Step 2: Configure users
Who can do this:
Configure your users in 5 steps:
Make sure all coordinators, talent team members, and other interviewers are Gong users, and add new users to Gong if needed.
We recommend setting up a dedicated permission profile for each stakeholder in the hiring process (admins, recruiting team members, people leaders, and interviewees), so permissions can be updated easily across the org. As you use Gong Recruiting more and more, you may consider setting up additional permission profiles for nuanced roles in the recruiting process. We recommend settings the profiles listed in the table below.
Note
When connecting an ATS to Gong, recruiters and managers with access permissions to the dedicated recruiting workspace are automatically given access to any interview recordings with candidates that apply to jobs they are responsible for, regardless of their profile settings.
Set up permission profiles for the recruiting workspace in the usual way, but with special consideration for recruiting settings, as described in the following steps.
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In the Call and emails actions section, give the recruitment team profile (for coordinator in particular) permission to Manually schedule & upload, so that they can always use the assistant to record interviews that would not be recorded automatically due to other settings.
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(Optional) Check Set calls they own as private in order to allow the interview host to restrict access to an interview when it’s sensitive or contains sensitive subjects.
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(Optional) Check Delete calls in order to allow people with this permission to delete an interview if needed.
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In the Calls section, set the default call access permission for each profile:
We recommend the following settings as a starting point:
Profile name
Description
View calls of
View pages
Other actions
Should be able to
Business admin
People who define talent acquisition processes and tools, typically TA managers or TA Operations managers.
Everyone
All
All
View all calls and all actions, including creating and editing trackers
Recruiting team member
Coordinators, recruiters, and talent acquisition leaders.
Everyone
All
Most actions (consider permissions to download or delete recordings)
View all recorded interviews and areas in Gong
People leader
Managers of interviewers or hiring managers (For example, VP sales)
People who report to them or specific teams
Conversations (consider adding Insights)
The minimum required
Conduct interviews and view interviews of anyone on their team (or a specific team) to provide guidance and drive alignment
Interviewer/Hiring manager
Anyone else who is either hiring candidates or interviewing for any particular position.
Their own
Conversations
The minimum required
Interview candidates (other interviews can be shared with them based on needs). Hiring managers will automatically gain access to interviews for jobs that they are hiring for.
Don’t forget that people can give access to selected interviews by sharing the interview or mentioning others in comments.
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Click Save.
We recommend giving anyone in the hiring process access to the recruiting workspace so they can all collaborate with one another on recorded interviews. Do so by assigning them a relevant permission profile.
Note
Anyone with access to the recruiting workspace also has access to interviews shared with them, calls in which they are mentioned in comment, or calls in library folders they have access to.
After setting up permission profiles
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In your company settings page, click Team Members.
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Locate the person you want to add to the recruiting workspace, and click their name.
PRO TIP: To add a team, click
next to the manager's name, and then change the settings for everyone on their team.
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In the Work and permission settings section, add the recruiting workspace and assign the relevant permission profile to govern what the user can see and do in the workspace.
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Click Update.