Roles and permissions
What owners, admins, recruiters and viewers can do, and how an owner changes it.
Everyone on your team has one of four roles. The role sets what they can see and do across the ATS. The ATS hides anything your role can't do, so you won't click into a dead end.
The four roles
- Owner can do everything, including billing, permissions and removing other owners. An agency always has at least one owner.
- Admin runs the agency day to day: settings, workflows, teammates and unlocks.
- Recruiter works the pipeline: jobs, candidates and messages.
- Viewer reads jobs, candidates and analytics, and changes nothing. By default, viewers don't see phone numbers or email addresses.
What each role can do by default
Owners always have every permission. "Fixed" means the setting can't be changed for that role.
| Permission | What it allows | Admin | Recruiter | Viewer |
|---|---|---|---|---|
| View jobs | See all jobs and their pipelines | On (fixed) | On (fixed) | On (fixed) |
| Create and edit jobs | Create, edit, pause and close jobs | On | On | Off (fixed) |
| Publish jobs | Put a job live on CareCommunity and your job boards | On | On | Off (fixed) |
| Fund paid job ads | Start, pause and change a paid ad's weekly budget | On | Off | Off (fixed) |
| View candidates | See candidates in pipelines and their records | On (fixed) | On (fixed) | On (fixed) |
| Move candidates | Add candidates to a job and move them between stages | On | On | Off (fixed) |
| Reject, withdraw, hire | Set a candidate's final outcome and reason | On | On | Off (fixed) |
| See contact details | See phone numbers and email addresses | On | On | Off |
| Edit notes and fields | Add notes, tags, checklist progress and custom field values | On | On | Off (fixed) |
| Manage documents | Request, upload, verify and reject documents | On | On | Off (fixed) |
| Message candidates | Send texts and emails from a candidate record | On | On | Off (fixed) |
| Unlock candidates | Unlock people from the CareCommunity network into your community | On | On | Off (fixed) |
| See sensitive fields | See and edit fields such as SSN, date of birth and gender | On | Off | Off (fixed) |
| View community | See the people in My Community | On (fixed) | On (fixed) | On (fixed) |
| Manage community | Add people by hand, archive them, mark do-not-contact and do-not-hire | On | On | Off (fixed) |
| Import people | Upload a CSV of people into My Community | On | Off | Off (fixed) |
| Export community | Download My Community as a CSV | On | Off | Off (fixed) |
| Manage settings | Workflows, application forms, message templates, messaging, applicant statuses, job boards and the Plan page | On | Off | Off (fixed) |
| Manage users | Invite teammates, remove them and change their roles | On | Off (fixed) | Off (fixed) |
| Edit permissions | Change what each role can do | Off (fixed) | Off (fixed) | Off (fixed) |
| View billing | See the card on file and invoices | On | Off (fixed) | Off (fixed) |
| Manage billing | Add or replace the card paid ads are charged to | Off (fixed) | Off (fixed) | Off (fixed) |
| View analytics | See the Analytics dashboards | On | On | On |
Changing what a role can do
Only owners can change permissions.
- Click the Settings gear, then Roles & permissions.
- Find the permission and flip the switch in the role's column. The cell shows Unsaved.
- Click Save permissions. To start over instead, click Discard, which shows how many changes you've made.
Nothing changes until you save. A cell your agency has changed from the default shows Custom. A cell with a lock icon is fixed; hover over it to see whether it's always on or always off.
Note: Roles themselves are fixed. You can't add a fifth role or rename one.