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Article

Common Definitions of User Licenses and User Groups

Release: 16.4

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Overview

Users of the iCIMS Talent Platform can have varying capabilities and permissions depending on their user license category, as well as their associated user group within a specific user license category.

User licenses are differentiated into two categories: full access user licenses and limited access user licenses. Within these two categories of user licenses, there are also a number of user groups that many organizations leverage in different ways. User groups often include, but are not limited to, user admins, recruiters, onboarding specialists, hiring managers, and agencies.

Note: Although the user permissions and capabilities for each user group can vary greatly from organization to organization, the user groups and their corresponding functions as detailed in this article are generally considered the most common definitions.

Full Access

A full access user license grants the ability to create and refine at least one type of search, which is often called ‘advanced search’ or ‘full search’ capability.

Common full access user groups include:
  • User Admins:
    • User admins are characterized by their ability to set unique rules and configurations in their own systems, as well as administer user license access within the Platform.
    • User admins can perform the following functions:
      • Accessing/editing settings in System Configuration
      • Managing user license access and user groups
      • Viewing/editing user login and password information
      • Adding/removing users from user lists
      • Creating/editing scheduled reports
      • Creating/editing/managing the Job, Task, and File Libraries
    • Some user admins are also granted the ability to perform additional functions, such as:
      • Purging profiles
      • Merging profiles
      • Editing workflow history
      • Bulk editing profiles
    • These functions are in addition to recruiter capabilities (see below)
  • Recruiters:
    • Recruiters are characterized by their ability to manage a job/candidate throughout the entire recruitment process, as well as their ability to search and report on system information.
    • Recruiters can perform the following functions in general:
      • Creating profiles
      • Viewing/editing profiles
      • Creating/sharing reports
      • Utilizing emails & appointments
    • Recruiters can perform the following functions with iCIMS Recruit:
      • Creating/editing/managing job profiles
      • Creating/editing Person, Job, Location, and Recruiting Workflow Profiles
      • Running/refining Person, Job, Location, and Recruiting Workflow searches
      • Viewing/editing Recruiting Workflow bins and statuses
      • Viewing EEO information
    • Recruiters can perform the following functions with iCIMS Connect:
      • Creating/editing/managing Talent Pool and Event Profiles
      • Creating email campaigns
      • Reviewing Event Attendees through Recruiter Review Mode
      • Running/refining Talent Pool, Sourcing Workflow, Event, and Event Attendee searches
    • Recruiters can perform the following functions with iCIMS Onboard:
      • Creating/editing New Hire Category Profiles
      • Assigning tasks from the Task Library and creating individual tasks for specific jobs
      • Running/refining New Hire Category, Task, and Onboarding Workflow searches
  • Onboarding Specialists:
    • Onboarding specialists are characterized by their ability manage new hire categories and tasks throughout the entire onboarding process, as well as their ability to run searches on onboarding information.
    • Onboarding specialists can perform the following functions:
      • Creating/editing/managing New Hire Categories
      • Creating/editing/managing tasks
      • Editing/managing new hire and employee onboarding data
      • Running/refining New Hire Category, Task, and Onboarding Workflow searches


Limited Access

A limited access user license provides system access without the ability to refine searches. Most limited access users have no search capability, although some may have access to the Quick Search tool, which cannot produce a refined search.

Common limited access user groups include:
  • Hiring Managers:
    • Hiring managers are characterized by their ability to create and manage their own open jobs, and manage only the applicants that have been associated with those jobs.
    • Hiring managers can perform the following functions with iCIMS Recruit:
      • Creating job requisitions and routing them for approval
      • Viewing jobs assigned to them
      • Viewing candidates who have applied for their assigned jobs
      • Approving candidates for their assigned jobs
      • Approving offers for their assigned jobs
    • Hiring managers can perform the following functions with iCIMS Onboard:
      • Assigning tasks from the Task Library to new hires
      • Creating individual tasks for specific jobs and assigning them to new hires
  • Agencies:
    • Agency users are preferred agency partners (or contacts at Staffing Agencies) who are granted access to review job descriptions and submit qualified applicants for consideration to those specific roles.
    • Agency users can perform the following functions:
      • Viewing open jobs that are posted to them
      • Creating/submitting candidates
      • Viewing candidates they have submitted