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Company roles & permissions

Learn how Recruit roles and permissions work at the company level

Updated over 2 months ago

Plan: All plans

Role: Admin ✧ Owner ✧ IT Manager


Recruit offers seven different company roles, each with specific permissions that define what teammates can view and do, both at the position and company levels.

You can assign these roles to teammates in your organization’s account on the Teammates page.

πŸ’‘ Tip: Learn how roles and permissions work at the position level in Recruit.

Roles and permissions logic

In Recruit, teammates can be assigned multiple roles at both the Company and Position levels. This section explains how permissions work specifically at the company level:

  • Every teammate must have a non-recruiting role at the company level. By default, this is Teammate, but it can also be Management or IT Manager.

  • Recruiting roles at the company level are optional. Users can have only a non-recruiting role if needed.

  • If a user is assigned multiple company-level roles, the role with the highest permissions applies.

Roles managed on the company level

At the company level in Recruit, there are two types of roles:

Recruiting roles

These roles define what users can do across positions and in company settings:

  • Owner: Full access to all company settings, positions (including discreet ones), and teammate management.

  • Admin: Full access to company settings and all positions, except discreet ones unless assigned a position role.

  • Recruiter: Can access non-discreet positions. Has full access only to positions where they’re assigned as a Recruiter. No access to company settings.

  • Recruiting coordinator: Manages hiring processes for specific positions where assigned. No access to positions they’re not part of and no access to company settings.

Non-recruiting roles

On the company level, following are the relevant non-recruiting roles:

  • Management: Read-only access to all positions and candidates, plus access to reports. Best for executives or stakeholders who need visibility but don’t manage hiring.

  • IT manager: Can manage company settings and deactivate users. No access to positions or candidate data.

  • Teammate: Has the most basic access in Recruit. Can be assigned specific roles at the position level (e.g., Hiring Manager or Interviewer), but otherwise has no access to the broader system.

Customizing permissions

Plan: All legacy plans, new Recruit Growth and Enterprise

Role: Admin ✧ Owner ✧ IT Manager


In addition to the default roles offered by Recruit, Owners and Admins can customize some permissions by role. To update permissions, go to Settings > System > Permissions.

Permissions matrices

This section describes the permissions, how they're configured out-of-the-box, and whether they can be customized.

Hiring basics

πŸ—‚οΈ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • βš™οΈŽ – Can be customized in company settings

Owner

Admin

Recruiter

RC

Manager

IT

Team

Add candidates

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βœ…

βœ…

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βœ…

βœ…

βœ…

Add positions

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βœ…

βœ…

βœ…

βš™οΈ

βš™οΈ

βš™οΈ

See all discreet positions

βœ…

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❌

See all positions (except discreet)

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βœ…

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βœ…

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See all candidates (except discreet)

βœ…

βœ…

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βœ…

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See hired candidates

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βœ…

❌

❌

❌

❌

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Move candidate from a closed position or a pool position

βœ…

βœ…

βœ…

βœ…

❌

❌

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Modify sources

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

Edit position workflow

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

Edit candidate workflow

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

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Resolve duplicates without being a member of the hiring team

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

See candidate evaluations without being a member of the position hiring team

βœ…

βœ…

βš™οΈ

βš™οΈ

βš™οΈ

❌

❌

Move former candidate to a new position without being part of the position hiring team

βœ…

βœ…

βš™οΈ

❌

❌

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Add candidate to a new position without being part of the position hiring team

βœ…

βœ…

βš™οΈ

❌

❌

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Delete approved/disapproved openings

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❌

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Delete openings that have not been sent for approval

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Delete openings pending approval

❌

❌

❌

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Delete hired openings

❌

❌

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❌

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Bypass the need for approval after making changes to already approved openings

βœ…

βœ…

❌

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Recruiting tools

πŸ—‚οΈ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • βš™οΈŽ – Can be customized in company settings

Owner

Admin

Recruiter

RC

Manager

IT

Team

Personal interview questions

βœ…

βœ…

βœ…

βœ…

βœ…

βœ…

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Access reports

βœ…

βœ…

βœ…

βœ…

βœ…

βš™οΈ

βš™οΈ

Access candidate voice data

βœ…

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

Advanced search

βœ…

βœ…

βœ…

βœ…

❌

βœ…

❌

Manage questionnaires

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

View and manage diversity surveys

βœ…

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

Company settings

βœ…

βœ…

❌

❌

❌

βœ…

❌

View EEOC data

βœ…

βœ…

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

βš™οΈ

Email templates

πŸ—‚οΈ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • βš™οΈŽ – Can be customized in company settings

Owner

Admin

Recruiter

RC

Manager

IT

Team

Personal templates

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βœ…

βœ…

βœ…

βœ…

βœ…

βœ…

Company templates

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

View system templates

βœ…

βœ…

βœ…

βœ…

❌

❌

❌

Modify system templates

βœ…

βœ…

βš™οΈ

βš™οΈ

❌

❌

❌

Managing teammates

πŸ—‚οΈ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • βš™οΈŽ – Can be customized in company settings

Owner

Admin

Recruiter

RC

Manager

IT

Team

Add teammates

βœ…

βœ…

βœ…

βœ…

βœ…

βœ…

βœ…

View teammates

βœ…

βœ…

❌

❌

βœ…

βœ…

❌

Deactivate teammates

βœ…

βœ…

❌

❌

❌

βœ…

❌

Edit teammateΒ profiles

βœ…

βœ…

❌

❌

❌

βœ…

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Edit teammate roles

βœ…

βœ…

❌

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Account settings

Account settings are those settings that can be configured from the Settings area of your organization's account. Only the following roles can navigate to this area:

  • Owner

  • Admin

  • IT Manager

Owner

Admin

IT Manager

Account settings (except for those items listed in this table)

βœ…

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Create new candidate fields

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Edit and delete existing candidate fields

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Manage offer templates

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Authentication security

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❌

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Configure access to Recruit support

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❌

❌

Have more questions? Contact us at recruit.support@sparkhire.com

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