Who can do this:
Configure your users in 5 steps:
2.1: Add new users
Make sure that all meeting organizers, talent team members, and other interviewers are Gong users, meaning they have been provisioned in Gong.
Learn how to add users to Gong.
2.2: Create permission profiles
We recommend setting up dedicated permission profiles for each recruitment role to stay on top of access permissions, and to easily make updates if necessary.
When connecting an ATS to Gong, recruiters and managers with access permissions to the dedicated recruiting workspace are automatically given access to any interview recordings with candidates that apply to jobs they are responsible for, regardless of their profile settings.
The 3 profiles we recommend starting off with are for each member of the recruiting team, based on their role:
To create permission profiles with recruiting settings:
Recruitment team: assign this profile to people who schedule interviews, including recruiters and talent acquisition leaders
Manager: assign to this profile to anyone who is hiring for a position on their team
Interviewers: assign this profile to anyone else who will interview the candidate for any particular position
Set up permission profiles for the recruiting workspace in the usual way, but with special consideration for recruiting settings, as described in the following steps.
In the Call and emails actions section, give the recruitment team profile (for schedulers in particular) permission to Manually schedule & upload, so that they can always use the assistant to record interviews that would not be recorded automatically due to other settings.
(Optional) Check Set calls they own as private in order to allow the interview host to restrict access to an interview when it’s sensitive or contains sensitive subjects.
(Optional) Check Delete calls in order to allow people with this permission to delete an interview if needed.
In the Calls section, set the default call access permission for each profile:
We recommend the following settings as a starting point:
View calls of
Should be able to
View all calls and all actions, including creating and editing trackers
Standard team member (recruiter)
TA team member
Most actions (consider permissions to download or delete recordings)
View all recorded interviews and areas in Gong
People manager (for example, VP sales)
People who report to them or specific teams
Conversations (consider adding Insights)
The minimum required
Conduct interviews and view interviews of anyone on their team (or a specific team) to provide guidance and drive alignment
All other interviewers and hiring managers
The minimum required
Interview candidates (other interviews can be shared with them based on needs). Hiring managers will automatically gain access to interviews for jobs that they are hiring for.
Don’t forget that people can give access to selected interviews by sharing the interview or mentioning others in comments.
As you use Gong Recruiting more and more, you may consider setting up additional permission profiles for nuanced roles in the recruiting process, for different departments, and so on.
2.3: Assign permission profiles
We recommend giving everyone who is part of the hiring process, from recruiters and talent acquisition to managers and interviewers, access to the recruiting workspace so they can all collaborate with one another on recorded interviews. You do so by assigning them a relevant permission profile for the workspace.
(1) Anyone with access to the dedicated recruiting workspace also has access to calls shared with them, calls where they are mentioned in a comment, or calls in library folders they have access to.
This step must be completed AFTER you’ve set up permission profiles for recruiting.
In your company settings page, click Team Members.
Locate the person you want to add to the recruiting workspace, and click their name.
PRO TIP: To add a team, click next to the manager's name, and then change the settings for everyone on their team.
In the Work and permission settings section, add the recruiting workspace and assign the relevant permission profile to govern what the user can see and do in the workspace.
2.4: Complete user set up
After you have set up users in the recruiting workspace, there may be some final set up to be done by each user. Each user will be guided on how to complete their set up the first time they sign into Gong. Typically, this needs to be done by anyone who is new to Gong, and includes connecting their calendar.