User Types/Permissions: Setting up your Team's Access

Overview

Updated 12/14/2022

As an administrator, you can grant or remove each user's access to BOLD features.

Note: Creation of Contact User records are based on the permissions of the User Types (Utilities > User Types)

Click on the links below for more information:

• Create and Configure Users and Permissions
• Utilities options and setup (index)
• Table Editor (Index)
• Dashboard Widgets

Setup
Standard Access example
Glossary of Terms
    Basic
    Modification Access
    Features
    Talent Intelligence
    Sourcing
    Management
    Back Office
    Email Integrations
    Extract
    Configuration
    Admin
    Background Checks
    Asurint
    Operational Reports
    Recruiting Reports
    Sales Reports
    Export Reports
    Offices
    Bold Analyze Reports
    Insights
    Choice Screening

Setup

1. Click on Account & Settings
2. Click on Utilities
   
   
   
   
3. In the Search Utilities field, type: USER TYPES
   
   
   
   
4. Click on the User Types tile
   
   
   
   
5. The User Types dialog appears.
   
   
   
   
6. Select the user type which you would like to set up.
   Note: Creation of Contact User records are based on the permissions of the User Types (Utilities > User Types)
   
   
   
   

Standard Access example

Mimicking this access setup ensures that your users have full access to, and can make edits to their own work without compromising your overall database. Additionally, it removes the ability to extract your data as well as edit the verbiage, settings, and access you have customized.

We recommend starting your Staff users with the setup shown below.

Glossary of Terms

Basic

• • Job Board: Ability to search and create jobs
  • Business Intelligence (BI): Get insight into data & drill into key metrics
  • Tasks: Ability to create/share/assign applicant & contact tasks - Also includes Opportunities & Hotlist views
  • Applicant Tracking: Manage and search your applicants
  • CRM: Manage and search your companies and contacts
  • Document Manager: Use the Documents tab to create folders, add & share documents
  • Reports: Use the reports tab to view various reports, KPIs and data
  • Sub Vendors: User access into the Sub-Vendor Manager functionality

Modification Access

• • Delete / Edit Own: The user can only delete their own entries
    • • Talent
      • Companies
      • Contacts
      • Documents
      • Sub Vendor Contacts
    • Delete / Edit Admin: The user can delete any entries
      • Talent
      • Companies
      • Contacts
      • Jobs
      • Documents
      • Sub Vendors
      • Sub Vendors Contact

Features

• • Video Interview: Connect applicants and hiring managers via online interviews
  • Search Closed Jobs: Allows searching of jobs by closed statuses
  • Call Lists: Create lists of applicants to extract and print
  • Merge Applicants: Allows merging of duplicate applicant profiles into a single one
  • Merge Companies & Contacts: Allows merging of duplicate contact or company profiles into a single one (not supported with Back Office integration)
  • Post Jobs: Create new job postings and make it available for public applications
  • Schedule & Send Reports: Schedule and send reports from the Analyze tab to others

Talent Intelligence

• Talent Compare: Find related applicants or match applicants to jobs just by visiting an applicants profile or talent page

Sourcing

• • Mass Applicant Importer: Mass upload applicants using formatted CSV
  • Spotlight Search: Search through over a hundred social platforms to quickly find quality talent

Management

• • Recruit Manager: View all recruiter statistics, calendars and search applicants by any representative, can mass update talent reps
    • Recruit Admin: Access to all private applicants - requires Recruit Manager
      
