User Groups - Admin and User Permissions
Admin Users: Admin users are individuals who have full access to the RefAssured platform. This includes the items listed below under sub-setting permissions, as well as the ability to review and export analytics.
Sub-setting Permissions:
- Survey Administration: Allows ability to edit, add, or remove survey content
- Export User Stats Report
- Managing Report Separation by Reference/Evaluator
- Hide Candidate Self-Reference in Reports
- Edit Candidate Name
- Edit Candidate Contact Info
- Edit Reference Name
- Edit Employment/Relationship Dates
- Edit Company and Job Titles
- Edit Relationship
- Edit Custom Fields
At go-live all non-admin team members are not given access to the items listed above. If any specific team members or departments need access, a User Group will need to be created with the updated permissions.
Reasons to create user groups:
User Groups let you customize the RefAssured experience for different teams and roles within your organization. Common reasons to create them include:
User Groups let you customize the RefAssured experience for different teams and roles within your organization. Common reasons to create them include:
Department-Specific Surveys Set a default survey for specific teams so recruiters always send the right survey without having to select it manually. For example: an IT survey for IT recruiters, an allied survey for allied health teams, or a post-hire evaluation for compliance. | Granular Editing Permissions Give users, compliance teams, managers, or leads the ability to edit report information for accuracy or remove references from a report, without granting full admin access. |
Lead Notification Routing (Pre-Hire) CC specific users on candidate and sales lead emails to make sure the right people are notified. Common uses include general sales inboxes, business development teams, and shared lead distribution lists. | Post-Hire Access Control Enable post-hire request capabilities for specific teams and assign a post-hire default survey, so only the relevant users have access to performance evaluations and exit references. |
Reporting & Segmentation User group assignments appear as a sortable column when you export the User Stats Report, so you can filter and source activity by team, division, or region instead of combing through every user. | Dashboard Trends by Group With the new dashboard, you can filter stats and trends for a specific group, such as opt-in volume, references run, and completion rates, making it easy to compare team performance in a one-on-one or team meeting. |
Automatic User Assignment When groups map to departments already built in your ATS, new users are added to the right group automatically on activation, cutting down on manual upkeep. Department changes after activation are updated manually. | Adoption & Accountability Grouping users by team or region gives you clear visibility into usage across the organization, supporting follow-up and accountability. |
Teams commonly segment user groups by division, region or regional director, location, or department, depending on how they are organized.
To create a new user group, an admin user will need to:
- Access Full RefAssured App View
- Select the Gear icon to access Settings
- Locate User Groups
- Under User Groups, locate your company name
- Select the 3 dots and Add Group
- From here, you’ll be required to add a Name for the group (i.e. Allied Team, Compliance, Account Managers, IT Recruitment, Post-Hire, etc.).
- Survey Defaults & Restrictions
- (Pre-Hire Only) If applicable and your organization has created multiple surveys, select the Pre-Hire Default Survey for that User Group (i.e. allied survey for allied team, IT survey for IT recruiters, performance evaluations, exit surveys, etc.).
- (Post-Hire Only) You also have the ability to Enable Post-Hire Requests. Once enabled, you’ll have the option to assign a Post-Hire Default Survey.
- *All team members will have access to company surveys, unless survey restrictions are in place. To set those, locate the Survey Access Restrictions sections and select the applicable surveys you want to remove from the Users Groups view.
- Locate Global Editing Permissions
- Select edit Sub-setting Permissions to enable and disable specific user permissions
- Hit Save!
Assigning Users to a Group
- Access Users Tab under Settings
- Locate and select the user you want to update.
- Under User Permissions, open the User Group dropdown.
- Select the appropriate group to assign the user.
- Now the user is all set.