Visibility Options for Users
Once you have set permissions levels for users, you can further amend what they can access in Ashby.
For more on access roles and permissions in general, check out User PermissionsUser Permissions.
In Ashby, you can further control what your users have access to by amending visibility settings. Some of these settings are controlled by the access role/roles provided to users, others can be specified on the user's profile, and others can be set company-wide.
Candidate Profile Application Visibility
Candidate Profile Application Visibility is a company-wide setting that controls whether users can see limited summaries of job considerations outside their assigned job access. See more at Controlling Visibility of Additional Job Considerations in the Candidate ProfileControlling Visibility of Additional Job Considerations in the Candidate Profile.
Confidential jobs
More on setting up confidential jobs at What is a confidential job?What is a confidential job?.
To hide a role from many or all other users, you can make the job confidential. When you make a job confidential, only the creator, users with access to the role, and Organization Admins with access to all confidential roles can see it.
You can set a job as confidential or non-confidential, either at the point of creating the job or when editing it. Check the Is Confidential? checkbox in the job wizard to create a confidential job.
To set an existing job as confidential, click More when viewing the job, then click Make Confidential. Only the job creator (or an Organization Admin with access to all confidential jobs) can set a role as confidential or not confidential after the job has been created.
Feedback visibility
You can edit whether and when users with Limited Access, Elevated Access, and Organization Admin access can see interview feedback, along with whether feedback should be shown in interview briefings and completed feedback notification emails in Admin > Interviews & Scheduling > Feedback Visibility. You can set feedback to be visible before they've submitted their own feedback, never be visible, or to only show to users after they've submitted their own interview feedback.
You can also show feedback from other interviewers on interview briefings. If you toggle off the Show other feedback on interview briefing? option, only the current interview panel or interview schedule feedback is displayed in the briefing.
Interview Feedback Visibility
These settings determine whether a user can see interviewer feedback from interviewers on the same panel or interview schedule.
Other Feedback Visibility
This setting determines whether the user can view feedback left outside of their panel. This includes non-interview feedback, like feedback requested via the More > Request Feedback without Scheduling option on the candidate's profile.
Feedback visibility settings are applied based on a user's access to the job in question. Regardless of the user's overall permissions, if they do not have access to view feedback forms for the role they're interviewing for, the option you set for the Settings for Limited Access Users dropdown applies to them.
As an example, if you're an Organization Admin but don't have an access role that gives you access to view feedback forms for a Frontend Engineer role on top of your global permissions, the Settings for Limited Access Users option applies to you if you are on the interview panel for that role.
For more on permissions, check out User PermissionsUser Permissions. Want to set up a new access role? Check out Manage Access RolesManage Access Roles.
The table below lists when each setting is applied for different global permission and access role combinations:
Scenario | Feedback Visibility Settings Applied |
|---|---|
Organization Admin AND has an Access Role with "Can See Feedback Forms" enabled that applies to the job | Organization Admin feedback visibility settings |
Organization Admin AND has an Access Role without "Can See Feedback Forms" enabled that applies to the job | Limited Access feedback visibility settings |
Organization Admin AND has no access role that applies to the job in question | Limited Access feedback visibility settings |
Elevated Access AND has Access Role with "Can See Feedback Forms" enabled that applies to the job | Elevated Access feedback visibility settings |
Elevated Access AND has an Access Role without "Can See Feedback Forms" enabled that applies to the job | Limited Access feedback visibility settings |
Elevated Access AND has no access role that applies to the job in question | Limited Access feedback visibility settings |
Limited Access | Limited Access feedback visibility settings |
If interviewers aren't required to give feedback (set as part of the Feedback Forms and Interviewsinterview setup), the feedback visibility settings do not apply.
Interview briefing
You can set feedback from other interviews and non-interview feedback to show in an interview briefing. To switch this on, toggle on Show other feedback on interview briefing in the Interview Briefing section.
Email notifications
If you also want to show all feedback in notification emails when a candidate's feedback is submitted, toggle on the Show full feedback in notification emails? option in the Email Notifications section. This setting applies to all users in the organization, but the content each user sees depends on their assigned visibility permissions.
Interview briefings: job posting, take-homes, custom fields and application forms
Interview briefings show the following information:
- On the Overview tab, the interviewer can review the date and time, the room (if applicable), the hiring team, and the interviewing panel
- On the Briefing tab, the interviewer can review the interview instructions and a candidate summary including the candidate source, custom fields, work experience, and education
- On the Resume tab, if available, the interviewer can review the PDF version of the candidate's resume
- The Recording tab shows only when AI Notetaker is being used and a recording is in progress, completed, or removed. Here the interviewer can see meeting recordings and AI notes if using AI Notetaker.
- On the Your Feedback tab, the interviewer can complete the scorecard for the candidate
- On the All Feedback tab, the interviewer can review other feedback, depending on the company's feedback visibility settings (more on this at Feedback visibility).
You can also determine whether the job posting, completed take-home assignments, application forms, and job and candidate custom fields will appear in the interview briefing or not. To configure these settings:
- Navigate to Admin > Interviews & Scheduling > Interview Briefing
- In the General Settings section, you can toggle the following settings on or off:
- Show Job Posting: Interviewers can reference the job consideration's job posting from the briefing. This will show as an additional tab on the interview briefing.
- Show Application: Interviewers can read the candidate's application form for the job consideration from the briefing. This will show as an additional tab on the interview briefing.