  • Sales Manager: View all sales statistics, calendars and search CRM by any representative, view / edit company job requirements and templates, change company reps
    • Sales Admin: Access to all private companies and contacts - requires Sales Manager
  • Finance Admin: Ability to edit hire dates and financial details, sync QBO and Netsuite entities, view company invoices, view & edit submission and pipeline credit, remove extensions, reverse timesheets approvals, view & search for active, former and non-active placement statuses
  • Tax Admin: Access to personal identifiable information, such as birth dates, social security, and worker authorization
  • Last 4 SSN Search and View:
  • View/Edit EEO Details On Tax Tab: Allows user to view and edit EEO Details on the Tax Tab of the Applicant/Talent Profile
  • Job Creation Admin: Allows user to create jobs and search entities outside of their office access
  • Company Restrictions: Allows user to edit company restrictions
  • Marketplace Admin: Allows user to perform advanced administration functions in the Marketplace
  • Timesheet Terms Admin: Access to Timesheet Approval Terms utilities widget
  • Covid Administrator: Allows User to access a talent's Covid Tracking Tab
    • Covid File Manager: Allows a covid manager to manipulate and view uploaded files.

Back Office

• • Timesheets: Find and view timesheets
  • Timesheet Approver: Can approve timesheets on behalf of hiring managers
  • Back Office Manager: Access to Timesheet Report, Batch Hours, Contractor Pay/Invoicing, Permanent Invoicing, and Pay & Bill Archive
  • Company Invoices: Access to Company Invoices

Email Integrations

• • Email Add-ins: Use Outlook to import applicants, create contacts, create jobs, sync emails, and view profiles or Gmail to sync emails.
  • Email BCC Sync: Sync emails from any platform by BCC'ing [e-mail] 
  • Auto Email Sync: Integrate and then automatically sync emails from your provider
  • Resume Eater: Parse resumes from any platform by forwarding them to [e-mail]
  • Custom SMTP: Send emails using your own email address and attach documents to your mass emails

Extract

• • Applicant Print: 
  • Extract to Excel: Extract your applicant, job, & CRM searches to Excel

Configuration

• • Template Editor: Customization options for applicant questionnaires, web applicant test, resume branding, manager feedback forms, and email templates
  • Resource: This person is viewable in user dropdowns
  • User Groups: Create user groups to share profiles, documents, and templates
  • Commission Allocator: Add & edit commissions
  • User Types Editor: Allow this user to edit user type configurations

Admin

• • Table Editor: Customization options for most dropdowns in Avionté, such as tags, stages, and activities
  • System Email Settings: Access to Thank You Email & Unsubscribe system options
  • Utilities: Access to User accounts, Job Board Editor, System E-mail Settings, Record archive, Logo Editor, & more
    • User Account Admin: Ability to administer all users and access
  • Create Recruiter Users: Ability to create new recruiter users. Please note that creating new users will incur additional charges based on your contract
    
  • Create Contact Users: Ability to create new contact users.
  • Create Announcements: Ability to create and edit user announcements in the system.

Background Checks

• • Recruiter Review Access: Allow recruiter review access to background checks
  • Request Background Check: Able to send background check requests

Asurint

• Click here for more information on Asurint V2
• Click here for more information on Asurint V1

• • Bill to Company: Able to bill background check fee to company

Operational Reports

• Click here for a list of all Reports in the Operational Section

• • Advapay Payroll: This is a special output report for users that use Advapay for payroll purposes.
    
  • SAGE 2.0: 
  • EEO: View detailed responses to your EEO questionnaires per each job title. This report is used primarily for EEO audit purposes.
  • KPI: View performance indicators per each stage of specific jobs. This reports how long (in days) it took to get to each job stage since the creation of the job
    
  • Snapshot: Quick report on all job orders
  • Latest Candidate Stage: Report on latest pipeline and nominate stages
  • Consultant Spend: Weekly report on consultant's hours worked, expenses, burden, and GP
    
  • Timesheet Status: View the status of timesheets (Open, Submitted, Approved, etc.) along with comprehensive timesheet details. This report is often used to audit weekly submissions and approvals
  • Contract Falloff: View upcoming contract end dates for a given time frame. This report allows you to understand when your contractors will become “on the market” again so you can line them up with another position.
  • Daily Consultant: View financial details on consultants and jobs per timesheet day for bill, pay, expenses, leave and cost of service information.  
  • Active Consultant: View consultants that are actively working on jobs along with details such as Job, company, manager, bill/pay rate, and time approver.
  • Consultant Markup: Report on all applicants/talent and the markup cost to the client
  • Purchase Order: Report on all open purchase orders
    
