User Management and Access
What is user management in a recruitment system?
User management involves defining who within the organization can view, edit, and act on data in the recruitment process. In recruitment and HR, this is particularly important because you work with personal data—resumes, test results, reference checks, and applications—that is protected by the GDPR.
Elvium's user management allows HR to set precise parameters that match your organizational structure—without compromising the big-picture view for those who need it.
It's easy to manage users in Elvium. You can access user management through the menu.
How the Roles Work in Elvium
In Elvium, you create users and assign them roles that define what they can view and do in the system. The roles can be customized to fit your organization so that access reflects the actual responsibilities of each user.
Typical user roles in Elvium:
- Administrator – Full access to configuration, users, positions, and data across the organization
- HR User – Access to all job openings and candidates; can create and manage recruitment processes
- Hiring Manager – Access to Your Own Job Openings and the Candidates Applying for Them
- Viewer – Can view and comment, but cannot edit or take action
- Custom roles – Allows HR to tailor roles specifically to their needs if the predefined roles do not fit.
What You Can Control with User Access:
- Access per position
- Who Can View What During the Recruitment Process
- Who has access to student documents, test results, and notes
- Who Can Send Communications to Candidates
- Who can create, modify, and close job openings
This means that a store manager in a single department sees only the candidates applying for positions in his or her own department, while the central HR department has a complete overview—all within the same system.
GDPR
Without structured access control, you run the risk of too many people having access to too much information. This not only creates a GDPR challenge, but it also makes the platform difficult to use: a department head in one city doesn’t need to see candidates for positions in another department, and a new hiring manager doesn’t need access to all historical data about a candidate.
"It is important to us that our leaders have all the necessary tools and resources at their disposal."
Jane Resen
HR Manager, Jespers Torvekøkken
Testimonials from customers like Jespers Torvekøkken
Jespers Torvekøkken uses user management provided by the central HR department. It is important that they be able to easily manage roles throughout the entire organization.
User Management and GDPR—What's the Connection?
The GDPR requires that personal data be processed only by those who have a legitimate need to do so. This also applies to recruitment, where candidate data is particularly sensitive.
Elvium’s access control supports this requirement by restricting who can view and process which information. Instead of granting all users full access for the sake of convenience, the system allows you to adhere to the principle of data minimization—one of the fundamental principles of the GDPR.
Specifically, Elvium's user management supports:
- Data minimization: Users see only the data that is relevant to their role
- Access Log: The system logs activities across users
- Access Control: If an employee changes roles or leaves the company, their access is revoked quickly and in a controlled manner
- Accountability and Traceability: You can see at any time who made decisions during a recruitment process
This makes it easier for HR and compliance officers to demonstrate that the recruitment process complies with the data protection requirements that apply to the processing of personal data in the context of employment.
User management is part of the overall recruitment system
User management is not an isolated feature—it is a fundamental part of the way Elvium’s recruitment system is structured.
When you create a new position, you automatically define who should be involved and what they are allowed to view and do. This applies whether you are a company with a single HR department or whether your recruitment efforts are spread across departments, locations, or countries.
User management works closely with the other features in Elvium:
Digital Contract Management – You control who can approve and send contracts
Onboarding – Access to onboarding tasks can be restricted to the appropriate parties
Statistics and Recruitment Data – Reports and data are accessible depending on the user's role and area of responsibility
The result is a system in which collaboration between HR, managers, and decision-makers can take place within a single, unified workflow—with clear boundaries regarding who can view what.
FAQ
Frequently Asked Questions About User Management in Elvium
Can we limit what a hiring manager can see?
Yes. You can grant hiring managers access only to their own job postings and the candidates applying for them. They cannot view job postings or candidates from other departments or locations unless you explicitly grant them access.
Does the user management system comply with the GDPR requirements regarding data minimization?
Yes. Elvium’s access control is specifically designed to support the principle of data minimization, which is one of the fundamental principles of the GDPR. Users can only view and process the information that is relevant to their role in the recruitment process.
Can we see a log of who has had access to a candidate's data?
Yes. Elvium logs accesses and changes so that HR and compliance officers can document who processed which information and when.
Can permissions be assigned by department or location?
Yes. You can structure access to match your organizational model—whether you recruit centrally, decentralized, or a combination of both.
What happens when a user leaves the company or changes roles?
Access can be revoked or modified quickly and in a controlled manner through the user management interface. Previous accesses and actions remain documented in the system log.
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