Roles and Permissions

Roles and Permissions

Control what team members can access and modify with role-based permissions.

Why Roles Matter

Different team members need different access levels:

• Admins: Full control for founders/HR leads
• Hiring Managers: Campaign ownership for department heads
• Recruiters: Operational access for recruiting coordinators
• Reviewers: View-only for interview panelists

Proper role assignment ensures security while enabling collaboration.

Available Roles

Admin

Who needs this: Organization owners, HR directors, founders

Can do:

• ✅ All hiring manager capabilities
• ✅ Invite and remove team members
• ✅ Manage billing and subscription
• ✅ Configure organization settings
• ✅ Access all campaigns automatically
• ✅ Delete campaigns and candidates
• ✅ Export all organizational data
• ✅ View audit logs

Cannot do:

• ❌ Nothing—full access

Recommendation: Limit to 1-2 people maximum.

Hiring Manager

Who needs this: Department heads, team leads, senior managers

Can do:

• ✅ Create new campaigns
• ✅ Configure campaign settings
• ✅ Add and remove candidates
• ✅ Request assessments
• ✅ View all assessment results
• ✅ Export campaign data
• ✅ Invite team members to specific campaigns
• ✅ Delete candidates from their campaigns
• ✅ Archive campaigns they own

Cannot do:

• ❌ Access campaigns they're not assigned to
• ❌ Manage organization members
• ❌ Change billing settings
• ❌ Delete other managers' campaigns
• ❌ View org-wide analytics

Recommendation: Assign to anyone leading a hiring effort.

Recruiter

Who needs this: Recruiting coordinators, sourcers, talent acquisition

Can do:

• ✅ Add candidates to assigned campaigns
• ✅ Edit candidate information
• ✅ Upload resumes and documents
• ✅ Request assessments
• ✅ View assessment results
• ✅ Add comments on candidates
• ✅ Change candidate status
• ✅ Use comparison tools
• ✅ Export candidate data

Cannot do:

• ❌ Create new campaigns
• ❌ Modify campaign settings
• ❌ Delete candidates (can change status instead)
• ❌ Invite team members
• ❌ Archive campaigns
• ❌ Access unassigned campaigns

Recommendation: Best for operational team members handling candidate pipeline.

Reviewer

Who needs this: Interview panelists, advisors, occasional contributors

Can do:

• ✅ View assigned campaigns
• ✅ View candidates and assessments
• ✅ Read agent reports
• ✅ Add comments on candidates
• ✅ Export individual candidate PDFs
• ✅ Use comparison tools (view only)

Cannot do:

• ❌ Add or edit candidates
• ❌ Request assessments
• ❌ Change candidate status
• ❌ Modify campaign settings
• ❌ Create campaigns
• ❌ Bulk export data
• ❌ Invite others

Recommendation: Ideal for giving visibility without editing power.

Permission Matrix

Action	Admin	Hiring Manager	Recruiter	Reviewer
Organization
Manage members	✅	❌	❌	❌
Billing settings	✅	❌	❌	❌
Org settings	✅	Limited	❌	❌
Campaigns
Create campaign	✅	✅	❌	❌
Edit campaign settings	✅	Own only	❌	❌
Archive campaign	✅	Own only	❌	❌
Delete campaign	✅	Own only	❌	❌
Candidates
Add candidates	✅	✅	✅	❌
Edit candidates	✅	✅	✅	❌
Delete candidates	✅	✅	❌	❌
View candidates	✅	✅	✅	✅
Assessments
Request assessment	✅	✅	✅	❌
View assessments	✅	✅	✅	✅
Collaboration
Add comments	✅	✅	✅	✅
Share candidates	✅	✅	✅	View only
Data Export
Export candidates	✅	✅	✅	Limited
Bulk export	✅	✅	❌	❌

Changing Roles

Updating a Team Member's Role

1. Go to Team Members page
2. Find the member
3. Click menu (•••) → "Change Role"
4. Select new role
5. Confirm change

Changes take effect immediately.

When to Upgrade Roles

Recruiter → Hiring Manager:

• When they need to own a campaign
• Leading a hiring initiative
• Need to configure evaluation criteria

Reviewer → Recruiter:

• When they need to add candidates
• Taking more active role
• Joining recruiting team

When to Downgrade Roles

Hiring Manager → Reviewer:

• Campaign completed
• Moving to advisory role
• Reducing responsibilities

Admin → Hiring Manager:

• No longer needs org-wide access
• Focus on specific campaigns only
• Principle of least privilege

Campaign-Specific Access

Even within roles, you can limit campaign access.

Granting Campaign Access

1. Open campaign settings
2. Go to "Team Access" tab
3. Click "Add Member"
4. Select team member
5. Choose their campaign-specific role:
   • Owner (can modify settings)
   • Contributor (can add/edit candidates)
   • Viewer (read-only for this campaign)
6. Save

Removing Campaign Access

1. Campaign settings → Team Access
2. Find member in list
3. Click "Remove Access"

They retain organization membership but can't access this campaign.

Custom Permissions (Enterprise)

Enterprise plans can create custom roles:

1. Organization settings → "Roles"
2. Click "Create Custom Role"
3. Name the role (e.g., "Contract Recruiter")
4. Select specific permissions
5. Save and assign to members

Use cases:

• External contractors with limited access
• Compliance roles (view only + export)
• Specialized workflows

Permission Inheritance

Organization-Level

Set default role when inviting to organization.

Campaign-Level

Can be more or less permissive than org role:

• Org: Reviewer → Campaign: Contributor (upgraded for this campaign)
• Org: Hiring Manager → Campaign: Viewer (downgraded for this campaign)

Campaign permissions override organization permissions for that campaign.

Best Practices

Least privilege principle: Start with minimal access, grant more as needed.

Role clarity: Explain roles when inviting members so they know what they can do.

Regular review: Quarterly audit of who has what access and why.

Document standards: Create your own guide for when to assign each role.

Remove promptly: When team members leave, remove access same day.

Common Role Assignments

Small Startup (5 people)

• Founder: Admin
• Head of Engineering: Hiring Manager
• 3 team members: Reviewer

Mid-Size Company (50 people)

• HR Director: Admin
• 5 Department Heads: Hiring Manager
• 3 Recruiters: Recruiter
• 15 Interview Panelists: Reviewer (access to relevant campaigns)

Enterprise (500+ people)

• CHRO: Admin
• VP HR: Admin
• 20 Hiring Managers: Hiring Manager
• 10 Recruiting Coordinators: Recruiter
• 100+ Interviewers: Reviewer (campaign-specific)

Security Implications

Admin Role Security

Admins can:

• See all financial data
• Delete entire campaigns
• Remove other members
• Access all candidate PII

Protect this role: Use 2FA, strong passwords, limit to trusted individuals.

Data Access by Role

PII access:

• Admin, Hiring Manager, Recruiter: Full candidate PII
• Reviewer: Full PII for assigned campaigns only

Financial data:

• Admin only

Audit logs:

• Admin only

Next Steps

• Invite team members with appropriate roles
• Share candidates for collaboration
• Set up team communication workflows

Quick Reference

Need to: Create campaigns → Assign: Hiring Manager

Need to: Add many candidates → Assign: Recruiter

Need to: Just review and comment → Assign: Reviewer

Need to: Manage organization → Assign: Admin