This article is for administrators, staffing users, and standard users.
Recruiting User Types
These are the primary user types in Recruiting, categorized as either licensed or unlicensed:
Admin (Licensed)
- Is the administrator of your company's Recruiting app and responsible for the management and configuration of it.
- Has all possible (unlimited) access to Recruiting.
Staffing User (Licensed)
- Internal recruiter, staffing manager, or HR manager in an organization.
- Works directly with hiring managers to drive the recruiting process, so they must have access to almost all jobs. However, unlike Admins, they do not generally manage or configure Recruiting.
Standard User (Unlicensed)
- Hiring manager who acts as a decision maker during the recruiting process.
- They usually manage only the jobs they are assigned to.
- All higher-level decisions and setups in Recruiting are handled by their Staffing Users or Admins.
Capabilities by User Type
Other User Roles and Permissions
Apart from the basic user types, users can be assigned to these jobs under the category, Different Roles, which affects how much they can edit the candidates or jobs they are assigned to:
Hiring Managers (Standard or Licensed Users)
- Are responsible for managing a job and the candidates in that job.
- Have full viewing rights and receive alerts concerning candidates and jobs they are assigned to as users.
Recruiters (Licensed Users Only)
- Have the same responsibilities and abilities as the hiring managers, but only licensed users can be placed in the recruiter category.
- Admins on the recruiters list are automatically assigned as a recruiter on newly created jobs.
Executives (Standard or Licensed Users)
- Have full viewing privileges for both candidates and the job.
Team Members (Standard or Licensed Users)
- View and edit candidate profiles.
- Do not have budget viewing availability.
Candidate Profile Capabilities for Other User Roles
Job Details Capabilities for Other User Roles
Frequently Asked Questions (FAQ)
Is there a read-only role that allows users to view candidates without making changes or interacting with them?
No, all user types: Standard, Staffing, and Admin, have the ability to interact with candidate records once they're assigned to a job. This includes changing evaluation stages and other interactions.
Can Standard Users be restricted from seeing jobs unless they're specifically assigned to them?
- Yes.
- Admin or Staffing User can control this visibility by going to Admin > Company Settings > Candidate Hiding > Hide ALL Candidates from Standard Users.
- Enabling this setting makes sure Standard Users only see jobs that they're assigned to manage.
- All other jobs will be hidden from their view. This can be particularly helpful if you have franchise locations, plants, campuses, etc., that are unique, with entirely unique hiring teams.
When is the Executive role appropriate?
- The Executive role is ideal for individuals who want access to job and candidate details but don't need to be involved in daily activities.
- They won't receive notifications or alerts as candidates progress, but they can log in at any time to view all job and candidate information.
- The role suits stakeholders who prefer to stay informed without active participation.
When should someone be assigned the Team Member role?
- This role is best for users who aren't involved in the day-to-day management of a job but might participate in interviews.
- Team Members can view job and candidate details, including resumes, applications, and team notes, and provide feedback after interviews.
- Like Executives, they won't receive notifications or alerts.
What are the key differences between Admin and Staffing users?
- Admin users have full system access. They can view and manage all data, including sensitive EEO information, and have the ability to delete records.
- Staffing users have more limited access, but can still manage many operational tasks, even if they're not assigned to manage a particular job (and its pool of candidates).
- They can access specific configuration settings and, depending on permissions granted, may be able to send offer letters, initiate background checks, transfer hires, and act as Approval Managers for workflows like job and offer approvals.
Updated: September 1st, 2025 6791 views 0 likes