Recruiter Seat and Role Provisioning (Onboarding)
A checklist with 7 steps: Map every human who will touch the hiring pipeline to a named seat before any account is created.
By InnovaAI ResearchPublished
What are the steps?
Recruiter Seat and Role Provisioning (Onboarding)
- 01
Map every human who will touch the hiring pipeline to a named seat before any account is created
List recruiters, account managers, and client-side approvers separately. A staffing agency running a productized offer for a healthcare client typically needs three distinct permission tiers, not one shared login.
- 02
Assign permission tiers by data sensitivity rather than seniority
Compensation fields and offer approvals should sit behind a narrower tier than candidate notes. Platforms such as Compport treat pay data as a separate module for exactly this reason, and the same separation logic applies inside an ATS.
- 03
Configure client-facing access as read-and-comment only for the first 30 days
Give the client visibility into pipeline movement without edit rights until both sides agree on stage definitions. This prevents a client contact from silently rewriting a candidate record mid-process.
- 04
Set notification defaults per role, then have each user confirm their own settings
Default email floods are the most common cause of recruiters abandoning a new system in week two. Have each seat owner state which events they want pushed versus pulled.
- 05
Document the escalation path for a candidate stuck in a stage for more than five business days
Name the person, the channel, and the response window. Independent recruiters working solo in Harbor-style setups often skip this and lose candidates to slower follow-up.
- 06
Run one live requisition end to end with dummy candidates before opening the system to real applicants
Post, screen, schedule, and issue a test offer letter. Small-business ATS products like JazzHR are built to make this loop short, so a dry run costs under an hour.
- 07
Record the provisioning date and seat count in the client retainer file
Seat count is the line item that changes first when a client scales or cuts scope, so it needs to be traceable without digging through admin logs.