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Groups

Henrique Bittencourt
Updated

Groups

Group fields within Hirevue appear only if groups are configured for your application. If so, you can choose the groups to which you want to assign to the user, job, or candidate (at least one group is required).

Groups are categories defined in your application to help you segregate data. For example, groups can be used to classify jobs by business function, regional area, or other attribute. Jobs assigned to a specific group can only be viewed by users who are also assigned to that group. Groups are defined and managed by your HireVue administrator.

Example: Internal Mobility

The VP of Talent Acquisition at Acme Corp. has a role for a senior recruiter. The VP wants to post and invite internal recruiters to apply for the new role, which would be a promotion for them. Those recruiters have access to Hirevue, and therefore they should not see their competition's responses to interview questions. The VP wants this to be a completely confidential experience so that the hiring manager can interview an internal pool of resources and ensure that all candidates are getting a fair experience.

In this example, the Hirevue Administrator would create a group in the Acme Corp. application called 'Confidential' and assign that Confidential group to the one recruiter who's going to own the senior recruiter requisition.

The recruiter can then create the job requisition in HireVue and assign the Confidential group to the job.

Note: Groups are meant to be narrow in focus. It is best practice to use groups for business units or divisions or internal mobility reasons that you want to segregate data so that only certain people can see that data.

How it works

Hirevue users, candidates, and jobs can all be assigned to groups. Hirevue users can only view the candidates and jobs in the group(s) they are assigned to.

Note: You must contact your Hirevue Administrator to configure and add new groups.

Grouping users

Note: You must have appropriate permissions in order to assign groups to users.

Users with appropriate permissions can assign groups to users during initial setup or later edit. Multiple groups can be assigned to users. Users will only be able to view jobs and candidates that have the same group assignments.

To assign groups to users:

  1. Navigate to My Profile (your name) > Settings > User Management.
  2. Select the edit icon next to the name of the user in the list.

  3. Scroll down to the Assigned Groups field and select the group.

     

  4. Select Save Changes.

The edited user is now able to view all jobs and candidates that have been assigned to the group. The user (if permitted) can also assign this group to any existing or new jobs or candidates.

Additional information

  • Users from parent applications receive permission to view all groups (all data) within child applications.

Note: To limit cross-group confusion, it is best practice to keep the number of assigned groups to any user to no more than two or three groups.

Grouping jobs

Assigned groups can be used to categorize jobs. For example, you can create groups that will categorize the jobs in your company by business unit (BU). Recruiters in your Animal Production BU can assign the jobs they create for that BU as 'Animal Production', whereas recruiters in your Finance BU can categorize their jobs as 'Finance'. Categorizing jobs in this manner through groups allows your finance and animal production jobs to remain separated in your HireVue application, thereby giving easier access to job information and enhancing the specialization of recruiters.

Users with appropriate permissions can assign groups to jobs during initial setup or later edit. Multiple groups can be assigned to jobs. Users will only be able to view jobs that have the same group assignments.

Note: Job Templates can also be created with assigned groups. Jobs generated from Job Templates will have the same group(s) as the Template.

To assign groups to jobs:

  1. Navigate to Jobs > Jobs.
  2. Select the name of the job from the list.
  3. Select the edit icon to the right of the job name on the Job page.

  4. Scroll down to the Assigned Groups field and select the group.

     

  5. Select Save & Close.

Additional information

If a user is only a member of one group

  • If a user creates or clones a job, that job will automatically be assigned to that user’s group. The user will never see the option to modify groups, as one group is always required.

If a user is a member of multiple groups

  • If a user creates a job, they will need to select the groups to which that job will be assigned. If a job is cloned, all groups from the original job will copy to the cloned, but can be edited if needed.

Note: Be aware that once you assign a group to a job only users with that same assigned group will be able to view the job and any associated interviews.

Grouping candidates

Assigned groups can be used to categorize candidates.

Users with appropriate permissions can assign groups to candidates during initial setup or later edit. Multiple groups can be assigned to candidates. Users will only be able to view candidates that have the same group assignments.

To assign groups to candidates:

  1. Navigate to Candidates.
  2. Select the edit icon next to the candidate's name.

  3. Scroll down to the Assigned Groups field and select the group.

     

  4. Select Save Changes.

Note: Be aware that once you assign a group to a candidate only users with that same assigned group will be able to view the candidate.

Additional information

If a user is only a member of one group

  • If a user adds a single candidate, the candidate will automatically be assigned to that user’s group. The user will never see the option to modify groups, as one group is always required.
  • If a user imports a list of candidates, those candidates will automatically be assigned to that user’s group.

If a user is a member of multiple groups

  • When adding a single candidate, the user will need to assign one or more groups to the candidate when creating their record.

Note: Specifically, when new candidates are added, either individually or via upload file, to an application with groups configured, the resulting candidate and interview will be assigned to all matching groups between the recruiter and the job.