  • Consultant Forecast: Forecast report on total rev, cost of service, and GP per consultant
  • Job Board Forecast: Forecast of potential revenue and GP of jobs that are currently on the job board along with current candidates in process for these jobs, total openings, and other basic information. You may also filter by company, job types, and tiers.
  • Job Board Insight: Highly configurable report allowing you to individually select job details along with talent activities/stages. This report allows you to build out the data you want to see. Job details include Open positions, candidate hire date, pay rate, candidate rep, and position skills. Talent activities/stages include Nomination stages, pipeline stages, and candidates in progress.
  • Hiring Stats: Breakdown of the days required to complete each job stage for each hired candidate. Additionally, you can see the candidate source tag, as well as the web application source.
  • User Activity: View user statistics and KPIs for users of the system.
    
  • User Stats: View stats and KPIs for a user of the system
    
  • Contractor Snapshot: Snapshot of who was working on positions along with their bill/pay rates per job for a given date range
    
  • Dispositions for Filled Jobs: Displays EEO information for talent as well as time and date stamps of the talent's move through the Pipeline and Nominated Stages.
  • Starts Report: List of candidates who have started—or will start—on a job. View job details such as Position, company, start/end date, bill/pay rates, and candidate/nomination source.  
  • Hiring History: Started applicants and basic job information given a specified date range
    
  • Consultant Hours by Date: Aggregate totals of consultant hours by job given a specified date range along with basic job and pay/bill rate information
  • Back Office Commissions: View detailed commission, amounts, and percentages per individual jobs, based on an entered timeframe. This also displays the total bill, pay, burdens, and costs of service.
  • Leave Report: View consultant and contractor leave/sick days and hours taken per job and timesheet week as well as total timesheet hours logged for that week
    
  • Offer Recap Report: Details of offers given a specified date range
    
  • Web Test Results: Allows for collective web test results to be run for all talent in a given time period.
    
  • Analyze Time Report: View your detailed time captured via time sheet batch hours and group time for a specific date range.
    
  • Onboarding Compliance Report: Provides an overview of talent pending/completed onboarding tasks and placement status.
    
  • Job Board User: 
  • Invalid SIN: 
  • Job Detail: Displays the overall job details, over a given date range, regardless of Order Status
  • Job Post Summary: Shows jobs and details related to the posting of jobs on internal/external boards based on job creation date.

Recruiting Reports

• Click here for a list of all Reports in the Recruiting Section

• • Talent Activities Report: Detail account of talent activities and job activities logged on your talent records including important activity information.
    
  • Recruit Stats: View recruiting stats on Homepage and Dashboard
  • Candidate Processing: Weekly aggregate of candidates placed through job stages with the ability to drill down and view detailed job and candidate information.
  • Candidate Contact Details: An exportable report that lists talent contact details such as: Email, phone number, and address
  • Applicant Marketing: An overview of weekly web applicants through your job board. Drill down to view which websites your applicants used to find your job board, unique applicant details, and applicant conversions.
  • Hotlist Report: Report on hotlist and applicants/talent associated with them
  • Recruit Tasks: View scheduled talent tasks by date, as well applicable notes.
  • Position Categories: A complete list of position categories and skills attached to jobs. Additionally, this report displays basic job details such as hiring manager and Avionté representative information. 
  • Declined Candidates: Detailed view of candidates declined from jobs. Identifies at which stage the candidate was declined, as well as notes included during the decline stage.
  • Duplicate Talent: This report provides duplicate records of talent by Email or SSN.

