Institution Settings: Career Services Staff Roles and Permissions

Handshake allows you to customise the roles and permissions for each Career Services user at your Institution.

We have created this resource to provide a thoughtful explanation of each permission in Handshake, and have included an attachment with suggestions of roles for each career services position. 

Note: Permissions located within User Settings have slightly different phrasing than they do in the Staff Management Page within Institution Settings. Please see the breakdown between the User Roles Page and the Staff Management Page under each respective section titled "User Roles and Staff Management Page Terminology".

Overview of each available role in Handshake with its permissions

Post

• Post content: The "Post content" role grants permission for users to access the Feed and utilise the Post Composer to share content with students on the feed! Read more about this here: EDU: Posting and Accessing Content on the Feed

User Roles and Staff Management Page Terminology

Students 

• Applications: The “Applications” role grants permission to do all actions off of the “Applications” tab, including signing up students for interviews, accepting them for interviews, extending job offers, and downloading CVs.
• Experiences: The “Experiences” role allows institution staff members to manage and send approvals for student Experience submissions.
• First Destination Surveys: The “First Destination Surveys” role allows institution staff members to create new First Destination Surveys and manage/report on previously sent surveys.  
• Journeys: The "Journeys" role allows institution staff members to view and set up Journeys.
• Student Profiles: The "Student profiles" role allows users to view students profiles dependent on the other roles provided.
  • With "Access" only, users can not search students profiles in Handshake, nor do they have access to the Manage Student section.
  • With the "Manage" role, users can search students in Handshake, view student profiles, and perform any tasks within the Document Reviews tab. 
    • • Note: Even If a user has the "Manage" role, they will not be able to view students personal account information, nor will they have the ability to create new students accounts without the Show Sensitive Student Data role provided. 

Communicate

• Pin to the Student Homepage: The "Pins" role allows users to create new pins and manage existing pins from the institution settings.
• Resources: The “Resources” role allows users to create and edit resources that students can explore. 
• Targeted Emails: The "Targeted Emails" role allows users to create new emails and review emails that have been sent.
  
  • Note: all users with this permission will have access to student emails and labels when choosing recipients for a targeted email, regardless of their sensitive student data permissions. 

Schedule

• Appointments:
  • "Access” grants users the ability to view and edit their own appointments.
  • "Manage” grants users the ability to view and edit all appointments. We recommend enabling the "Access" Appointments permissions if you intend to enable "Manage" permissions.
    • Note: Users need "Manage" Appointments permissions in order to review staff notes on other counselor's appointments. 
    • Note: If users have "Access" permissions but not "Manage" permissions they will only be able to edit their own appointments. They also will not be able to make edits to the Appointment Categories, Appointment Mediums, Appointment Preferences, and Appointment Types in Institution Settings. 
• Career Fairs:
  • "Access“ grants users the ability to view all Career Fairs at the institution. Users can not edit the fair nor can they manage the invoices.
  • With the "Manage" role, users can create career fairs and all of the booth options and career fair options. A "Manage" role is required to generate a QR Code for check-in purposes. Someone with the "Manage" role can also view, edit, and create employer registrations, and manage the invoices by marking them as “paid” or not.
    • Note: This does not mean that they have access to financial information; only an institution owner can sign up with the Stripe online payment service.
• Events:
  • "Access” allows users to view all events at the institution without making any edits. 
  • With the "Manage" role, staff members can create, post, approve, delete, and edit events. All institution staff users can view attendee lists for events and open check-in kiosks. Only users with the “Targeted Emails” role can send emails to event attendees.
    • Note: only events hosted either by your institution or marked as hosted "on-campus" will be able to be edited. 
• Institution Settings: Rooms: The “Rooms” role allows staff members to access all the features of the “Rooms” tab. This includes adding buildings, adding rooms, editing buildings and rooms, and checking room schedules.
  • Note: Users without this role cannot use the “Rooms” tab within the Institution Settings. 

Postings

• Employers:
  • The "Access" role allows users to view employers (of all statuses) without the ability to edit them.
  • The "Manage" role allows users to create employers, approve them, and/or edit their roles at your institution.
• Interview Schedules: The "Access" role allows institution staff members to use the features of the “Interview Schedules” tab. This includes creating, editing, and approving interviews. They can also assign students to interviews and put both students and recruiters into interview time slots.
• Jobs:
  • The "Access” role allows institution staff members to use the features of the “Jobs” tab. Think of this as a read all permission with no ability to approve or decline employers.
  • The 'Manage" role includes the ability to view, approve, decline, edit and post jobs.
    • Note: Edits to a job only affect the version of the job posted at your institution. Employers retain control over the original job, which can be posted to multiple institutions. Employers also have the option to not allow Institutions to make edits to their posts. 

