1. Avionte Bold
  2. Account Settings & Configuration
  3. Account Settings & Configuration

Configure HCM Users Permissions

Updated

This excerpt is part of a master overview article, and for the complete links, you can access the full article here.

If you have a new employee that needs to be added to the AviontéBOLD system, this article will assist you. You can navigate from the Account & Settings menu to User Accounts and set up new users to get them in the system and recruiting.  This article outlines configuring their permissions.

 

This article provides guidance for adding new employees to the AviontéBOLD system, focusing on the setup process and configuring user access and permissions.

Key Takeaways

  • User Setup: To add new employees, navigate to the Account & Settings menu, proceed to User Accounts, and create user profiles. After creating user accounts, users can create their passwords and log in.

  • Configuring Permissions: Administrators have the authority to configure user settings and permissions. Depending on your organization's product, you can adjust access levels, enabling or disabling specific features for each user.

  • Detailed Permissions: The article lists various user permissions that can be assigned, including basic, modification access, features, talent intelligence, sourcing, management, back office, email integrations, extract, configuration, admin, background checks, marketplace integrations, INSIGHTS, 24/7, operational reports, recruiting reports, sales reports, export reports, offices, INSIGHTS, 24/7, marketplace integrations, CHANGE, Choice Screening, Bold Analyze Reports, and many more, allowing for tailored access control based on roles and responsibilities.

CHAPTERS

Configuring User Access & Permissions
User Permissions

 

Configure User Access & Permissions

Now that the user is created, they will be able to create a password and log in to AviontéBOLD. However, administrators will want to also take some time to configure their user settings. As an administrator, you have the ability to grant access levels to your organization’s users. Below is a guide to editing the user profile and access level permissions. Please note that not all options may be available to you. Certain features are dependent on the product you are using.

  1. Click Account & Settings
  2. Click  User Accounts

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  3. Click Edit Access next to the username for which you need to alter permissions

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  4. Check or uncheck boxes in the permissions list. If the box is checked, the user will have permission to that action or feature. Use the chart below to learn more about the available permissions.
  5. Click Save.

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User Permissions

 

Basic

Basic

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  • Job Board: Ability to search and create jobs
  • 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

Modification Access

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  • Delete / Edit Own: The user can only delete their own entries
      • Talent
      • Companies
      • Contacts
      • Documents
      • Sub Vendor Contacts
      • Activities
    • Delete / Edit Admin: The user can delete any entries
      • Talent
      • Companies
      • Contacts
      • Jobs
      • Documents
      • Sub Vendors
      • Sub Vendors Contact
      • Activities
    • Edit Employment Type: The user can edit the employment type of any job they have access to.

 

Features

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
  • QuickPlace: Streamlined Management of Job Placements

 

Sourcing

Sourcing

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Management

Management

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  • Recruit Manager: View all recruiter statistics, calendars and search talent by any representative, can mass update talent reps
    • Recruit Admin: Access to all private talent - 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: A higher-level setting that allows users to change the Default Sales Representative at the office level and access private company and contact records, while public records remain equally visible with or without this permission.image001.png
  • 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 timesheet approvals, view & search for active, former and non-active placement statuses
  • Tax Admin: Access to personal identifiable information, such as birthdates, social security, and worker authorization
    • E-Verify Edit: Allows a user to manually edit the E-Verify Case Number and E-Verify Case Date for a Talent
    • E-Verify Bypass: Allows a user to bypass placement requirements for E-Verify for a particular Talent
  • 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.
  • Division/Office Admin: Allows User to access a system setting office section

 

Back Office

Back Office

(*Back office) Approve timesheets, access to batch hours, timesheet reports, and all other back office reports

 

Email Integrations

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 BCCing mail@myavionte.com 
  • Auto Email Sync: Access to automatic email sync via your company email provider settings
  • 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

Extract

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

 

Configuration

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
  • User Types Editor: Allow this user to edit user type configurations

 

Admin

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
    • 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
  • MFA Admin: Able to reset MFA factor
  • Text Communication Admin: Write access for the Text Message Consent field on a talent's profile, and write access to the Text Message Consent Default Employer Table Editor
  • Mobile Notifications Admin: The ability to enable SMS per build that will be used for messages sent out via the Pixel messaging service that are not associated to a HCM User. This is for those using Service User - Onboarding Notifications, etc.

 

Operational Reports

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: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
  • User Logins
  • User Login Detail
  • Company Info
  • Timesheet Commission Info
  • Symmetry Audit
  • Weekly Forecast
  • Audit Log
  • Job Post Summary: Shows jobs and details related to the posting of jobs on internal/external boards based on job creation date.

 

Recruiting Reports

Recruiting Reports

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Sales Reports

Sales Reports

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  • Sales Stats: View sales stats on homepage and dashboard
  • SalesActivities: Report on sales calls/emails with clients
  • Client Contact Report: Report on clients contact details
  • Opportunities: Report on new leads
  • Sales Tasks: Report on all sales tasks (aka Client Tasks Report)
  • Manager Processing: Report on manager and candidates in process with them
  • Contact Tags: Provides company contact details including all tags associated with the contacts.
  • Sales Stats By User

 

Export Reports

Export Reports

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INSIGHTS Analyze Reports

INSIGHTS Analyze Reports

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Offices

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: Administer Users, Groups and Dashboard Access for INSIGHTSback 
  • Restrict access to External Jobs by office

 

24/7

24/7

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  • 24/7 Workflow Access: Able to view Automation Rules and Workflow sub-tabs. Also allows users to send Workflows from BOLD.
    • 24/7 ONBOARDING Task Workflow Admin: Able to create and edit 24/7 ONBOARDING Task and Workflow configurations.

 

INSIGHTS

INSIGHTS

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  • INSIGHTS ADMIN: Administer Users, Groups and Dashboard Access for INSIGHTS

 

Marketplace Integrations

Marketplace Integrations

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  • View Experian Potential Tax Credit Amount: Able to view Experian Potential Tax Credit Amount

 

PIXEL Access

PIXEL Access

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  • PIXEL Interview Admin: Ability to create interviews
  • Engagement Admin: Ability to configure default timing and verbiage for Engagements
  • Engagement Edit: Ability to customize Engagements when being sent to their talent
  • Assign Talent Admin: Ability for user to Assign to Recruiter from the Unclaimed Talent Tab
  • Interview Bot Admin: This access allows users to attach Interview Bots to a General Apply job board.
  • Associate Bot Admin: This access allows users to associate Interview Bots to any individual job

 

CHANGE

CHANGE

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  • Net Pay: Access to CHANGE Net Pay
  • Client Portal Access: Access to CHANGE Black Client Portal
    • Payments: Access to CHANGE Black Payments in Client Portal
  • Reports Access: Access to CHANGE Black Analyze Reports
    • Card Account Detail Report: Access to CHANGE Black Account Detail Report
    • Card Activity Summary Report: Access to CHANGE Black Activity Summary Report
    • Card Load Report: Access to CHANGE Black Load Report
    • Cardholder ID Verification Status Report: Access to CHANGE Black Cardholder ID Verification Status Report
    • Account Reconciliation Report: Access to CHANGE Black Account Reconciliation Report

 

24/7 Analyze Reports

24/7 Analyze Reports

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PIXEL Analyze Reports

PIXEL Analyze Reports

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Vendor Management

Vendor Management System

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  • View External Jobs: The user claim provides a user with access to view the External Job Staging page

 

Automation

Automation

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  • Onboarding Automation Admin: Able to create and edit Onboarding Automation configurations

 

Click on the links below for more information:

 

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