Sales Reports

• Click here for a list of all Reports in the Sales Section

• • Sales Stats: View weekly counts of complete sales stats and activity. Drill down into each activity type to view a timestamp of the contact activity, as well as any notes logged for the activity.
  • Sales Activities: Detail account of contact activities with basic activity information such as activity type and corresponding notes.
  • Client Contact Report: Detail contact information for clients including email and address. Searchable by company, location, industry, and category
    
  • Opportunities: Search for a comprehensive list of opportunities. View basic opportunity information such as Amount, commitment, and percentage. Identify the status of an opportunity, as well as potential next steps.
  • Sales Tasks: Search for and display client and company task information including task user, type of task, and date information (note that in the Reports section this is called the Client Tasks report).
    
  • Manager Processing: Discover which managers have responded to manager feedback/interview feedback forms.
  • Contact Tags: Provides company contact details including all tags associated with the contacts.
    

Export Reports

• Click here for a list of all Reports in the Export Section

• • Paycom Hired Records Report: Report of hired records that can be exported in Paycom format
  • Quickbooks Perm Export: Perm placement export for import into Quickbooks
    
  • NetSuite Invoice Export: Export records in NetSuite Format
    
  • Xero Invoice Export: Export records in Xero format
    
  • HROI Timesheet Export: Export records in HROI Format
    
  • E-Signature Document Audit: Collect selected E-Signature documents completed during a specific date range.
    • Click here for more information on the Adobe Sign Document Audit
      

Offices

• • Restrict Access to Talent by office: Only allow a user to see Talent records based on the Office Access configured in their User Profile
  • Restrict Access to Companies by office: Only allow a user to see Company records based on the Office Access configured in their User Profile
  • PEO Restrictions: Only allow a user to see Timesheets based on the Office Access configuration in their User Profile.

