User Roles and Permissions in Alooba

In Alooba, ensuring that the right individuals have the appropriate access is paramount. Whether you're leveraging Alooba to assess potential hires with Alooba Assess or Alooba Junior, or gauging the expertise of your existing workforce with Alooba Growth, it's essential to understand and manage user roles effectively. This article provides a comprehensive guide to the tiered system of user roles in Alooba, designed to offer both flexibility and security across all assessment scenarios.

Overview of User Roles

In the Alooba platform, different user permissions offer varying levels of access and control. Let's delve into the four distinct user permission levels and their roles within Alooba:

Owner

The Owner is the cornerstone of your Alooba account. This role is typically assigned to the individual who initiated the Alooba account setup for the organization.

Key Permissions:

• Comprehensive access to all assessments, candidates, exercises, and employees.
• Full control over organization settings.
• Rights to modify or adjust platform-wide settings.

Special Notes:

• The Owner cannot be added to any groups as they have access to all groups by default.
• The Owner's permissions are immutable and cannot be altered.
• The Owner role is unique and can only be transferred to another user through your Account Manager.

Admin

Admin users are the backbone of your team's operations on Alooba, providing a balance between comprehensive access and specific responsibilities.

Key Permissions:

• Access to Alooba Assess and Junior assessments and candidates within designated groups.
• Access to Alooba Growth exercises and employees within designated groups.
• Manage assessments and exercises within assigned groups.
• Full authority over user management.
• Full access to manage organizational settings.
• Full access to create and manage groups.

Special Notes:

• Admin users will not have access to assessments or candidates associated with groups that they are not a member of, however, as they have full access to manage groups, they can potentially add themselves to any group.

Standard

Standard users are designed for team members who need to manage specific assessments and participants without the broader administrative capabilities.

Key Permissions:

• Create Alooba Assess and Junior assessments and Alooba Growth exercises.
• Full access to manage assessments and exercises associated with their assigned groups.
• Full access to all candidates and employees within their assigned groups.

Restricted

Restricted users have limited access, tailored for individuals who only need visibility on their own candidates.

Key Permissions:

• Can invite candidates to assessments associated with their assigned groups.
• Can view the status and basic results, and manage candidates that they added themselves.

User and Group Management

User and group management functionalities are exclusively available to Owner and Admin users. These roles have the authority to add new users to your organization, remove users, manage user details, and enable or disable Multi-Factor Authentication (MFA) login options. Owner and Admin users can also create new groups and assign users to these groups, further enhancing access control.

While the Owner user has access to all assessments in any group, Admin, Standard, and Restricted users' access is limited to their designated groups or assessments without any group affiliation.

User Responsibilities

• Owners and Admins: Responsible for user and group management, organizational settings, and managing ATS and SSO integrations.
• Standard Users: Focus on managing assessments, inviting and managing participants, and making decisions based on assessment results.
• Restricted Users: Primarily invite participants for assessments and oversee their statuses and test outcomes.

How Should User Roles be Allocated?

When determining which user role to assign to an individual, it's essential to consider their responsibilities and the level of access they require:

• Owner: This role is best suited for top-level management or the primary decision-maker in the talent acquisition process. They should have a comprehensive understanding of the organization's hiring needs and the platform's functionalities.
• Admin: Ideal for trusted HR managers, team leads, or learning and development managers overseeing the assessment process. They need broader access to manage assessments and candidates as well as managing users and groups. Placing the power to add and manage users directly within the teams that will be using Alooba will help streamline access to the product.
• Standard: Typically assigned to HR staff, hiring managers, or trainers responsible for specific assessment processes. They need access to create assessments and exercises and manage and review candidates but don't require administrative capabilities.
• Restricted: Perfect for external recruiters or third-party hiring agencies. They should be able to invite candidates to assessments and track their progress but shouldn't have visibility on candidates added by other recruiters to maintain confidentiality.

Assigning users to the appropriate roles ensures that access and responsibilities align with their specific tasks and areas of expertise. This allocation helps maintain a well-organized and efficient use of Alooba while safeguarding data security and privacy.

Final Thoughts on User Permissions

Understanding the unique roles and permissions within Alooba ensures seamless and secure access, enabling each user to contribute effectively to make the most out of Alooba.

For more detailed instructions on how to manage users and access, please refer to our User Management article.

If you have any further questions or need assistance with user role assignments, feel free to reach out to Alooba Support for expert guidance.