Managing User Access for SmartCRM

Objective

After completing this lesson, you will be able to grant CRM access to users with different system roles in SmartRecruiters.

Communities in SmartCRM

SmartRecruiters SmartCRM is a powerful tool that enables recruiters and sourcers to proactively engage with passive talent, building relationships before the formal job application process. At the core of SmartCRM are Communities, which serve as distinct talent pipelines tailored to specific needs.

Displays Communities page, serving as talent pipelines showing existing communities and the Create Community button.

The Communities feature in SmartRecruiters' CRM (Candidate Relationship Management) is a centralized, digital space designed for long-term talent pipelining and communication. It allows recruiters to invite candidates, leads, and passive talent to join a branded online community.

Community Management

A sourcing team is a collection of individuals who have been invited by community organizers to manage the community and its prospects.

Sourcing Team Roles and Permissions

There are two roles in a community's sourcing team, Sourcers, and Participants. Users who have a CRM seat can be added either as Sourcers or Participants to communities while users without a CRM seat can only be added as Participants.

When users are added as Participants to a community, they have limited permissions.

Table comparing community permissions: Sourcer mostly allowed; Participant limited access for admin, prospects, segments, campaigns, forms, searches.

Sourcing team roles set a user's permissions at the level of each community.

A given user may have different sourcing team roles in different communities.

System Roles and Permissions

Users who have an Admin or Extended system role and a CRM seat can access all communities with the same rights of a Sourcer even if they aren't part of the community's sourcing team.

If a user does not have the system role permission to create a job, this user will not be able to create and manage campaigns even with the Sourcer role for this community. In this case, we recommend to create a customized system role to allow this action.

If a user does not have the right to create a job, this user also cannot create a community. In this case, we recommend to create a customized system role to allow this action.

Access Groups and Permissions

Users who have a CRM seat and are part of an access group have the same rights with a Participant in communities that share the same Org Field values with their access group.

Assigning CRM Seats

Seats are assigned via User Management by Admin user in Settings.

A user's system role (for example, Admin or Extended) also affects their ability to create and see other communities for which they are not on the sourcing team:

  • Admin and Extended users who have a CRM seat can create and see all communities.

  • Standard users with a CRM seat can create communities, but can view only their own communities.

  • Any user without a CRM seat, regardless of their system role, may be added to a community as a Participant.

Grant CRM Access to Users

It is important to ensure the right users have access to SmartCRM.

Steps

  1. Navigate to Settings.

  2. Select User Management within Permissions.

  3. Scroll down and use the filter Access to CRM.

    Using this filter will display all users who have access to CRM.

  4. To grant access to a user, select the pencil icon next to their name.

  5. Under the Access To section, enable the CRM switch.

    Edit user screen with multiple fields and highlighting Access to CRM checkbox displayed.

  6. Select Save.

    Hint

    Best Practice - Communities should not be flooded with thousands of applicants or they will lose their value and not be used. Keep communities manageable with up to 100 to 150 applicants.

    Watch the video below to gain more information on SmartCRM.

    This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

Summary

  • Granting CRM access to users is essential for enabling recruiters and sourcers to effectively utilize SmartRecruiters' proactive talent engagement features.
  • User roles (Admin, Extended Admin, Standard, Basic) determine the level of access users have within Communities.
  • The Communities page provides a central location to view, filter, and manage talent pipelines, along with key metrics on prospect engagement.

Learning

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