JobNav Permissions
JobNav Permissions control what each user can do in the Job Profiles section of JobNav including workflows relating to profiles, approvals, employee acknowledgements, Federal FLSA, and job architecture.
JobNav Permissions are separate and distinct from JobNav Recruiter Permissions (Admin and Editor). A user has both, and they work independently.
Example: A user can be a JobNav Recruiter Editor and a JobNav Admin, or a JobNav Recruiter Admin and a JobNav Viewer. Assign each permission based on what that person needs to do - not their job title alone.
JobNav Permissions vs. JobNav Recruiter Permissions
| Setting | What it controls |
|
|---|---|---|
| JobNav Recruiter Permission | Job Posts, organization-wide platform settings, and team administration |
Job Post settings Policy Guide |
| JobNav Permission | Job Profiles, organization-wide platform settings and team administration. |
|
NOTE: The JobNav Permission column only appears on the Team page when JobNav is enabled for your organization.
JobNav roles at a glance
There are four JobNav roles you can assign from the Team page. Each level includes everything in the levels below it.
| Role | Best for |
|---|---|
| Viewer | Approvers and stakeholders who need read-only access to published profiles |
| Editor | HR partners and analysts who create and edit job profile content |
| Operator | HR operations leads who manage compliance workflows across the organization |
| Admin | The primary owner of your job profile program: settings, templates, and permissions |
Default for new users: Viewer
How to assign or change a JobNav role
- Go to Settings > Team (or this link)
- Find the user in the table.
- In the JobNav Permission column, click their current role.
- Select the new role from the dropdown.
NOTE: Only users with the JobNav Admin role can change JobNav Permissions for other users.
What each role can do
|
|
Can | Cannot |
|---|---|---|
|
Viewer Use this role for people who need to see published job profiles or act on approval requests assigned to them but should not create or edit profile content. |
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|
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Editor Use this role for people who write and maintain job profile content. |
Everything a Viewer can, plus:
|
|
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Operator Use this role for people who run compliance and workflow operations across the organization. |
Everything an Editor can, plus:
|
|
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Admin Use this role for the person (or small team) who owns job profile configuration and permissions. |
Everything an Operator can, plus:
|
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Notes:
- Editors can start approval flows and manage flows they created. They cannot view or manage approval flows started by other users. To manage all flows organization-wide, assign the Operator or Admin role.
Organization Settings and JobNav
Some settings in Settings → Organization Settings are managed by JobNav Recruiter Admins. Others are managed by JobNav Admins only, even if the user is also a JobNav Recruiter Admin.
| Settings tab | Who can configure | Applies to |
|---|---|---|
| Single Sign-On | JobNav and JobNav Recruiter Admin | Job Posts and Job Profiles |
| Custom Fields | JobNav Recruiter Admin | Job Posts |
| AI | JobNav and JobNav Recruiter Admin | Job Posts and Job Profiles |
| Job Posts | JobNav Recruiter Admin | Job Posts |
| Job Profiles | JobNav Admin | Job Profiles |
| Acknowledgements | JobNav Admin | Job Profiles |
| Federal FLSA | JobNav Admin | Job Profiles |
What appears in the Job Profiles navigation
The left navigation under Job Profiles changes based on a user's JobNav role.
| Navigation item |
Viewer |
Editor |
Operator |
Admin |
|---|---|---|---|---|
| New Profile |
|
✓ |
✓ |
✓ |
| Libraries → Draft |
|
✓ |
✓ |
✓ |
| Libraries → HRIS-Linked |
✓ |
✓ |
✓ |
✓ |
| Libraries → Template |
|
✓ |
✓ |
✓ |
| Workflows → Approval Templates |
|
View only |
View only |
Full access |
| Workflows → Acknowledgement |
|
|
✓ |
✓ |
| Workflows → Approvals Dashboard |
|
|
✓ |
✓ |
| Workflows → Federal FLSA |
|
|
✓ |
✓ |
| Insights → Architecture |
|
|
✓ |
✓ |
Recommended role assignments
| Person's responsibility | Suggested JobNav role |
|---|---|
| Executive or hiring manager (approver only) | Viewer |
| HR business partner (writes profiles) | Editor |
| HR operations / compliance lead | Operator |
| Job architecture or profile program owner | Admin |
| Recruiter focused on job posts only | Viewer (or no Job Profiles access) |
Remember to set JobNav Recruiter Permission separately. For example, a Recruiting Operations leader might be a JobNav Recruiter Admin and a JobNav Viewer.
Frequently asked questions
Why can't I see the JobNav Permission column on the Team page?
JobNav may not be enabled for your organization. Contact your Customer Success manager if you believe this is an error.
I'm a JobNav Recruiter Admin so why can't I see Job Profile settings?
Job Profile, Acknowledgement, and Federal FLSA settings require the JobNav Admin role. Ask another JobNav Admin to update your permission, or contact your Customer Success manager.
Why can't my Editor see the Approvals Dashboard?
The Approvals Dashboard is available to Operator and Admin only. Editors can still start approval flows from individual draft profiles and act on approvals assigned to them.
Can one person hold both JobNav Recruiter Admin and JobNav Admin permissions?
Yes. Assign both if that person is responsible for platform settings and job profile program ownership.
Who should be JobNav Admin?
Typically one or two people who own job profile configuration including field settings, templates, approval templates, workflow settings, and team role assignments. Most content authors should be Editor. Compliance and operations leads should be Operator.