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Company roles & permissions

Laura Dominoni
Laura Dominoni
  • Updated

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.

💡 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: Growth, 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 > Access > Permissions.

Permissions matrices

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

Hiring basics

🗂️ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • ⚙︎ – Can be customized in company settings

 

Owner

Admin

Recruiter

RC

Manager

IT

Team

Add candidates

✅

✅

✅

✅

✅

✅

✅

Add positions

✅

✅

✅

✅

⚙️

⚙️

⚙️

See all discreet positions

✅

❌

❌

❌

❌

❌

❌

See all positions (except discreet)

✅

✅

✅

❌

✅

❌

❌

See all candidates (except discreet)

✅

✅

✅

❌

✅

❌

❌

See hired candidates' activity logs

✅

✅

❌

❌

❌

❌

❌
See hired candidates' profiles, workflows, and application and position tabs. ✅ ✅ ❌ ❌ ✅ ❌ ❌

Move candidate from a closed position or a pool position

✅

✅

✅

✅

❌

❌

❌

Modify sources

✅

✅

⚙️

⚙️

❌

❌

❌

Edit position workflow

✅

✅

⚙️

⚙️

❌

❌

❌

Edit candidate workflow

✅

✅

⚙️

⚙️

❌

❌

❌

Resolve duplicates without being a member of the hiring team

✅

✅

⚙️

⚙️

❌

❌

❌

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

✅

✅

⚙️

⚙️

⚙️

❌

❌

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

✅

✅

⚙️

❌

❌

❌

❌

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

✅

✅

⚙️

❌

❌

❌

❌

Delete approved/disapproved openings

✅

❌

❌

❌

❌

❌

❌

Delete openings that have not been sent for approval

✅

✅

✅

✅

❌

❌

❌

Delete openings pending approval

❌

❌

❌

❌

❌

❌

❌

Delete hired openings

❌

❌

❌

❌

❌

❌

❌

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

✅

✅

❌

❌

❌

❌

❌

Recruiting tools

🗂️ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • ⚙︎ – Can be customized in company settings

 

Owner

Admin

Recruiter

RC

Manager

IT

Team

Personal interview questions

✅

✅

✅

✅

✅

✅

✅

Access reports

✅

✅

✅

✅

✅

⚙️

⚙️

Access candidate voice data

✅

⚙️

⚙️

⚙️

⚙️

⚙️

⚙️

Advanced search

✅

✅

✅

✅

❌

✅

❌

Manage questionnaires

✅

✅

⚙️

⚙️

❌

❌

❌

View and manage diversity surveys

✅

⚙️

⚙️

⚙️

⚙️

⚙️

⚙️

Company settings

✅

✅

❌

❌

❌

✅

❌

View EEOC data

✅

✅

⚙️

⚙️

⚙️

⚙️

⚙️

Email templates

🗂️ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • ⚙︎ – Can be customized in company settings

 

Owner

Admin

Recruiter

RC

Manager

IT

Team

Custom templates

✅

✅

✅

✅

✅

✅

✅

Auto-templates

✅

✅

⚙️

⚙️

❌

❌

❌

View auto-templates

✅

✅

✅

✅

❌

❌

❌

Edit auto-templates

✅

✅

⚙️

⚙️

❌

❌

❌

Managing teammates

🗂️ Key:

  • RC – Recruiting Coordinator

  • Management – Manager

  • IT – IT Manager

  • Teammate – Team

  • ⚙︎ – Can be customized in company settings

 

Owner

Admin

Recruiter

RC

Manager

IT

Team

Add teammates

✅

✅

✅

✅

✅

✅

✅

View teammates

✅

✅

❌

❌

✅

✅

❌

Deactivate teammates

✅

✅

❌

❌

❌

✅

❌

Edit teammate profiles

✅

✅

❌

❌

❌

✅

❌

Edit teammate roles

✅

✅

❌

❌

❌

❌

❌

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)

✅

✅

✅

Create new candidate fields

✅

✅

✅

Edit and delete existing candidate fields

✅

✅

✅

Manage offer templates

✅

✅

✅

Authentication security

✅

❌

✅

Configure access to Recruit support

✅

❌

❌

 

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

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