Data

• Analytics:
  • The "Access” role will allow users to view Dashboards and any scheduled reports you've created.
  • The "Manage” role will allow users to create new custom reports, view pre-built reports, and use the scheduled report feature.
• Surveys: 
  • "Access" allows users to view surveys at their institution without the questions and responses.
  • "Manage" role provides permission to create and distribute surveys, and review their results. This role is needed to do anything with surveys. 
    • Note: Since surveys are used to create many custom fields for Handshake, it may be prudent to give this role to users who are also involved with events, career fairs, interviews, and other such roles that use surveys to customise forms.
      • This role is also needed in order for staff members to take any staff surveys in Handshake. For example, if a post appointment survey is attached to an appointment they will need the Surveys role in order to complete it.

Data Restrictions

• Show Check-in Kiosk Launch: This role allows users to launch the appointment, event, career fair, interview schedule or general check in kiosk, and to generate QR codes for event and fair check-in.
  • Note: in order to launch the check-in kiosk for each of the above modules in Handshake, the user must also have the corresponding role for each module (career fairs, events, manage own/all appointments, interview schedules, etc).
• Show Labels on Students: In order to manage and view student labels, this role will need to be selected. Without this role enabled, users will not have access to view/add student labels or search for student labels within filters.
• Show Private Notes by Staff: This role allows users to view notes added to student profiles by other Handshake staff members.
  • Note: in order to view notes associated with Appointments, users will need the "Manage All Appointments" permission.
• Show Sensitive Student Data: In order for a user to have access to sensitive data and edit sensitive fields, this role will need to be selected. Disabling this role will remove all sensitive data from view. This restricts the ability to edit student's personal information and view any filters/fields that include Documents that aren't marked as public, personal information (such as email address, username, card id), Student Record and Calendar.  
  • Note: In order to access some information, you must also have the View as Student permission

Note: all users with the "Targeted Emails" permission will have access to student emails and labels when choosing recipients for their targeted email, regardless of the data restrictions chosen. 

Advanced Settings

• External Feeds: The “External feeds” role allows institution staff members to create new external feeds in the institution settings.
• Handshake Point of Contact: This role is for team members to receive key communications from our team, which may include major updates, requests for input, or calls to action. Example emails include product updates, email campaign announcements, webinar timelines, and event invitations. 
• Labels: The "Manage Labels" role allows users to create new labels.
• Manage Feature Preferences: For team members to be notified about product updates and key email campaigns. Manages toggles on new adoption features. We recommend that these individuals also have the "Handshake Point of Contact" permission.
• Manage Institution Profile: The "Manage Institution Profile" role gives access to manage any information on the Details tab in Institution Settings. When this permission is unchecked and users click on "Institution Settings" or "Edit" from the institution page, they will see an error that states "You don’t have permission to edit institution details. Please contact your local administrator if you need to do so." 
• Manage Staff: The "Manage Staff" role allows users to change the roles of other staff members at the university.
• Payments: The "Manage Payment Preferences" role allows users to have access to the Payment Preferences section in Institution Settings. This is where staff members can set up credit card payments.
• SSO: The "Manage SSO Settings" role provides access to edit/manage the self-service single sign on configuration page for your institution, located under institution settings. This is often granted to an IT point of contact and should be used with caution
• View as Student: This role allows staff members to view the site as a student. This is a very powerful role, because while this happens the staff member is effectively logged into the student’s profile. Everything they do while viewing as that student is actually done by that student on Handshake.
  • Note: You won't be able to access certain information on a student's profile unless you have the Show Sensitive Student Data permission as well.

Other Settings

• Public Profile: Appear as a public staff member on your Institutions page
• Upon approving an employer, assign it to me: Assign all employer approvals that you approve to yourself

Managing staff members roles 

1. Click your name in the upper-right corner of the screen, then click Institution Settings
2. Click Staff Management in the menu on the left of the page
3. From this page you can add a new career service users and manage your existing staff members

To add a new career services user, click Add Staff Member to create their account and provide the necessary roles. 

To customise the roles of an already existing user, locate their name within the list and click the Manage dropdown on the right side, click Edit User. 

Locate the Roles tab in the menu on the left of the page to make any customised updates needed. 

Suggestions for career service positions with roles

Check out our linked Google Sheet for suggestions on recommended roles for each staff member in Handshake: Role Type Mapping per Career Services Position. We also recommend bookmarking this link instead of downloading the sheet, as available roles may change in the future!