Creating Recruiting Operators

The recruiting administrator role allows a group of recruiting staff members to have administrator privileges. An administrator role is created using role-based permissions. Create a permission group consisting of users to be granted recruiting administrator permissions.

While SAP SuccessFactors Recruiting provides a standard list of seven operators, many organizations have different parties, other than the standard list, involved in the recruiting process. For example, some customers do not have a primary recruiter and second recruiter, but a team of recruiters. Other customers may not have a sourcer involved in the recruiting process but might require approvals from a Human Resources Business Partner or a local HR Manager. Some configuration decisions cannot be made until the customer identifies the users involved in the recruiting process.

To accurately reflect a customer’s recruiting process and the users involved, you can relabel the recruiting operators as required by the customer. To do so, you will need to update the labels wherever the operator field is configured within the data model (ex. in the job requisition template), and centrally within → Provisioning → Job Requisition System Field Labels. Remember, you can access this admin page within Admin Center → → Job Requisition System Field Labels as well. By centrally relabeling these operators, the new label will reflect in areas of the system other than the job requisition template.

Many people are involved in the process of hiring new employees. One of the first decisions a client needs to make is who is responsible for what task.

Recruiting operators (or roles) are used to define these "players" and determine the activities of each player throughout the recruiting process.

The table, Recruiting Roles Versus Roles in Other Modules, shows how roles work differently in the Recruiting solution in comparison to other modules. In both cases, roles are used for permissioning and approvals, but in Recruiting, the employee is not a factor. The needs of the client with respect to their hiring process determines who is connected to which role.

SAP SuccessFactors Recruiting operators are used for the following purposes:

• To define the approval route map for the requisition.

• To define field and feature permissions on the requisition and application.

• To determine visibility and selectability of candidates in the candidate pipeline.

• To determine users who will receive emails during certain candidate statuses.

Recruiting templates (requisition and candidate application) have permissions controlling who (the operator) gets to do what (read, write, or take some other action).

As an example, for the IT Project Manager requisition in the figure below, the recruiter (R) has write permissions to the Status field, but the finance controller (T) only has read permissions.

Specifics on the permissions for each template are covered in other modules.

Roles can also determine who can see or select candidate statuses in the talent pipeline.

Roles can determine who gets notified when candidates are placed in certain statuses on the talent pipeline.

Users are assigned to roles in the requisition creation process.

This section provides some helpful notes on the use of operators and derivatives.

Recruiting groups can be used creatively to control operator functionalities. Previously, you have learned how recruiting groups can be used to control which users can be selected as a role on the job requisition template. This helps to reduce the error of selecting the wrong user as a recruiting operator on the requisition.

In contrast, recruiting groups can be used to help expand the operator role by creating a Recruiting team. In some cases, there may not be one recruiter that is responsible for the lifecycle of a job requisition, but a team of fifteen recruiters. Configuring a recruiting team on the job requisition helps the system to provide the required recruiting permissions to the entire team of recruiters, instead of an individual.

Using recruiting groups, we can identify the people pool of users who should belong to the recruiting team. The way we configure the recruiting group is the same, but instead of applying the group to an operator field, you will associate the group to the recruiting team settings.

Recruiting groups provide the ability to limit which users can be selected for a particular role within a job requisition.

Here are examples to illustrate the uses of recruiting groups:

• The client wants to limit which users could be chosen as a Recruiter to 10 people out of the 8,000 system users.

• The client wants the same ID used on all requisitions so there is one place to see all requisitions.

When clicking the Find User button for that role on the requisition, only those users defined in the group are available for selection.

A group is created containing the people in the group.

The following process describes how to configure a recruiting group:

1. Navigate to Admin Center → Recruiting → Manage Recruiting Groups.

2. On the Manage Recruiting Groups page, select a group to configure from the dropdown menu.

3. On the Group Definition page, add groups of people or users to the group.

   • Select the category (for example, Department) to group people. The advantage to adding groups of people is that if new people are added to the selected category, for example, Department = HR, they are automatically added to this recruiting group.

   • Select individual people (for example, by Username).

4. Once the group members have been defined, click Done.

5. Click Update to update the number of group members.

A client has edited an existing recruiting group and cannot see the change within the system. To find out what the issue is, ask the following questions:

• Did the user log in as the initial user when updating the group?

• Did the user update the correct recruiting group as shown in the XML?

• Is the recruiting group set up correctly?