Role Based Access: Managing Roles

Handshake provides multiple roles for Premium partners to empower each team member with the right level of access and tools.

This resource provides a full list of available roles, details on what each role can and cannot do, and instructions to make changes to team member roles.  

Note: Only the company Owner or Admins can make changes to team member roles in Handshake. 

If you are not presently a Handshake Premium partner, refer to Employer Roles & Admin Tools!

Premium features are for Handshake Premium accounts only. For more information, please check out this resource.

Roles are listed in order of least permissions to most:

• • Student Ambassador
  • Representative
  • Ambassador
  • Hiring Manager
  • Recruiter
  • Admins
  • Account Owner

Additional Topics included in this resource: 

• How to Configure New Roles
• What does each Role do?
  • Virtual Fairs Note
• Additional Resources for Owners and Admins

Student Ambassador

The Student Ambassadors role is only available to Premium customers with the Ambassador “module” in Handshake. 

This role is mostly used to invite interns and former interns (that are not active full-time employees and don't have a company email) to events, fairs, and employer-hosted meetings to help promote the company and share their experiences with other students. 

Student Ambassadors can also be tagged in a Campaign, and students can message them or schedule a Virtual Info Chat.

Tip: From the Teammates page directory, click the three dots menu to the far right of the Student Ambassador's name, then click Set to public, so that students may view the Student Ambassador's profile!

Representative

The Representative role-type enables team members to do everything a Student Ambassador can do, plus additional access. This role is used for those outside the recruiting line-of-business to participate in their company's virtual fairs and events. 

Note: Premium users with VEM can add this role as a host of a Handshake-hosted virtual event or EHM schedule.

Ambassador

The Ambassador role is only available to Premium customers with the Ambassador “module” in Handshake. 

Ambassadors are users outside the customer’s recruiting team who assist the recruiting team by nurturing relationships with students and helping students understand certain roles or departments in the company.

On top of Representative capabilities, Ambassadors can reach out to students directly via Student Search. They can also be tagged in a Campaign, and students can message them or schedule a Virtual Info Chat. The only thing an Ambassador can not do that a Representative can is be a Schedule Owner on a virtual fair. 

With a Premium seat, this role gains access to Candidate Hub. 

Tip: From the Teammates page directory, click the three dots menu to the far right of the Ambassador's name, then click Set to public, so that students may view the Ambassador's profile!

Hiring Manager

Hiring Managers are those on a recruiting team who don’t handle the day-to-day recruiting activities, but who are involved in the post-application hiring process. Students prefer having access to hiring managers, since they are often the decision makers when it comes to getting a job.

Hiring Managers can use this role to access Job and Interview applications, and like the roles before it can be added to events, fairs, and interviews

This role can also view their company’s approved schools and create a favorites list to help organize their view of jobs and events, and hold basic outreach to students. They can also be tagged in a Campaign, and students can message them or schedule a Virtual Info Chat.

With a Premium seat, this role gains access to Candidate Hub.

Recruiter

Recruiters are the most common account type in Handshake. They can engage in all of the standard recruiting activities you’d expect in Handshake. The standard Recruiter account can do everything that Hiring Managers can do, plus more advanced access. 

Admins

Administrators typically don’t handle day-to-day recruiting, but are people managers. They can control other users’ roles and access to Handshake, and can also manage the company profile and branding. 

Similar to the Owner role, an Administrator can approve or decline new users, deactivate existing users, and edit user profiles and roles within their company. They an not manage other Administrators, or Owners.

Administrators can also edit the company profile and adjust global settings such as ATS integrations and company messaging preferences. 

Admins can do everything Recruiters can, plus more advanced access. 

A Premium seat is not required, but adding one to this role provides access to all of the Premium capabilities outlined for other roles. This would generally be added for visibility and management purposes.

Account Owner

There is only a single Owner for every Handshake account (company profile). 

This user can control everything in within the Handshake account. This includes  as they can make edits to the Company's branding page and manage others roles. Additionally, this is our main point of contact for the company, both for Handshake and for the company’s employees looking to gain access.

A Premium seat is not required for this role, but adding one to it provides access to all of the Premium capabilities outlined for other roles. This would generally be added for visibility and management purposes.

Below is a chart that describers the different access a between an Owner with a Core vs. Premium seat in Handshake. 

Note: An Owner cannot be deactivated unless ownership is transferred to another user (which reverts the original Owner to a basic Recruiter account, which can be deactivated).

If you've recently been granted Owner access or you'd like to learn more, check out Additional Resources for Owners and Admins.

How to Configure New Roles

1. As a Company Owner or Administrator, click on your name in the upper-right corner of Handshake, then click on Teammates.

2. Locate the user you'd like to update, then click the three dots menu to the far right in the row and click Edit user.

3. Locate Role on the page, below Bio, and click the dropdown to select the Role-Type you’d like for each user. 

4. Click the green Update User button in the lower-right of the page to save changes. 

Virtual Fairs Note

Only Recruiters, Owners, and Admins will be able to register for a fair. All role types may host (launch video for) group and 1:1 sessions, regardless of seat type.

If you've been designated as Schedule Owner and receive an error "You do not have permission to do that. Please contact the Handshake team or your local administrator.", this indicates that you do not have the necessary permission to proceed.

Contact your company's Owner to update your role in Handshake or designate a new Schedule Owner. 

Additional Resources for Owners and Admins

• How to Edit Your Company Settings: configure global settings, update company profile details, manage labels and divisions
  
• Role Based Access: Global Settings: manage new teammate access, company wide feature access, messaging preferences, and more 
• How to Deactivate or Reinstate Teammate Accounts: for guidance on deactivating or reactivating a teammate's Handshake account
• How to Invite Staff Members to Join Handshake: how to use the Invite Link
• How to Manually Add Teammates to your Company's Profile: how to use the Add Teammate Manually option
• How to Transfer Ownership: if you'd like to transfer your Ownership role to another teammate