Who it’s for: Administrators
Platform: Sense Portal for ATS
Available on: Elite and Enterprise plans, or Professional plan with ATS add-on
Before you begin
Make sure you:
☑️ Have access to Sense Portal
☑️ Know which users need ATS access
☑️ Know which ATS access level each user should have
☑️ Understand what each ATS access level should be allowed to do
🖊️ Note: You can access Sense Portal directly from the Product Switcher
⚠️ Important: ATS access controls what users can do with vacancy and application data. Review access carefully before saving changes.
Overview
Managing ATS access is a two-step process in Sense Portal.
Use Team Access to turn on ATS access for a user and select their ATS access level.
Use Settings > Products > ATS to configure what each ATS access level can do.
This means user assignment and access level configuration are managed separately.
Use Team Access to decide who has ATS access.
Use Settings > Products > ATS to decide what each ATS access level allows.
Navigation paths
Assign ATS access to a user:
Sense Portal > Team Access
Configure ATS access levels:
Sense Portal > Settings > Products > ATS
How ATS access works
ATS access has two parts.
User access
User access controls whether a person can access ATS with their Sense Workplace login credentials and open ATS from the Product Switcher.
This is managed in Team Access.
Access level permissions
Access level permissions control what users assigned to each ATS access level can do inside ATS.
This is configured in Settings > Products > ATS.
🖊️ Note: Only one ATS access level can be selected per user.
Step 1: Give a user ATS access
Open Sense Portal.
Select Team Access from the left-hand menu.
Find and select the user you want to update.
Turn on ATS access.
Select the required ATS access level for the user.
Select Save changes.
✅ The user can access ATS using their Sense Workplace login credentials and open ATS from the Product Switcher.
Step 2: Configure ATS access levels
Open Sense Portal.
Select Settings from the left-hand menu.
Select Products.
Select ATS.
Choose the access level you want to configure.
Review the available permission groups.
Turn permissions ON or OFF as needed.
Select Save changes.
✅ The ATS access level is updated.
Users assigned to that access level will follow the updated permissions.
🖊️ Note: Changes to an ATS access level apply to all users assigned to that level.
ATS permission groups
ATS permissions are grouped by area.
The current ATS permission groups include:
Vacancy
Application
Settings
Pipeline
Each group contains actions that control what the access level can do in that area.
Actions include permissions such as:
create
read
update
delete
approve
hire
access assigned records
🖊️ Note: The exact permissions available depend on the ATS access level and may change as ATS access control develops.
Assigned record permissions
Some ATS permissions apply only to assigned records.
For example, you may want the Vacancy Manager access level to allow a user to view or update only vacancies or applications assigned to them, without giving wider access to all records.
In ATS, assigned records are records where the user is assigned to the hiring team.
Use assigned-record permissions when users only need access to their own assigned vacancies, applications, or hiring work.
⚠️ Caution: Admin access levels
For Admin access levels, it is recommended that permissions use the full action, such as create, rather than the assigned-record version, such as create.assigned.
Using assigned-record permissions for an Admin access level may limit admin visibility and prevent admins from accessing all records.
Good practice
Before giving someone ATS access or changing ATS access levels, consider:
which users need ATS access
which access level each user should have
whether the access level gives access to sensitive applicant data
whether the user should access all records or only assigned records
whether the change affects vacancy approval, application handling, or hiring workflows
Basic Troubleshooting
A user cannot access ATS
Check that:
your organisation is licensed for ATS
ATS access is turned ON for the user in Sense Portal > Team Access
an ATS access level has been selected
Save changes was clicked
the user has logged out and back in to refresh their session
A user has the wrong ATS access level
Go to Sense Portal > Team Access, select the user, and confirm the correct ATS access level is selected.
Only one ATS access level can be selected.
A user can open ATS but cannot perform an action
Check the permissions for their ATS access level in:
Sense Portal > Settings > Products > ATS
Make sure the relevant permission group and action are enabled.
A user can only see assigned records
Check whether their ATS access level uses assigned-record permissions.
This may be expected if the user should only access vacancies or applications assigned to them.
ATS is not available in Team Access or Product settings
The products shown in Portal depend on your organisation’s licences.
If your organisation is not licensed for ATS, it will not be available to assign in Team Access or configure in Product settings.
If you believe ATS should be available, contact Sense Support or your Sense account contact.
An ATS admin cannot see all records
Check whether the Admin access level uses assigned-record permissions.
Assigned-record permissions, such as read.assigned, create.assigned, or update.assigned, limit access to records where the user is assigned to the hiring team.
For Admin access levels, use the full permission action, such as read, create, or update, where full visibility is required.
🖊️ Note: Assigned-record permissions are usually better suited to access levels such as Vacancy Manager, where users should only work with vacancies or applications assigned to them.
Summary
Managing ATS access is a two-step process.
Use Team Access to give a user ATS access and select their ATS access level.
Use Settings > Products > ATS to configure what each ATS access level can do.
Changes to an ATS access level configuration apply to all users assigned to that access level.