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

  • Updated
    Tags:
  • user
  • Report
  • account
  • Access
  • Setup
  • Admin
  • Permission
  • Recruit
  • Parent
  • Staff

Overview

Updated 11/23/2022

 

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:

 

 

Setup
Standard Access example
Glossary of Terms/Links to Detail
    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

 

 

Setup

  1. Click on Account & Settings
  2. Click on Utilities

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  3. In the Search Utilities field, type: USER TYPES

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  4. Click on the User Types tile

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  5. The User Types dialog appears.

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  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)

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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.

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Glossary of Terms/Links to Detail

 

Basic

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    • 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

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    • 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

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    • 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

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

 

 

Sourcing

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Management

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    • 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

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Email Integrations

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    • 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 mail@myavionte.com 
    • Auto Email Sync: Integrate and then automatically sync emails from your provider
    • Resume Eater: Parse resumes from any platform by forwarding them to resumes@avionte.com
    • Custom SMTP: Send emails using your own email address and attach documents to your mass emails

 

 

Extract

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

 

 

Configuration

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    • 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

 

 

Admin

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    • 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
    • Create Users: Ability to create new 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

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

 

 

Asurint

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Operational Reports

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    • 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: 
    • 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 Post Summary: Shows jobs and details related to the posting of jobs on internal/external boards based on job creation date.

       

 

Recruiting Reports

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    • 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.

 

 

Sales Reports

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    • 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

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Offices

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    • 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

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  • Workers Comp Claim Details: This report shows all non-cost related details associated with a Workers Comp Claim. This report is a useful resource for claim reporting to customers.
  • Unemployment: Lists all unemployment claim information by talent. This report generates a detailed list of unemployment claims and their statuses which can be used for simple tracking or for presentation in court. 
  • 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. The report results show the office from which the talent was paid, not the office to which the talent belongs.
  • 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: Gives the W2 detail for a Talent. This is the AQ version of Standard W2 Report "W2 Report 4 up blank". This AQ will require data to be generated using Green Shades for 4th Quarter.
  • Talent T4 Details: A T4, akin to an American W2, provides Talent tax information. The Talent T4 Detail offers detail look at the tax associated with a Employer's Talent.
  • 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 for the previous three years.
  • Talent Certification: This report populates talent certification data to pull all available assigned or missing certifications for the talent between a date range.
  • Talent Document: This report populates with available document information including document types and missing documents for talents between a selected date, placement, hire, or paycheck date.
  • Talent Adobe Document: This report lists all completed Adobe eSignature documents for each employee along with the completed date.
  • Worker Comp Code Setup: This report displays list of the Worker Comp Codes.
  • PO Number Info: Gives information associated with a PO number.
  • 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 talents taxes with pretax deduction types and amounts.
  • 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 for the previous three years.
  • Comprehensive Company: This report provides a summary of a company by pulling basic information, lead and sales history, and employee hours for the previous three years.
  • 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. The Talent Tax report is especially helpful if you need detailed talent tax information and/or filing statuses.
  • Talent - Direct Deposits: Details talent direct deposit information.
  • Talent - Deduction Contributions: This report gives detailed deduction/contribution information and can be useful when checking talent payroll deductions.
  • 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.
  • Accrual History: This report provides talent accrual history information.
  • Transaction Info: Gives detailed information of all processed transactions. (This report shows an extremely comprehensive view of all processed transactions during a specific time period.)
  • Transaction Info - CA: Gives detailed information of all processed transactions. The only difference between US and Canadian version are the Tax details. (This report shows an extremely comprehensive view of all processed transactions during a specific time period.)
  • Daily Hours: Details daily hours for talents. This report shows specific time clock information, as well as associated placement, company, pay, and bill information for each talent.
  • Transaction Detail Info: Gives detailed information of all processed transactions. This report shows a comprehensive view of all processed transactions during a specific time period.
  • 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 by Talent Name & Accounting Period.
  • 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 to know who owes and who is not paying in a timely manner.
  • 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. It gives a great snapshot of accounts receivable and can be helpful when posting 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

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

 

 

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