User Permissions

April 8, 2026

User Permissions are a powerful way to ensure your team is operating with a high level of security and access. This article will describe the types of access you can restrict with User Permissions.

Fountain One Accounts Should Use Platform Documentation

If your account is on Fountain One (Unified Auth), roles and permissions are managed through the Platform. See the following resources:

• User Management: Roles & Permissions (Platform)
• User Access (Platform)

Important Note:

All accounts include an Admin User Role (templated set of user permissions) that has access to all of the following features. Only users with the Admin User Role can access the following features, regardless of whether they have all role permissions enabled in their account:

• User Roles
• SMS
• Video Recording
• Data Validation
• Customer Attributes
• Duplicate Settings

Edit Permissions

To edit user permissions, click your initials in the top right of any Fountain screen and select Users from the left side menu, under General. Either invite a new user or select the user whose permissions you would like to edit.

Custom Access Groups

The following six access groups are available under Custom Permissions:

1. Account Permissions

2. Opening Approval Permissions

3. Sourcing Permissions

4. Screening Permissions

5. Workflow Permissions

6. Posthire Permissions

Permission Descriptions

Account Permissions

Account permissions include settings related to the account as a whole and not to specific positions (e.g. company settings, user management, integrations, etc.).

• Manage Users: This can be used to determine whether or not a user has the ability to manage other users' permissions.
• Manage Integrations: When checked, the user will have access to view, set up, or edit any integrations (i.e. Checkr, Lessonly, etc.) and the ability to view the corresponding integration API's.
• Partner Integrations: When checked, the user will have access to view, set up, or edit any partner integrations.
• Access API and Webhooks: When checked, the user will have access to view or copy both Private and Public API keys, as well as the ability to view, set up, or edit all Webhooks.
• Manage Message Templates:
  • Create/edit: When checked, the user will have access to view, set up, or edit any message templates (emails & SMS), which could be linked to stages within a workflow.
  • View only: When checked, the user will only be able to view message templates but will be unable to edit them or create new message templates.
• Embedded Signature Templates: When checked, users can edit embedded signature templates for document signing stages.
• Manage Rejection and Archivation Reasons: When checked, the user will have access to add or remove both "Rejection" and "On Hold" reasons. It is important to remember that rejection reasons are linked to rejection messages that are sent to applicants who are rejected based on preconfigured rules.
• Manage Custom Fields and Labels: When checked, the user will have access to view, set up, or edit any custom fields and labels that are assigned to applicants and stages.
• Manage Scorecards: When checked, the user will have access to edit information in Scorecards.
• Use Analytics Tools and Exports: Please note: when a user has Analytics permissions enabled, the analytics data they see will inherit location permissions.
  • Use analytics tools: When checked, the user will have access to view and use features related to the Analytics screen in Fountain.
  • Use exports: When checked, the user will be able to use data exports in the Analytics screen.
  • Use custom reports: When checked, the user will be able to view and use custom reports in the Analytics screen.

Opening Approval

Opening Approval requires an Opening to be reviewed and approved by an assigned approver group before it becomes active.

• Manage Approver Groups: When checked, users can select approvers to create an approver group.
• Manage Approval of Openings: When checked, users can be assigned to an approver group to approve or reject an Opening before it becomes active.

Opening Attributes

Opening Attributes permissions control how users can view and manage custom Opening Attributes on Openings. Custom Opening Attributes allow you to create additional fields for openings beyond standard fields (like External Title, Job Hours, or Pay Range), such as department IDs, labor union codes, OEM status, or any opening-specific information your organization needs to track.

View Job Attributes: When checked, the user can view custom Opening Attributes on openings but cannot edit or set values. This is a read-only permission.

Set Values For Attributes: When checked, the user can view all custom Opening Attributes and set or edit values for existing attributes on specific openings. Users with this permission cannot create new custom Opening Attributes or modify attribute definitions.

Manage Attributes: When checked, the user has full access to view, create, and manage all custom Opening Attributes. This includes creating new attribute types and setting attribute values on openings.

Important Notes:

• Custom Opening Attributes can only be added or edited on existing openings via Edit Job Details > Opening Attributes.
• Once an attribute is created, you cannot currently edit its name or type, or delete it.

Feature Availability

Opening Attributes is currently a limited feature. Please contact your Fountain representative for more information.

Sourcing

The Sourcing section enables users to manage and facilitate all sourcing-related initiatives.

