2Scheduling Center Permissions
Scheduling Center Permissions
Permissions for Performing Actions in Scheduling Center
Actions that users can perform in the Scheduling Center are determined by a combination of user type permission and their calendar role on each calendar. This includes:
Additionally, candidates may be granted permissions for actions on specific calendars based on the Candidate Self-service Level set for that calendar.
User Types and Calendar Roles
| User Type | SmartOrg User Type Permission | Scheduling Center Privileges | Calendar Role Grant |
|---|---|---|---|
| Scheduling Center Administrator | Manage Scheduling Center | Create, Manage, and Edit all Calendars | Automatically is granted all Calendar Roles for all calendars. |
| Scheduling Center User | Access Scheduling Center | Access to Scheduling Center Only | Must be granted a Calendar Role to perform actions on calendars. |
| Scheduling Center User | Create Calendars and access Scheduling Center |
|
Automatically is granted the Calendar Owner Calendar Role for self-created calendars. Must be granted a Calendar Role to perform actions on other calendars. |
| Candidate User | None | None | Candidate Self-Service Level |
Administrator User
The Administrator user has all permissions, for all calendars in the Scheduling Center.
The Administrator can create, manage, and edit all calendars. The Administrator can also assign ownership of a calendar or access to calendars to a user. The Administrator has all the permissions of the following calendar roles:
Read-Only
Mark Arrived/No Show
Manage Timeslots
Administer Calendars
The Administrator does not necessarily have administrator rights for the Recruiting Center.
The Administrator must be granted the Manage Scheduling Center user type permission in SmartOrg Administration (Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Scheduling).
Scheduling Center User
The Scheduling Center user has access to the Scheduling Center.
Users can be granted one of the following two SmartOrg user type permissions:
| User Type Permission | Location |
|---|---|
| Create calendars and access Scheduling Center | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Scheduling |
| Access Scheduling Center | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Scheduling |
The Access Scheduling Center user type permission gives users access to the Scheduling Center. The functions users will be allowed to perform in the Scheduling Center will depend on the Calendar Role.
The Create calendars and access Scheduling Center user type permission allows users to create calendars via the Add New Calendar button in the Scheduling Center. Users granted this permission will automatically be assigned the Calendar Owner role, although the creator does not have to be the owner. Users with this user type permission will still need to be assigned calendar roles for other calendars they do not own or create.
Users granted the Create calendars and access Scheduling Center user type permission can choose another Calendar Owner or remain the Calendar Owner. However, these users will always keep the Calendar Owner role allowing them to go back to the calendar after creation.
The Create calendars and access Scheduling Center user type permission should be used to grant users the ability to create calendars without granting full Scheduling Center configuration rights.
Granting Users Access to the Scheduling Center
The Manage User Types and Access Administration user type permissions are required.
The user being granted access to the Scheduling Center must be active.
The administrator must know the user type assigned to the user.
Select a user type.
In the Recruiting functional domain, click Edit next to Scheduling Center.
Select the desired permission: Access Scheduling Center OR Create calendars and access Scheduling Center.
Click Save.
Users must try at least once, unsuccessfully, to sign in to the Scheduling Center. Only then will the Administrator be able to grant the user permissions for the Scheduling Center.
Calendar Role
A calendar role is the right of a user to perform a task in the Scheduling Center.
Calendar roles are granted to users by a Scheduling Center Administrator or by a user granted the Create calendars and access Scheduling Center user type permission when the calendar is created or by the Calendar Owner or an Administer Calendars user. The role a user is granted is for a specific calendar. Before a role can be granted to a user, the user must first be granted access to the Scheduling Center by a Recruiting Center system administrator. The users must try (but will not succeed) at least once to connect to the Scheduling Center for the to be able to grant them a role. A user will only be able to successfully connect to the Scheduling Center once he/she has been granted a Calendar Role.
A Calendar Owner, an Administer Calendars, and an Administrator can grant the following types of Calendar Roles:
| Calendar Role Type | Description |
|---|---|
| Read-Only | A Read-Only user can only view information in the Scheduling Center. Information available is:
The Read-Only user can access the system to track candidate attendance to interviews. A user is granted a Read-Only role by an Administrator, a Calendar Owner, or an Administer Calendars user in the Scheduling Center for a specific calendar. The same user can have different roles for different calendars. |
| Mark Arrived/No Show | A Mark Arrived/No Show user can only indicate if a candidate has arrived or not for an appointment. The Scheduling Center has a level of access which allows a user to read data in the system and to record whether candidates arrived for their appointments or were “no-shows.” These users may be greeters or reception desk workers who are employed by the recruiting company. A user that has been granted a Mark Arrived/No Show role has all the permissions of a read-only user and can also mark in the calendar if a candidate has arrived to an interview or if he/she did not show up. A user is granted a Mark Arrived/No Show role by an Administrator, a Calendar Owner, or an Administer Calendars user in the Scheduling Center. The same user can have different permissions for different calendars. |
| Schedule Appointments | A Schedule Appointments user can manage appointments and decline invitations on behalf of a candidate. The Scheduling Center has a Schedule Appointments level of access which allows a user to:
A user that has been granted a Schedule Appointments role has all the permissions of a Read-Only and Mark Arrived/No Show user. A user is granted a Schedule Appointments role by an Administrator, a Calendar Owner, or an Administer Calendars user in the Scheduling Center. To manage appointments on behalf of a candidate, the user granted a Schedule Appointments permission must have access to the Recruiting Center for a specific calendar. For the self-service integration type, to be able to manage appointments on behalf of a candidate, the candidate must first log in to Scheduling Center via the initial invitation email to activate communication between Scheduling Center and Recruiting Center. For the proctored integration type, the user can manage the appointments of the candidate, even if the candidate did not log into a Career Section. The same user can have different permissions for different calendars. |
| Manage Timeslots | A Manage Timeslots user can manage timeslots, days and the number of appointments available per timeslots.
