Understanding user access at different stages of the hiring process is key to maintaining control and clarity. This article outlines what Hiring Managers and other users can view and do within job positions in ClayHR—based on whether a position is open, closed, or on hold. It ensures that visibility is purposeful, permissions are secure, and the recruitment process stays smooth and organized.

Role and Responsibilities of a Hiring Manager

A Hiring Manager in ClayHR is the individual primarily responsible for managing and evaluating candidates for a specific position. They work closely with the recruiting team to evaluate candidates and make final hiring decisions. A Hiring Manager is assigned to a position when it is created or updated.

Here’s a quick breakdown of what different users can access based on the position status:

Access for Hiring Managers

Hiring Managers play a key role in the hiring process. Their access depends entirely on whether the position is active (open) or inactive (closed/on hold).

When the Position is Open

• Hiring Managers will be able to see all the published positions and internally published positions in the Positions tab by navigating to: Hiring > Positions.

• They can access all relevant tabs, such as Information, Docs, Comments, Applicants, and Analytics.
• By default, they do not have edit permissions on position details or applicant data.
• However:
  
  • In the Docs tab, they can upload documents.
  • In the Comments tab, they can add comments.

When a Hiring Manager is also included as an approver in the position’s approval flow, they can additionally view all tabs, including the Publishing tab and Admin tab.

When the Position is Closed, or On Hold, or Not Published

• The Hiring Manager will no longer see the position listed anywhere.
• This ensures only the Recruiting or Position Management Team can manage or archive older/inactive job data.

Once a position is marked “Closed” or placed “On Hold,” it is considered outside the scope of the Hiring Manager’s responsibility.

Access for General Users (Non-Admin, Non-Hiring Manager)

For users without any specific permissions related to recruiting or positions:

• Can see only open and published positions and open and internally published positions in the “Positions” tab by navigating to: Hiring > Positions.

• They can access only the Information tab of the position.
• However, they cannot make any changes.