What do the Recruiter, Coordinator, and Hiring Manager roles mean?

In addition to Permissions, which restrict what each user can do, Roles can also be assigned per job/candidate to help organize the application, filter candidates, assign tasks and report on progress.  The Roles you can assign are:

 

Recruiter

Assigning someone as the Recruiter for one or more candidates lets them filter the candidates list by “My Candidates” and see only those candidates for which he is the assigned Recruiter.  It also shows up on the “Candidates by Recruiter” report.  You are also able to filter the jobs list on the All Jobs dashboard to just show the jobs where you are the Recruiter.

The Recruiter role is assigned per-candidate. A default can be set up at the job level so that all new candidates for the job are assigned to one Recruiter as they are added. You can change who the Recruiter is for any candidate at any time.

 

Coordinator

Assigning someone as the Coordinator for one or more candidates lets them filter the candidates list by “My Candidates” and see only those candidates for which he is the assigned Coordinator.   You are also able to filter the jobs list on the All Jobs dashboard to just show the jobs where you are Coordinator.

Coordinators will automatically be assigned any scheduling tasks so these will show up under “My tasks” in addition to “All tasks” on the dashboards.

The Coordinator role is assigned per-candidate. A default can be set up at the job level so that all new candidates for the job are assigned to one Coordinator as they are added. You can change who the Coordinator is for any candidate at any time.

 

Hiring Manager

Assigning someone as the Hiring Manager lets you see who the hiring manager is on the Job Info page under Team.  You are also able to filter the jobs list on the All Jobs dashboard to just show the jobs where you are the Hiring Manager.

 

Sourcer

Assigning a user as the Sourcer lets you see who is responsible for sourcing on the Hiring Team page on the Job Setup tab.  It is also included in the "All Jobs Summary" report.  You are also able to filter the jobs list on the All Jobs dashboard to just show the jobs where you or someone else is the designated Sourcer.

 

Roles are configured per job on the Hiring Team page which can be found on the Job Setup tab.

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Comments

  • Avatar
    Rachel Ben Hamou

    Could you add sourcer to this blurb page?

  • Avatar
    Scott Walker

    Hiring managers would typically be given Job Admin permissions, not Site Admin permissions, right?

  • Avatar
    Jean Walters

    Hi Scott,

    Yes, that's typically what we see. Remember that users with Site Admin permissions have access to all jobs in the company, whereas users with Job Admin permissions only have admin access to a defined set of jobs. Unless you have hiring managers who need access to all jobs in the company, you'll want to set them up with Job Admin permissions just to the appropriate set of jobs.

    Let me know if you have any other questions!

    Best,
    Jean

  • Avatar
    David Lubert

    So if I assign a interviewer as part of the hiring team, can the interviewer schedule his/her own interview with the candidate?

  • Avatar
    David Lubert

    Why would I set up a coordinator for a particular candidate or candidates? Would I be better off to have a coordinator for the over job?

  • Avatar
    Leonardo De La Cerda

    Where can I assign those permissions for each job position?

  • Avatar
    Murphy

    Hi Everyone!

    Great questions, let us know if you have any others!

    @David: Interviewers are able to fill out scorecards on candidates, but they don't have access to the "Stage" tab where interviews are actually scheduled. We recommend that the coordinator do the scheduling and simply invite the interviewers rather than giving them additional permissions and asking them to do it themselves.

    You can use the Hiring Team page on a job to ensure that every candidate has the same recruiter or coordinator, but there's always the option to change the assigned person on individual candidates. You might do this on a big job with 2-3 coordinators, or on an important candidate that you want to give special attention. A candidate's recruiter and coordinator can be changed from their Details tab.

    @Leonardo: You can select a job, then go to Job Setup>Hiring Team to assign the people to each of these roles. You can also add Interviewer and Job Admin permissions for users at the bottom of this page.

    Please let us know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Ed Laczynski

    What is a Coordinator exactly? The article talks about the permission, but not the role.

  • Avatar
    Murphy

    Hi Ed,

    All of these roles require the user to be listed as a Job or Site Admin for the specific position. Please let me know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    David Lubert

    Hi Murphy,
    The issue with your answer above is that the company does not want to assign coordinators to schedule interviews. They would prefer to have the interviewer schedule his/her interview with the candidate. If there is no work around for this, then maybe it should be up to recruiter to be able to schedule interview for the interviewer? Not every company is going to want to set up coordinators depending upon size and organizational culture.
    Regards
    David

  • Avatar
    Murphy

    Hi David,

    In Greenhouse, the person listed as the Coordinator is the one assigned to do the scheduling, but if your team's coordinators are not the ones responsible for that, I'd suggest listing the Recruiter in the Coordinator role as well. That way, the recruiter will always know which things need to be scheduled, and they can make sure the interviewers are setting things up normally. Alternatively, you can leave the coordinator role blank for a job so that no single person is responsible and everyone shares the job.

    Please let me know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Jillian Moulton

    Can you Bulk add Hiring Team roles to a user? We just hired a recruitment coordinator who will be taking over the majority of the coordination. Is there a way to add that user as coordinator on all jobs in one go?

  • Avatar
    Nina Schuchman

    Hi there -- we also have the same question. Is there a way to bulk edit these roles? When there's turn over on the recruiting team, it's a fair amount of manual effort to update the hiring team on all of our jobs.

  • Avatar
    Diego Alamir

    Hi @Jillian and @Nina,

    Thanks for reaching out, very happy to help. You can bulk add jobs to a job admin or interviewer profile by clicking on "Configure" in the main navigational menu and selecting "Users."

    From here, select the user you'd like to change permissions for and click "Add" immediately underneath the "Job-Based Permissions" field. Here you can then add the user on all jobs as an Interviewer, Job Admin Private, or Job Admin Standard. I've included a screencast to serve as a better visual: http://screencast.com/t/tttBx8ah71

    I hope this helps and let us know if you have any further questions. We're here to help!

    Best,
    Diego

  • Avatar
    MG Miranda

    Hi Team,
    I created a Job level and mapped it to coordinator, I want to limit the access of this job level only on scheduling tasks. how can i limit the access to not accessing configure tab and sourcing tab?

  • Avatar
    Olivia Hirsch

    Hi Miranda,

    Thanks for writing in!

    We cannot remove access to the Sourcing and Configure tabs for Job Admins. However, what the job admins are able to do in Sourcing or Configure can be limited by the permissions allowed for that type of Job Admin.

    Let us know if you have any additional questions! You can reach us directly at support@greenhouse.io

    Thank you!
    Olivia

    Edited by Olivia Hirsch
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