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How to Manage Permission Settings

Control access with role-based permissions to protect sensitive data.

Permission Guidelines by Role

Role Scenario Recommended Access
New recruiter Learning the platform Recruiter on assigned openings
Experienced recruiter Day-to-day pipeline management Recruiter on their openings
Hiring manager Designs interviews, manages team Job Owner on their openings
HR admin Billing, settings, org-wide control Account Admin
External agency Limited openings only Recruiter on specific openings
Stakeholder / Observer Needs visibility only Viewer on relevant openings

Organisation-Level vs Job-Level Access

Organisation-Level Roles

Apply to the entire platform:

Role Capabilities
Account Admin Full access to all features, settings, and every opening
Member Access only to openings they are explicitly assigned to

Job-Level Roles

Assigned per opening to control what a member can do within that opening:

Role Capabilities
Job Owner Full control — edit plans, manage team, configure settings
Recruiter Pipeline management — invite candidates, view plans, export data
Viewer Read-only — view candidates and results

Setting Up Job-Level Access

Adding Team Members to an Opening

  1. Open the opening and go to the Team Members tab
  2. Click "Add Member"
  3. Search for the team member
  4. Select their role (Job Owner, Recruiter, or Viewer)
  5. Click "Add"

Changing a Role

  1. Open the opening's Team Members tab
  2. Find the team member
  3. Click on their current role
  4. Select the new role

Removing Access

  1. Open the opening's Team Members tab
  2. Find the team member
  3. Click "Remove"
  4. Confirm the action

When to Use Job-Level Restrictions

Scenario Use Restriction? Why
Confidential executive search Yes Limit visibility to senior team
Department-specific hiring Yes Only relevant team needs access
General open positions No Broad team collaboration helpful
External agency involvement Yes Limit to specific assigned roles
Sensitive salary information Yes Protect compensation data

Access Control Best Practices

Principle of Least Privilege

Key Principle

Give users only the minimum access they need to do their job. Start with Recruiter or Viewer and upgrade as needed.

Benefits:

  • Reduces risk of accidental changes
  • Protects sensitive candidate data
  • Simplifies compliance audits
  • Clear accountability for actions

Regular Access Reviews

Frequency Task
Monthly Review active user list
Quarterly Audit job-level permissions
On role change Update permissions immediately
On departure Remove access same day

Audit Trail

We log all actions for compliance:

What's Tracked

  • User login/logout times
  • Candidate data access
  • Interview plan modifications
  • Status changes
  • Email communications
  • Export activities

Accessing Audit Logs

  1. Go to Settings (Account Admin only)
  2. Select Audit Log
  3. Filter by user, action, or date
  4. Export if needed

Compliance Considerations

GDPR (the European data privacy regulation)

  • Candidates can request their data
  • Data must be deletable on request
  • Access must be logged
  • Only necessary data should be collected

SOC 2 (a security certification standard)

  • Role-based access control with granular permissions
  • Audit logging enabled
  • Regular access reviews
  • Incident response procedures

Common Permission Scenarios

Scenario 1: External Recruiter

An external recruiting agency needs to help with hiring.

Setup:

  1. Add them as a Member at the organisation level
  2. Assign Recruiter role on specific openings only
  3. They can invite candidates and view results but cannot edit plans or manage team
  4. Review access monthly

Scenario 2: Hiring Manager

A department head needs to design and review interviews.

Setup:

  1. Add them as a Member at the organisation level
  2. Assign Job Owner role on their department's openings
  3. They get full control over their openings with no access to other departments
  4. Regular permission audits

Scenario 3: Interview Observer

A team member needs to watch interviews but not make decisions.

Setup:

  1. Add them as a Member at the organisation level
  2. Assign Viewer role on relevant openings
  3. They can view candidates and results but cannot take any actions
  4. Can view recordings and scores

FAQ

Can a Recruiter create jobs?

A Recruiter gains the ability to create new jobs once they are also a Job Owner on at least one opening.

Can I have multiple Account Admins?

Yes. You can have as many admins as needed, but we recommend limiting admin access to those who truly need it.

What happens when someone leaves the company?

Remove their access immediately via Organisation Users. Their actions remain in the audit log.

How do I check what permissions each role has?

Use the Role Guide button on the Organisation Users or Team Members page. It shows a visual comparison of all roles and permissions.