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User roles in Applicant Management

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The user role is the most important setting in the user profile, and determines which pages a user can open in the Applicant Management system.

Company-internal users

Role Description Access


Administrators set the application up and administer all users and settings while the solution is in operation. They are usually also the owners of the application, and therefore responsible for activating new functions after umantis has updated the application.

Administrators have the most rights, compared with other roles. They can change almost any setting and adapt them to the company's requirements. For example, they can customize selection lists and import jobs. Administrators have the authority to create other users (including additional administrators).

HR expert

HR experts can administer the applicant process from the beginning (staffing request and publication) through to the end (documentation of the hiring decision). They have a wide range of communication options: They can create email and letter templates in umantis, and save contact notes. They can create new recruiters and, depending on the settings, they can also create other HR experts, hiring managers or committee members.
For HR experts and HR assistants, permissions can be assigned specifically.

HR assistant

HR assistants support HR experts in their core tasks.

Permissions for HR assistants, like those of HR experts, can be assigned specifically. Unlike HR experts, an HR assistant cannot be assigned (as a person in charge).

Hiring manager

A hiring manager is usually the person who submits the job and decides on an appointment. Hiring managers have dedicated access to umantis Applicant Management. They notify the HR expert of their needs by means of a staffing request. As part of the approval process, they might be asked whether the proposed job description can be published. When the job applications have been received, the HR experts send the various applicant profiles and their documents to the hiring managers for evaluation. The hiring managers then enter their evaluation of each application (in structured and free-text formats), and indicate what step they want to take next (e.g. invite to interview, reject, wait, ...). Info.gif A hiring manager can see all jobs linked to him/her, and all released job applications corresponding to those jobs - regardless of which branch office s/he belongs to.

Committee member

Committee members are people within the company who, as a result of their role on a committee (works council, equal opportunities officer, controlling, ...), require access to particular jobs and job applications. Any company-internal user can also be assigned to a committee. Committee members have dedicated access to umantis Applicant Management. Like managers, they can see all the jobs and job applications for which they are authorized. In addition their ability to view the data, committee members can usually also be given the option to provide evaluative feedback. These evaluations are displayed to the HR expert in the list of third party evaluations.

External users

Role Description Access


Recruiters are external service providers and work with the HR experts. They submit potential applicants for a vacancy to the HR experts. They have dedicated access to umantis Applicant Management, and can view the published jobs and create job applications for them. If a publication restriction has been imposed on recruiters so that they only have access to specially marked jobs, those jobs must be marked "Release for recruiters with publication restriction".


Any job board visitor becomes an applicant when they either submit an application for a specific job, or submit an unsolicited application. Applicants can create their profile in the applicant view, modify it, and apply for other advertised jobs. People who do not apply for an advertised job, but still want to add their profile, can do this in the context of an unsolicited application. HR experts can also create applicants and then send them the login data for their profile.
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