• Manage Sourcing
  • Post to Job Boards: When checked, users will be able to utilize the Boost or Indeed integration available in Fountain, which may result in being assessed additional fees or billing per the duration of the campaign(s) or subscription agreement. For more information about Sourcing in Fountain, visit these resources.
  • Text to Apply When checked, the user will be able to use Fountain's Text to Apply feature. For more information in Text to apply review this article.
• Hide share button in applicant table: When checked, the user will not have access to the Share button on the Applicant Table, which allows the user to share the application with applicants.

Screening

Screening permissions enable users to complete actions such as managing applicants, positions, workflows, and scheduling settings.

• View and Act on Applicants:

  • View Applicants: When checked, the user will have access to view the Applicant Profile which contains all applicant data fields, SMS communication, view-access to notes, and review the history of applicant activity.
  • Manage Applicants: When checked, the user will have access to manage applicants such as moving them to a stage or other opening. They also can edit applicant data fields or communicate with the application within the Applicant Profile.
  • Add or Import Applicants: When checked, the user will have the ability to manually add an applicant or import a set of applicants to an opening via CSV.
  • Delete Applicants: When checked, the user will have the ability to remove applicants entirely from the Fountain platform.

• Manage Openings, Locations, & Positions: Unchecking the Manage Openings checkbox will prohibit the user from creating anything related to positions, locations, location groups, or openings.

  • Edit Openings, Locations, and Positions: When checked, the user will have access to workflows and the stages within those workflows. The user will be able to create, edit, or delete stages, and any workflow automation based on integrations. This permission does not allow the user to create new openings.
  • Create Openings, Locations, and Positions: When checked, the user will have the ability to create and manage new openings, positions, locations, and location groups. Please note: if you want the user to be able to create openings, ensure this checkbox is checked.
  • Manage Hiring Goals: When checked, the user will be able to update or upload Hiring Goals. Please note: you must have Hiring Goals enabled in the account to use Hiring Goals.
  • Bulk edit: When checked, the user will be able to make bulk updates to Openings and workflows. For more information on Fountain's bulk edit functionality review this article.

• Access Scheduling Tools:

  • Manage own sessions applicants: When checked, the user will be able to add or remove applicants to their own availability sessions.
  • Manage own availability slots: When checked, the user will be able to add new availability to the calendar and assign the availability to themselves.
  • Manage sessions and slots for all users: When checked, the user will be able to add new availability to the calendar and assign the availability to any user existing in your Fountain account.

• Send Emails on Behalf of Other Users: When checked, the user will have the ability to send email communications to applicants on behalf of other users.

• Use Fountain Messenger: When checked, the user will have access to the Fountain Message Center to communicate and interact with applicants.

• Access Secure Data: When checked, the user will be able to view and edit any data field marked as "Secure" (PII), for example: SSN, banking info, passport info, etc.

• Access Secure Data Collection Files: When un-checked, users will NOT be able to see any applicant-provided files. Please note: all files provided by an applicant are considered secure files. There is no option to make files non-secure. Users with this permission will be able to view secure files in the Applicant's Profile. The files will be hidden for the users without permission to Access Secure Files. Note: General users who do not have Admin permissions are NOT able to download applicant files from Fountain.

• Access I-9 Files: When checked, the user will have access to view files associated with an I-9 stage.

• Access W4 Files: When checked, the user will have access to view files associated with a W4 stage.

• Access Signed Documents: When checked, the user will have access to view files associated with a Document Signing stage.

Workflows

Workflows permissions give users the ability to view, create, and/or edit all workflows.

• Manage workflows: When checked, users will be able to view or create and edit all workflows.
  • View workflows: When checked, users will be able to view, but not create or edit, available workflows.
  • Create and edit all workflows: When checked, users will be able to view, create, and edit all workflows.

Posthire

Posthire permissions give users access to Fountain's Posthire screen. Post Hire is a legacy feature and is in the process of being deprecated.

• View and Act on Workers:
  • View Workers: When checked, the user will be able to view the Worker Table in Posthire, which includes workers' names, phone numbers, any recurring checks that are being run, etc.
  • Manage Workers: When checked, the user will be able to use the Actions button in the Worker Table to send email or SMS messages, request information, deactivate, or delete workers.
• Manage Recurring Checks: When checked, the user will be able to add, edit, and delete both recurring checks for data collection and background checks in Posthire.