Hiring Manager is either directly associated with, or has visibility of thanks to Hierarchy and Security settings.
Within the Hiring Manager Portal your managers can:
- Raise and Approve Vacancies
- Review and progress Applications
- Schedule and complete Interviews
- Create and Approve Placements (offers)
- Review returned References
A Hiring Manager's ability to carry out each of these activities is controlled via the Hiring Manager Settings aligned to each stage within your Recruitment Workflows. These settings allow you to dictate, for each Application Stage and Status, whether the Hiring Manager can see Applications at these stages and, if so, what they can do with these Applications.
As we're talking about Hiring Managers, it's a good time to mention the Contact record.
We'll go in to this in more detail later on in these articles, but at this stage it's enough to know that for someone to be given a Hiring Manager User account, they also need to be set up as a Contact within the system.
There is no need to set up all employees as Contacts within the system, but you can if you wish. If you do choose to do this, only those who need to access the Hiring Manager Portal will need to have a Hiring Manager User assigned.
Next, we're going to talk about Vendor Users - these also need a Contact in the system. Standard Users do not need a Contact (but you can give them one if you like).
Vendor Users access Eploy via the Vendor Portal, also known as the Agency Portal.
As the name implies, the Vendor Portal is used by employees from your preferred supplier list Recruitment Agencies.
Within the Vendor Portal, the user can:
- See any Vacancies specifically assigned to them (i.e. they can't see all Vacancies)
- Register Candidates and submit Applications on their behalf (up to a limit set by you when assigning the Vacancy)
- View and accept Interview invitations for their Candidates
- See which stage each of their Candidates have reached within your Recruitment process
Typically, any email that would normally be sent to a Candidate directly will go to the Vendor User who submitted the Candidate's Application instead.
If you already have your PSL in place and would like to set up the relevant users as part of your data import, you can include their details within the Company Import or Contact & User Import spreadsheets.
Your Candidates are those individuals who wish to apply for your Vacancies.
Candidates access Eploy via the Candidate Portal and their view of data is restricted to only their own personal information and those Vacancies which have been advertised.
Generally, Candidates will register themselves via the Candidate Portal, but their record can also be created by a Vendor User or from within the Core System. Hiring Managers do not have the ability to create Candidates.
Within Eploy there is no difference between a "normal" Candidate and a Talent Pool Candidate - all Candidates are automatically available for Talent Pooling activities, unless they have specifically opted out of such activity.
As mentioned earlier, you're free to add all of your existing employees in to the system as Contacts, but if any of them wish to apply for a Vacancy, they must also have a Candidate Record.