Every member of your workspace has one role. The role decides what they can see and do. For the odd person who needs a little more or a little less, you can change single permissions for them without inventing a new role.
The five roles
Pick the role that matches what the person does. Most teams never need anything else.
| Role | Meant for |
|---|---|
| Owner | Full access to everything. The person who set up the workspace starts as its Owner. |
| Admin | Administer the org, team, jobs and applicants. Same access as an Owner, apart from the owner protections below. |
| Recruiter | Manage jobs, applicants and interviews. Everything except managing the team, branding, billing and workspace settings. |
| Hiring Manager | Review applicants and take part in interviews. Cannot create jobs or make hire and reject decisions. |
| Viewer | Read-only access to jobs and applicants. |
What each role can do
Behind the roles are 18 separate permissions. This is how the roles map onto them:
| Permission | What it allows | Owner, Admin | Recruiter | Hiring Manager | Viewer |
|---|---|---|---|---|---|
| Org settings | Workspace-wide administration, such as scheduled report emails and building hiring processes | Yes | No | No | No |
| Companies and branding | Edit logos, colours and the careers page | Yes | No | No | No |
| See the team | View team members and invitations | Yes | Yes | Yes | Yes |
| Manage the team | Invite, edit and remove members and their permissions | Yes | No | No | No |
| See jobs | View jobs | Yes | Yes | Yes | Yes |
| Manage jobs | Create, edit, close and delete jobs | Yes | Yes | No | No |
| See applications | View applications and scorecards | Yes | Yes | Yes | Yes |
| Review applications | Move candidates through pipeline stages | Yes | Yes | Yes | No |
| Hire and reject | Make hire and reject decisions | Yes | Yes | No | No |
| Bulk import | Import candidates in bulk from CV files | Yes | Yes | No | No |
| Interviews | Schedule and manage interviews | Yes | Yes | Yes | No |
| Pipeline stages | Configure pipeline stages | Yes | Yes | No | No |
| Screening setup | Configure the screening profile and thresholds | Yes | Yes | No | No |
| Talent pool | See talent-pool suggestions and introductions | Yes | Yes | Yes | Yes |
| Org chart | Manage the organisation chart | Yes | Yes | No | No |
| Job visuals | Create AI job visuals, spending the workspace's credits | Yes | Yes | No | No |
| Delete candidate data | Delete everything the workspace holds about a person. See The candidate Pool | Yes | No | No | No |
| Billing | See usage and manage the subscription | Yes | No | No | No |
These rules are enforced by the database itself, not only by hiding buttons. Someone without a permission cannot reach the data behind it by any route, even if they know the address of a page.
Roles are explained where you choose them
Whenever you pick a role, when inviting someone or changing their role, a grey box under the picker spells out what the person will be able to do and what they will not.
Full access: everything, including the team, billing and org settings.
Can: See the team · See jobs · Manage jobs · See applications · Review applications · Hire and reject · Bulk import · Interviews · Pipeline stages · Screening setup · Talent pool · Org chart
No access: Org settings · Companies and branding · Manage the team · Billing · Job visuals · Delete candidate data
Can: See the team · See jobs · See applications · Review applications · Interviews · Talent pool
No access: Org settings · Companies and branding · Manage the team · Manage jobs · Hire and reject · Bulk import · Pipeline stages · Screening setup · Org chart · Billing · Job visuals · Delete candidate data
Can: See the team · See jobs · See applications · Talent pool
No access: Org settings · Companies and branding · Manage the team · Manage jobs · Review applications · Hire and reject · Bulk import · Interviews · Pipeline stages · Screening setup · Org chart · Billing · Job visuals · Delete candidate data
Change someone's role
- Go to SettingsTeam & permissions.
- Select the menu at the end of the person's row, then Change role & scope.
- Pick the new Role, check the summary, and select Save.
The change applies straight away.
Limit someone to certain companies
If your workspace runs hiring for more than one company, you can limit a member to the companies they work for. In the same dialog, choose Specific companies under Scope and tick the companies. They then only see and work on those companies' jobs and candidates. The team page shows their scope as the number of companies instead of Org-wide.
See Multiple companies.
Give one person an exception
Sometimes a role is almost right. A hiring manager who also imports CVs, say, or a recruiter who should not make final decisions. Use an override for that one permission instead of changing their role.
- In the person's row menu, select Edit permission overrides.
- Each permission shows whether their role includes it (in role or not in role). Set the one you want to change to Allow or Deny. Leave the rest on Inherit.
- Check the summary at the top, then select Save.
Overrides sit on top of the Hiring Manager role: Allow grants a permission the role lacks, Deny revokes one it has.
Can: See the team · See jobs · See applications · Review applications · Bulk import · Interviews · Talent pool
No access: Org settings · Companies and branding · Manage the team · Manage jobs · Hire and reject · Pipeline stages · Screening setup · Org chart · Billing · Job visuals · Delete candidate data
Includes 1 override on top of the Hiring Manager role.
Step 1: Summary
What this person ends up with: their role, plus anything you allowed, minus anything you denied. It ends with how many overrides sit on top of the role.
Step 2: Overrides
One row per permission. Inherit follows the role, Allow grants it, Deny removes it.
On the team page, the Overrides column shows how many each person has. You can also set overrides while inviting someone, under Permission overrides (optional).
There is no way to create your own named roles in the app. Overrides cover the same need for individual people.
Owner protections
A workspace can never be left without an Owner.
- The last Owner cannot be removed or given another role. Their row shows a lock with the explanation This is the only owner. An organization must always have one.
- Only an Owner can change or remove another Owner, and only an Owner can make someone an Owner, by invitation or by role change.
- An Owner's permissions cannot be overridden. The role is full access by definition.
To hand over ownership, make the new person an Owner first. Once there are two, the previous Owner can be changed to another role.
Remove a member
In the person's row menu, select Remove from organization, then Remove member. They lose access immediately. Everything they did, such as notes, stage moves and decisions, stays on record. You cannot remove yourself: to go, leave the workspace instead.
Leave a workspace
Anyone can leave a workspace on their own, whatever their role, and needs no Owner or Admin for it.
- Open the menu on your own row (marked (you)), or the account menu under your initials, and select Leave workspace.
- Confirm with Leave workspace.
You lose access at once and land in your next workspace. Your past work stays on record, and an Owner or Admin can invite you again. The last Owner cannot leave: give someone else the Owner role first. See Switch, create and leave workspaces.