BOLD Analyze Reports

• Click here for a list of all BOLD Analyze Reports

• Workers Comp Claim Details: This report shows all non-cost related details associated with a Workers Comp Claim.
• Unemployment: Lists all unemployment claim information by talent.
• Comprehensive Job: Shows a comprehensive list of information associated with a job.
• New Hire: This report shows all new hires that received their first paycheck within a specified date range
• Department of Labor: This report provides a summary of the number of talents by branch and how many total hours they have worked.
• Unapplied Cash: This report displays all unapplied cash.
• Billing by Work State: This report displays billing totals by work state.
• Company Trend: This report helps to compare specific numbers in different time period- weeks, months, quarters and year.
• Federal EEO Component 2 Reporting: This report gives Federal reporting of EEO-1 Component 2 information. This was created based on the specifications found on the EEOC.gov website.
• Federal EEO Reporting: This report gives Federal reporting of EEO-1 information. This report was created based on the specifications found on the EEOC.gov website.
• Talent W2 Details: Offers detail look at the tax associated with a Employer's Talent.
• Talent T4 Details: Offers detail look at the tax associated with a Employer's Talent (Canada)
• Table Editor Details: Lists out all the Categories and Sub Categories on the Table Editor.
• Comprehensive Agency: This report provides a summary of an agency or agencies by pulling basic information and pay history
• Talent Certification: This report populates talent certification data to pull all available assigned or missing certifications
• Talent Document: This report populates with available document information including document types and missing documents
• Talent Adobe Document: This report lists all completed Adobe eSignature documents for each employee along with the completed date (aka Talent Adobe E-Signature Document Info Report).
• Worker Comp Code Setup: This report displays list of the Worker Comp Codes.
• PO Number Info: Gives information associated with a PO number (aka Purchase Orders)
• Company Document: This report provides all the information related to the company's document.
• Talent Trend: This report shows the hours of an Talent in different time period- weeks, months, quarters and year.
• Talent Pay Detail per Pay Code: This report breaks down a talent’s pay by pay code in detail.
• Talent Payroll Tax Detail with Pretax: This report displays a detailed breakdown of talent taxes with pretax deduction types and amounts.
• Comprehensive Contact: Shows a comprehensive list of information associated with Contact in front office.
• Paycheck/Invoice with a Gap: Lists paychecks or invoices with time gaps in the sequence.
• 401K Census: Details of 401K Deduction and 401K Contribution for Employee.
• State Saves Talent Contribution File: Required employee contribution information for California, Illinois, Maryland, Oregon, and Connecticut state savings
• State Saves Talent List: Required employee information for CA, CT, IL, MD, and OR state savings
• Client Billing: This report shows a detailed summary of client billing information.
• ACA Census: Details of ACA deductions and eligibility for Employee
• IL Equal Pay Act: The IL Equal Pay Act report is used to upload talent data to the State of IL to comply with the Equal Pay Registration process.
• Oregon Statewide Transit Tax: Displays statewide payroll tax that employers withhold from talents.
• Comprehensive Placement: Shows a comprehensive list of information associated with a placement.
• Comprehensive Talent: This report provides a summary of talent(s) by pulling basic information as well as work and pay history
• Comprehensive Company: This report provides a summary of a company by pulling basic information, lead and sales history, and employee hours
• Talent - Tax (2020 form and above): This report is intended to provide talent data from the 2020 tax tab in Back Office.
• Talent - Tax: This report breaks down the amounts of each tax that each talent (including tax-exempt talent) is withholding
• Talent - Direct Deposits: Details talent direct deposit information.
• Talent - Deduction Contributions:  This report gives detailed deduction/contribution information
• Talent - Current Accrual Balance: The Accrual Balance as of Today provides talent accrual information as of the day the report is run.
• Talent - Benefits: Displays details of benefits enrollment for each talent.
• Taxes Summary: This report shows a breakdown of the amounts owed for each tax type, as well as a summary.
• Check Register: This report is a good resource to crosscheck with payroll before submission.
• Check Register CA: This report is a good resource to crosscheck with payroll before submission (Canada)
• Accrual History: This report provides talent accrual history information.
• Deduction Submittal: This report provides detailed information that will accompany a check to the agency/deduction authority
• Get W2 Details: This standard report provides various details for talent W2s useful for year-end business planning
• Get Talent Fed W2: This report shows all federal W2 information for a talent.
• Get Talent Local W2: This report shows all local W2 information for a talent.
• Get Talent State W2: This report shows all state W2 information for a talent.
• Get Talent SUI Wage Details: Details of Talent SUI Wage
• Local Tax WH: Lists local tax withholding by Talent.
• State Tax WH: Lists state tax withholding by Talent.
• SUI Amount: Lists amounts paid for SUI tax.
• Payroll Direct Deposit: Lists the direct deposit checks distributed.
• Payroll Contribution: Shows employer contribution amounts for payroll.
• Transaction Info: Gives detailed information of all processed transactions.
• Transaction Info - CA: Gives detailed information of all processed transactions (Canada)
• Daily Hours: Details daily hours for talents.
• Transaction Detail Info: Gives detailed information of all processed transactions.
• Accrued Hours: Details total hours for talents within a specified time period.
• Worker Comp Cost: This report displays a very detailed list of the Worker Comp Codes and Costs
• Placement Commission User Info: To pull placement and commission user information from the Front Office.
• Gross Profit and Hours Comparison: Compare how much gross profit a company is making in two different date ranges.
• AR Aging: View outstanding AR aging in detail. Quickly track and analyze your receivable dollars
• Invoice Finance Charge Details: Gives details of the Finance Charges applied to invoices.
• Cash Receipt: This report gives the details of the amount of cash incoming and the source of those payments
• Invoice Register: Displays invoices that have been billed.
• Sales Tax Filing: This report is useful for filing sales tax at end of year.
• Discount Usage: This report shows the discount amount per transaction type.

Insights

• Insights Admin: Administer Users, Groups and Dashboard Access for Insights

Choice Screening

• Click here for information on Choice V2
• Click here for information on Choice V1

• Bill to Company: Able to bill background check fee to company