With the help of access groups, you can manage the access and notification settings of your users. To make it easier to get started with onlyfy Application Manager, we automatically provide our customers with standardized access groups.
In this article you will find an overview of the standardized access groups. Read more useful information about the access groups in our article "Access groups in onlyfy Application Manager".
The standardized access groups can be found in Application Manager under "Settings" (1) > "Access management" (2) > "Access groups" (3).
Notification settings comparison
The default notification settings for each access group can be found in Application Manager under "Settings" (1) > "Access management" (2) > "Access groups" (3). Click on the three dots next to "Edit" (4) and then click on "Notification settings" (5).
In the next window you will see the default settings for each access group. The following three options are defined for each individual setting:
- "Default": Use this option to specify how users should be notified: In-app, via e-mail, both or none.
- "Editable": If the "Editable" option is enabled, users in that access group will be able to edit their own notification settings under "My Profile" > "Notifications".
- "Allow disabling": If the "Allow disabling" option is enabled, users in the relevant access group will be able to completely disable notifications for themselves under "My profile" > "Notifications".
The following table shows a comparison of the default notification settings for each access group.
| General settings | Admin | Recruiter | Fachabteilung | Interviewer | |
|---|---|---|---|---|---|
| I'm @mentioned in a comment | Default | In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled |
enabled |
enabled |
enabled |
|
| Allow disabling | disabled | disabled | disabled | disabled | |
| My job team membership is updated | Default | Don´t notify | In-app | In-app | In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | enabled | enabled | enabled | enabled | |
| Candidate sends me a new message | Default | E-mail and In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | disabled | enabled | |
| Allow disabling | disabled | disabled | disabled | disabled | |
| Application status is changed | Default | E-mail and In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | disabled | enabled | |
| Allow disabling | disabled | disabled | disabled | disabled | |
| Questionnaire is finished | Default | E-mail and In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | disabled | disabled | disabled | disabled | |
| New applications: Daily summary | Default | In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | enabled | enabled | enabled | enabled | |
| A new application was received | Default | In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | enabled | enabled | enabled | enabled | |
| Review notifications | Admin | Recruiter | Fachabteilung | Interviewer | |
| New reviews: Daily summary | Default | E-mail and In-app | E-mail and In-app | Don´t notify | E-mail and In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | disabled | disabled | enabled | disabled | |
| GDPR | Admin | Recruiter | Fachabteilung | Interviewer | |
| Candidate requested Right to Erasure | Default | E-mail and In-app | Don´t notify | Don´t notify | Don´t notify |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | enabled | enabled | enabled | enabled | |
| Candidate revoked Right to Erasure | Default | E-Mail und In-App | Don´t notify | Don´t notify | Don´t notify |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | enabled | enabled | enabled | enabled | |
| Event notifications | Admin | Recruiter | Fachabteilung | Interviewer | |
| Responses to events are received | Default | E-mail and In-app | E-mail and In-app | E-mail and In-app | E-mail and In-app |
|
Editable
|
enabled | enabled | enabled | enabled | |
| Allow disabling | disabled | disabled | disabled | disabled | |
Access comparison
You can find the default accesses of the respective access groups in Application Manager under "Settings" (1) > "Access management" (2) > "Access groups" (3). Click on "Edit" (4) and then on "Access" (5).
The following tables show a comparison of the default accesses for each access group.
General
| General | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can edit users of this account. | enabled | enabled | disabled | disabled |
| can remove users from this account. | enabled | disabled | disabled | disabled |
| can invite new users to this account. | enabled | disabled | disabled | disabled |
| can transfer data and responsibilities from one user to another (i. e. account handover). | enabled | disabled | disabled | disabled |
| can add members to an access group. | enabled | disabled | disabled | disabled |
| can edit application process templates. | enabled | disabled | disabled | disabled |
| can edit custom questions and questionnaires. | enabled | disabled | disabled | disabled |
| can change the institution / scope. | enabled | enabled | disabled | disabled |
| can be added to a recruiter team. | enabled | enabled | enabled | enabled |
| can see overdue applications in the dashboard and job list. | enabled | enabled | enabled | disabled |
| can purchase assessment results.* | enabled | disabled | disabled | disabled |
| can approve e-mail applications. | enabled | enabled | enabled | disabled |
Candidates
| Candidates | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can filter candidates by age (restricted filter setting). | enabled | enabled | enabled | disabled |
| can see unfinished applications. | enabled | enabled | enabled | disabled |
| can use speculative application filter. | enabled | enabled | enabled | disabled |
| can see candidate rating. | enabled | enabled | enabled | enabled |
| can see candidate ratings from others. | enabled | enabled | enabled | enabled |
| can see tags of a candidate. | enabled | enabled | enabled | enabled |