The Scheduling Center has a Manage Timeslots level of access which allows a user to:
A user is granted a Manage Timeslots role by an Administrator, a Calendar Owner or an Administer Calendars user in the Scheduling Center. The same user can have different permissions for different calendars. |
| Administer Calendars | An Administer Calendars user has all permissions for a specific calendar.
An Administer Calendars user has managing rights for a specific calendar, that is:
A user is granted the Administer Calendars role by an Administrator or a Calendar Owner in the Scheduling Center. |
Ownership of a calendar can only be granted and revoked by a Scheduling Center Administrator.
Roles are granted for a specific calendar. For example, a user may have a Read-Only calendar role for one calendar and an Administer Calendars role for another calendar.
Granting Users a Calendar Role
The user being granted a Calendar role must have tried at least once to connect to the Scheduling Center, otherwise the name of the user will not appear in the user drop-down list.
A user type of Access Scheduling Center or Create Calendars and access Scheduling Center and a Calendar role grant users access to this feature.
Click Scheduling Center.
In the Calendars page, click Modify next to a calendar.
Click Add/Modify Calendar Permissions.
Click Select User to select the desired user.
Select a permission for the calendar, that is Read only, Mark Arrived/No Show, Schedule Appointments, Manage Timeslots, Administer Calendars.
Click Create Permission.
The page displays the assigned Calendar roles, with the role newly created included in the listing.
Editing the Permission of a Calendar Role
A user type permission and a Calendar role grant users access to this feature.
Click Scheduling Center.
In the Calendars page, click Modify next to a calendar.
Click Add/Modify Calendar Permissions.
Click Select User to select the desired user.
Select a new permission for the calendar, that is Read only, Mark Arrived/No Show, Schedule Appointments, Manage Timeslots, Administer Calendars.
Click Create Permission.
The newly assigned permission appears in the page.
Removing a Calendar Role
A user type permission and a Calendar role grant users access to this feature.
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Click Scheduling Center.
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In the Calendars page, click Modify next to a calendar.
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Click Add/Modify Calendar Permissions.
Click Remove next to the user you wish to remove.
Click Yes to confirm that you want to remove the calendar role.
The page refreshes and the deleted user is removed from the listing.
Candidate Self-Service Level
The candidate permission set for the calendar determines what candidates will be able to perform when signing in to the Scheduling Center.
During a requisition process, a candidate can receive an invitation to book an appointment. Candidates can access the Scheduling Center only if they have received an email with an invitation to book an appointment. Depending on the permission set for the calendar, candidates can perform several functions such as book an appointment, schedule later or decide they are no longer interested.
A Scheduling Center Administrator can set for a calendar the access level candidates will have when accessing the Scheduling Center. Permissions are linked to the calendar, not to the candidate. When a candidate signs in to the Scheduling Center, the candidate is granted the permission level set for the calendar being used to manage appointments.
There are three levels of candidate permission an Administrator can set for a calendar:
Full: When signing into the Scheduling Center, the candidate will be able to fully manage his/her appointments that is, cancel, reschedule, book, decline.
None: For the self-service integration type, the candidate will only receive an initial invitation. When signing into the Scheduling Center, the candidate will only be able to view his/her pending invitations. Users will be unable to manage appointments. For the proctored integration type, no invitation email is sent to the candidate. The user with a Schedule Appointments, Administer Calendars, Calendar Owner or Administrator role will need to manage candidate appointments. The candidate will receive a reminder email confirming the appointment booked by the user.
Only Cancel Appointments: When signing into the Scheduling Center, the candidate will only be able to cancel his/her appointments. The user with a Schedule Appointments, Administer Calendars, Calendar Owner, or Administrator role will need to manage candidate appointments.
Setting Candidate Permissions
To determine if candidates are allowed to manage or not their appointments, the candidate permission must be set for the calendar.
If creating the calendar, the user must be an Administrator or a Create Calendar user type.
If the calendar is already created, the user must have an Administer Calendar role or be the Calendar Owner.
Click Scheduling Center.
In the Calendars page, click Modify next to the name of a calendar.
In the Candidate Self Service Level field, select the access level permission for candidates.
Click Save.
Depending on the type of permission set for the calendar, reminder emails sent to candidates will include or not an active link to access the Scheduling Center.