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Organization Admins can now map Hiring Team roles to Access roles. As such, when a user is assigned an hiring team role for a job, their permissions will automatically be updated so they have an appropriate access role. The job access role will then be unassigned automatically if the user is removed from the hiring team.

You can also automatically upgrade and downgrade global access roles for users when they no longer have any Job access roles on active jobs.

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Permissions automation can be configured on all plans

Overview

https://www.loom.com/share/735349d558cb4c5ab8843f7197b50bb8

Setup

To configure your permissions automation, navigate to Admin > Organization Setup > Permissions Automation. Click Configure, this will open up the Configure Automation Permissions wizard.

The first step is enabling the option to automatically assign access roles to users based on the roles they are assigned within the job’s hiring team. Enable Automatically Assign Job Access Roles. Once this is enabled, you will be able to use the Select a security role dropdown beside each hiring team role to determine the access role each role should be automatically assigned.

So, for example, if you set the Hiring Manager hiring team role to have Admin access, then when a user is assigned the Hiring Manager role on a job’s hiring team, they will automatically be granted Elevated Access - Admin access to the job.

For more on the permissions the default job access roles grant, check out the Access Roles page in your Ashby account.

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You do not need to assign access roles to all hiring team roles. Leave the dropdown menu as Select a security role beside any hiring team roles that shouldn’t automatically assign an access role.

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Handling Conflicts

The next step in the wizard is setting up how conflicts will be handled. Conflicts arise when a user has already been given an access role via the team or location. If a job-level access role has been provided already, this will not be overridden.

Set a hierarchy here by dragging the access roles into order, the top access role taking top priority. So if a user here was given Admin - Private access by a team-level role but the automation gives them Admin access, if Admin access is higher up on the priority list, then this will override the team-wide permissions for this specific job. If Admin was lower on the list, then the auto-assignment would be skipped when they’re added to the hiring team.

In the pictured case, if a user was assigned Admin access by the automation but already had Admin Private access to the job through a team or location access role, they would retain Admin Private access.

Global Role Automation

In this step, you can enable the option to automatically adjust a user’s global access role. So, if they’re a limited access user and are added to the hiring team for a job, they are automatically upgraded to have elevated access, along with the job access role assigned to their hiring team role.

This will also downgrade elevated access **users to limited access if they no longer have an access role on any draft or open jobs.

Check the Automatically Adjust User Roles checkbox to enable this option, or leave it unchecked if you’d prefer to adjust global access roles manually.