Automatic team assignment and who can see a job
Who can open a job, how Recruit adds people to a job team when the job is created, and how to change the team yourself.
Who can open a job, how Recruit adds people to a job team when the job is created, and how to change the team yourself.
Access to a job in Recruit depends on two things: the system role on your account, and whether you are attached to that job. Admin and HR users see jobs without being attached. Members, and this includes every recruiter, hiring manager and interviewer, only see jobs they are attached to. When a job is created or duplicated, Recruit adds some people to its team automatically so the job is never left without one.
Who can see a job
| Person | Jobs they can open |
|---|---|
| Admin | Every job in the organisation. No team membership needed. |
| HR | Every job, unless an Admin has limited their location access. |
| HR limited to specific locations | Jobs at the locations ticked for them, plus any job with no location. Being on a job's team does not widen this. A job outside their locations stays closed to them. |
| HR with location access set to None | No jobs at all. |
| Member | Jobs where they hold a job role (Recruiter, Hiring Manager or Interviewer), jobs they created, and jobs waiting for their approval. |
| Agency user | Only jobs assigned to their agency. They see My Submissions instead of the full job page. |
The three job roles all give the same thing as far as visibility goes: the job appears in the person's list and they can open it. What each role can then do on the job is covered in "Understanding roles and permissions".
The hiring lead
The person who creates a job is its hiring lead, whatever their system role. A Member who creates a job can see it and open it without being added to the team. If you duplicate a job, you become the hiring lead of the copy. The hiring lead is not shown as a role on the Team tab.
Approvers
A Member who belongs to an approval group sees a job while an approval step for their group is waiting on it. Once they act on the step, or the approval finishes or is withdrawn, the job drops out of their list unless they are also on the team or created it.
Automatic team assignment
Recruit applies automatic assignment when a job is created, including when it is created from a job template, and when a job is duplicated. It does not run at any other time.
- Admins. Every active Admin is added to every new or duplicated job as a Recruiter.
- HR users. Every active HR user is added as a Recruiter, whatever the job's location or department. The exception is an HR user whose location access is set to None. They are left off, and they could not open the job anyway. An HR user limited to specific locations is still added, even to a job outside those locations, although they cannot open it.
- Members. Nobody with the Member role is added automatically. Add them yourself.
- Inactive users. Deactivated accounts are never added.
When you duplicate a job, its team is copied first. People who are already on the copy keep the role they had, and anyone the rules would add who is missing is then added as a Recruiter. The person duplicating the job becomes its hiring lead.
Because assignment happens once, at creation, it does not reach back. If you invite a new Admin or HR user next month, they are not added to jobs that already exist. Add them to those jobs by hand, or use the Admin and HR access described above, which needs no team membership.
In the job setup steps, on the Recruitment Team step, anyone added this way carries an Auto-added label. The label is not shown on the Team tab after setup. Auto-added people can be removed like anyone else.
Where to see or change the rules
Settings has no page for automatic team assignment, so you cannot view or change the rules from the product. The behaviour above is what every organisation gets. To have someone on a job who the rules do not cover, add them to the job's team manually.
Adding, changing and removing team members
Who can do it
- Admin and HR users can change the team on any job they can open.
- The hiring lead can change the team once setup is finished and until the job goes live. They can also change it after the job is closed or archived.
- During setup, which is after approval and before you complete the setup steps, only Admin and HR can change the team, hiring lead included.
- Once a job is live (published, scheduled or paused), only Admin and HR can change the team.
A Recruiter or Hiring Manager who is not the hiring lead may see the add, role and remove controls on the Team tab, but saving is refused with "Only admin, HR, or the hiring lead can modify this job". An Interviewer sees the list of people with no controls. Agencies are assigned separately, in the Agencies section lower on the Team tab, and only Admin and HR can assign or remove them.
Adding someone
- Open the job and select the Team tab. The tab appears once the job has been approved and has finished setup. Before that, use the Recruitment Team step of the setup steps, where the button is labelled Add Member.
- Open the Select a user... box and type in Search users... to find the person. Only active users appear, and people already on the team are left out. Organisations with several companies also get a Company box to pick whose users to browse.
- Choose a role. The default is Recruiter. The options are Hiring Manager, Recruiter and Interviewer.
- Select Add.
Team members are listed in groups: Hiring Manager, then Recruiter, then Interviewer. A person holds one role per job. Adding someone who is already on the team is refused with "User is already a member of this job team". Agency users cannot be added as team members. The error reads "Agency users cannot be added as job team members. Assign the agency to the job instead."
Changing a role or removing someone
Use the role dropdown beside a person's name to change their role. Select the bin icon (Remove team member) to take them off. There is no confirmation step.
Removing a Member from the team takes the job out of their list, unless they created it or are waiting to approve it. It affects that job only. It also removes them as a reviewer from any shortlisting stage on that job, so the stage does not keep waiting for their review. Removal makes no difference to Admin and HR users, who never needed to be on the team.
A job needs at least one team member before its setup can be completed. If the team is empty you see "At least one team member is required".
Salary visibility
The salary on a job is shown to Admin and HR users, group administrators, and the job's hiring lead. Nobody else sees it inside Recruit, including a Recruiter or Hiring Manager who is on the team but did not create the job. For them the Salary line is missing from the job's Details tab and the salary fields are not offered when editing the job. Anything else they edit saves as normal and the existing salary is kept unchanged.
What someone sees when they cannot open a job
The job is missing from their Jobs list. If they follow a direct link, they see "This vacancy is no longer available" with the line "It may have been removed. Check your vacancy list, or ask an administrator if you think this is wrong." The same message appears whether the job has been removed or they have no access, so it does not tell them the job exists.
When someone reports this, work through it in order.
- Check their system role under Settings then User Management. An Agency user only sees jobs assigned to their agency.
- For a Member, open the job and look for their name on the Team tab. If they are missing, an Admin, an HR user or the hiring lead can add them, subject to the timing rules above.
- For an HR user who cannot see a job, check their location access on the Roles & Permissions page, which only an Admin can change. A restricted HR user cannot open a job at a location outside their list, whether or not they are on its team.
For the full list of what each role can do once they are in, see "Managing your job team" and "Understanding roles and permissions".