| can edit tags of a candidate. | enabled | enabled | enabled | disabled |
| can invite candidates to apply for a job. | enabled | enabled | enabled | disabled |
| can invite candidates to online assessments.* | enabled | disabled | disabled | disabled |
| can invite candidates to questionnaires. | enabled | enabled | enabled | disabled |
| can manually assign candidates to a job (i. e. manually create and remove an application). | enabled | enabled | enabled | disabled |
| can add candidates. | enabled | enabled | enabled | disabled |
| can delete candidates. | enabled | disabled | disabled | disabled |
| can edit candidate information (i. e. contact information, résumé, etc.). | enabled | enabled | disabled | disabled |
| can see candidate's questionnaire answers. | enabled | enabled | enabled | enabled |
| can edit candidate's questionnaire answers. | enabled | disabled | disabled | disabled |
| can see activity feed in candidate profiles. | enabled | enabled | enabled | enabled |
| can see contact information in candidate profiles. | enabled | enabled | enabled | enabled |
| can see résumé in candidate profiles. | enabled | enabled | enabled | enabled |
| can see assessments in candidate profiles.* | enabled | disabled | disabled | disabled |
| can see all applications in candidate profiles (even without access to the related job). | enabled | enabled | enabled | disabled |
| can see messages in candidate profiles. | enabled | enabled | enabled | disabled |
| can see recommendations and ask candidates to apply. | enabled | enabled | disabled | disabled |
| can bulk export candidate profile and application data in lists. | enabled | enabled | enabled | disabled |
| can export candidate profile PDF and anonymous candidate profile PDF. | enabled | enabled | enabled | disabled |
| can export personal candidate data in candidate profile (GDPR Right of Access). | enabled | disabled | disabled | disabled |
| can offer extended data retention. | enabled | enabled | enabled | disabled |
Messages
| Messages | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can use message templates. | enabled | enabled | enabled | disabled |
| can send messages to candidates (otherwise can only read messages). | enabled | enabled | enabled | disabled |
| can send messages to candidates freely (in this case, messages will not have to be linked or related to a specific job or application). | enabled | disabled | enabled | disabled |
| can attach files to messages. | enabled | enabled | enabled | disabled |
| can create calendar events and attach them to messages. | enabled | enabled | enabled | disabled |
| can edit the personal signature for messages. | enabled | enabled | enabled | disabled |
Jobs
| Jobs | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can add new jobs. | enabled | enabled | disabled | disabled |
| can archive jobs. | enabled | enabled | disabled | disabled |
| can delete jobs. | enabled | disabled | disabled | disabled |
| can see all jobs. | enabled | enabled | enabled | disabled |
| can edit all jobs. | enabled | disabled | disabled | disabled |
| can edit jobs of their recruiter team. | enabled | enabled | enabled | disabled |
| can edit jobs where the respective user is set as main contact. | enabled | enabled | disabled | disabled |
| can edit the application process. | enabled | enabled | disabled | disabled |
| can edit matching preferences.* | enabled | enabled | disabled | disabled |
| can edit the recruiting team and access settings for a job. | enabled | enabled | disabled | disabled |
| can change the job description and layout. | enabled | enabled | enabled | disabled |
| can publish on social media. | enabled | enabled | enabled | disabled |
| can see booked job boards. | enabled | enabled | enabled | disabled |
| can create and edit custom data fields for jobs. | enabled |
disabled |
disabled | disabled |
| can filter jobs by specific user (i. e. creator or team). | enabled | enabled | enabled | disabled |
| can set an external application url for jobs they can see and edit. | enabled | disabled | disabled | disabled |
| are responsible for the publication of jobs (will get notified if a user requests publication of a job). | enabled | disabled | disabled | disabled |
| can request publication of jobs (a notification will be sent to users responsible for job publication). | enabled | disabled | enabled | disabled |
| can publish jobs to website widget. | enabled | enabled | disabled | disabled |
| can publish jobs to candidate center / jobs site. | enabled | enabled | disabled | disabled |
| can publish jobs on XING. | enabled | enabled | disabled | disabled |
| can book job boards. | enabled | enabled | disabled | disabled |
| can see job statistics / analytics. | enabled | enabled | enabled | disabled |
| can see and edit tracking links. | enabled | enabled | enabled | disabled |
Reports
| Reports | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can manage the Report Builder: create, edit and share reports and analyses. | enabled | enabled | disabled | disabled |
| can see dashboard statistics. | enabled | enabled | enabled | disabled |
| can see the candidate feedback report. | enabled | enabled | enabled | disabled |
Calendar
| Calendar | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can edit calendar events only as the event creator. | enabled | enabled | enabled | disabled |
| can edit all calendar events. | enabled | disabled | disabled | disabled |
Employer Branding
| Employer Branding | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| has access to the employer branding area. | enabled | enabled | disabled | disabled |
Marketplace
| Marketplace | Admin | Recruiter | Fachabteilung | Interviewer |
|---|---|---|---|---|
| can see all plugins. | enabled | enabled | enabled | enabled |
* This legacy feature is no longer included in the following new price plans:
- onlyfy Go
- onlyfy Core
- onlyfy Pro
- onlyfy Ultimate