- Show Take-Homes: Interviewers can review the candidate's take-home assignments for the job consideration from the briefing. This will show as an additional tab on the interview briefing.
- In the Candidate Custom Field section, type in the title of a custom field and select it from the drop-down to include it on the interview briefing. This will be displayed in the right-hand column of the interview briefing on the Briefing tab.
- In the Job Custom Field section, type in the title of a custom field and select it from the drop-down to include it on the interview briefing. This will be displayed in the right-hand column of the interview briefing on the Briefing tab.
Limiting a team member's access to their own candidate profile
Auto-linking candidate and employee profiles
If an employee is added in Ashby and a candidate with the same name was hired within the last 100 days, Ashby auto-links the candidate profile to the employee profile. This means they cannot view their own profile and feedback.
You can view auto-linked profiles by clicking the Review Candidate Links button on the Employees page within Admin. This button is only visible if you have auto-linked profiles to review.
On the following page, you can see a list of all recently auto-linked profiles awaiting confirmation.
In the Actions section, click Keep Link to confirm the candidate and employee have been linked correctly, or Remove Link to remove the candidate profile link from the employee profile.
Manually linking candidate and employee profiles
If an employee was hired through Ashby, you can also link their employee profile to their candidate profile manually. This prevents them from seeing their own profile (feedback, notes, etc.) independent of their permissions.
To manually link an employee profile to a candidate profile:
- Navigate to Admin > Organization Setup > Employees.
- Select the user profile in question and click Candidate Profile.
- Click + Add Link, then select the candidate profile using the Search candidates to link… field. You also have the option to select a specific application.
- Click Submit to confirm and link the employee profile to the candidate profile.
Private notes and emails
You can make notes and emails private by checking the is note private? checkbox underneath the note or email in question. When a note or email is marked private, the responses are automatically set to private as well.
Only users with Organization Admin and Elevated Access - Admin Private can see private notes within the candidate's feed.
Private custom fields
Ashby supports job, candidate, offer, project and employee custom fields. You can set job and candidate custom fields as private by checking the Is Private? checkbox when creating or editing a custom field. Private custom fields can only be viewed by Organization Admins and users with Elevated Access - Admin Private permissions.
For more, check out Custom Reports.
Email visibility
To amend your email visibility settings, navigate to Admin > Organization Setup > Email Settings.
In the Email Visibility by Interview Stage section, you can check the Hide Emails checkboxes for the Offer and Hired stages. When enabled, emails sent when a candidate is in one of these stages are hidden on the candidate's profile for all users. This includes Organization Admins.
You can also toggle on the options to disable the sync for hired candidates, internal candidates, and candidates on confidential jobs. When enabled, Ashby does not save emails for candidates in the Hired stage, internal candidates, or those considered for confidential jobs.
You also have the options to disable the sync for corporate domain emails and for specific email addresses. Click Manage Blocklist to review and add email addresses to the list.
Any emails sent to the candidate via Ashby show in the candidate's feed on their profile even if the sync is disabled for the candidate. The candidate's response to the email sent via Ashby is not synced back to the candidate feed within their profile.
FAQs
What is the difference between the Hiring Team on a job and permissions?
The Hiring Team on a role describes a person's relationship to the role and enables notifications for the role. The Hiring Team is managed on the job's Settings page. Being on the Hiring Team does not grant a user permission to take action on the role, so if a user is set as a Hiring Manager within the hiring team, they need permissions to access and take action on candidates and within the job itself. Permissions are managed on their employee profile or you can configure permissions automations based on hiring team roles. More on this at Permissions Automation.
Can I set an Organization Admin to have access to all confidential jobs and projects in Ashby?
Yes - on the Permissions tab of the user's profile on the Employees page, there's a Can See and Manage All Confidential Jobs and Projects field. Here you can determine whether the Organization Admin has access to all confidential roles and projects or not.
Is it possible to set different feedback visibility settings for different jobs or interview stages?
No, the feedback visibility settings are global, including the feedback displayed on the interview briefing when the Show other feedback on interview briefing? option is enabled. If you'd like specific fields of certain feedback forms to not be visible, you can opt to set fields on your feedback forms to private.
Can I update employees' permissions in bulk?
Not yet, but this is on the roadmap.
When a candidate profile is linked to an employee profile, does Ashby populate social links automatically into the employee profile Social Link settings?
Yes, Ashby copies social links from the candidate profile into the employee profile's Social Links settings. All candidate social link types are copied except Website. For example, LinkedIn, GitHub, Twitter, Medium, StackOverflow, YouTube, CodePen, etc. are all included.
Why can’t a Limited Access user see other interviewers’ feedback after submitting their own?
A user can submit their own interview feedback and still be unable to see feedback from other interviewers. Feedback visibility is determined by the user’s access to the specific job, not only by their overall Ashby permission level.
If the user does not have an access role that applies to the job and includes Can See Feedback Forms permission, Ashby applies the Limited Access feedback visibility settings. This can happen even when the user has Elevated Access or Organization Admin access.
The Limited Access feedback visibility setting can be configured to:
- Show feedback before the user submits their own feedback
- Show feedback only after the user submits their own feedback
- Never show feedback
Submitting the user’s own feedback only allows them to see other feedback when the Limited Access setting is configured to show feedback after they’ve submitted their own interview feedback. Submitting feedback does not automatically grant access to other interviewers’ feedback.