Roles and Access in the Recruiting Workspace

Your workspace role determines which parts of the recruiting workspace you can use and which actions you can take. Your access may also be limited to selected departments, sites, or jobs.

Prerequisites

You need an active workspace account to view your role and work assigned to you. If you are setting up access for someone else, you must be a company administrator with permission to manage team members.

Two things control your access

Access is based on both your Workspace role and your assigned scope.

Your Workspace role

Your role describes the kind of work you are allowed to do. For example, a Reviewer can collaborate on assigned applications, while a Company administrator can also manage company settings and team access.

Your scope

Scope describes which hiring work you can reach. Depending on the role, access can be granted through:

• Department scope — access to jobs in selected departments.
• Site scope — access to jobs at selected sites.
• Job access — access to specific jobs chosen individually.

Department and site access can bring the related jobs into scope automatically. An administrator may also exclude an individual job when a narrower boundary is needed. Limited team members and Reviewers require explicit job access.

Workspace roles

Company administrator

Company administrators manage the company workspace and have broad hiring access. You can generally:

• manage company information and team members;
• assign roles and access scopes;
• configure departments, sites, pipelines, tags, rejection reasons, and scorecard templates;
• manage careers sites and publishing settings;
• manage candidate privacy settings and review privacy requests;
• create and edit jobs, manage job collaborators, review applications, and progress candidates; and
• manage blocked tasks caused by access changes.

Use this role for people responsible for workspace administration as well as hiring operations.

Team member

Team members have broad access to the hiring workspace without company administration. You can generally create and edit jobs, review candidates and applications, collaborate with the hiring team, move applications through stages, complete assigned work, and schedule hiring events.

You cannot manage the company-wide settings or team permissions reserved for company administrators.

Dedicated team member

Dedicated team members work within assigned departments or sites, with individual job access available where needed. Within your effective job scope, you can generally prepare jobs, review candidates and applications, collaborate, move applications through stages, and complete assigned work.

If a job is outside your department, site, or explicit job access, it will not be available to you. Ask an administrator to review your scope if you need access to a particular role.

Limited team member

Limited team members work on explicitly assigned jobs. Within those jobs, you can generally review candidate information, collaborate on applications, create tasks, schedule events, and move candidates through the hiring stages.

This role does not include broad job-management access. Candidate profile editing may also be unavailable, so you may need a teammate with a broader role to update the candidate record.

Reviewer

Reviewers work on explicitly assigned jobs. You can review candidate information and collaborate on applications, including contributing to evaluations where the application allows it. You can also view and complete tasks assigned to you.

Reviewer access is intentionally narrower than general hiring access. You cannot manage job configuration, and you may not be able to create new application tasks, schedule events, edit candidate profiles, or move candidates through stages. The controls shown on the application are the reliable guide to what you can do.

Content editor

Content editors manage the candidate-facing careers site and its publishing content. You can work on careers-site content and publishing without access to internal jobs, candidates, team administration, or company settings.

If you need to review applications or participate in internal hiring, ask a company administrator to assign an appropriate hiring role.

External recruiter

External recruiters use a separate recruiter workspace rather than the internal hiring workspace. Your access is limited to the jobs assigned to you.

You can submit candidates for assigned jobs and review candidates attributed to your recruiter profile. The recruiter workspace provides assigned-job and submitted-candidate views; it does not provide the broader internal hiring navigation.

What you can see versus what you can change

Access is action-specific. You may be able to:

• open a candidate but not edit their profile;
• review an application but not move it to another stage;
• read an evaluation but not save or edit one;
• complete a task assigned to you but not create a new task; or
• open a careers site but not create, archive, or publish it.

When an action is unavailable, look for a read-only notice or a missing action button. This usually means your role, job scope, or the current record state does not allow that change.

How administrators assign access

To invite or update a teammate, a company administrator opens Settings > Team members and chooses a Workspace role.

1. Choose the role that matches the person’s responsibility.
2. If the role supports inherited access, choose Department scope or Site scope.
3. For a narrow hiring boundary, choose Job access and select the jobs the person can work on.
4. Review any excluded jobs when access comes from a department or site.
5. Send the invitation or save the member’s updated access.

For an external recruiter, choose Invite external recruiter, enter the recruiter’s details, optionally add a Department tag, and select at least one job under Job access.

Access changes take effect immediately. A change can also affect assigned tasks or scheduled events if the person no longer has access to the related application.

Visual guide: the Team members role and access controls

What to do when you need more access

1. Confirm the active company workspace using the account menu’s Switch company option.
2. Check whether the job is within your assigned department, site, or job list.
3. Check whether the record is archived or otherwise read-only.
4. If you can see the record but not the action, ask a company administrator to confirm both your role and your scope.
5. Tell the administrator the exact job, candidate, or action you need so they can grant the narrowest useful access.

Do not ask for a broader role when access to one job is enough. Narrow, job-specific access helps the hiring team work together while keeping unrelated candidate and job information out of view.

Common access problems

• You are in the wrong company workspace. Switch companies from the account menu, then reopen the job or candidate.
• You have no jobs listed. Your role may require explicit job access, or your department/site scope may not include any current jobs.
• A menu item is missing. Content editors and external recruiters use different workspace surfaces. Other roles may also have reduced access based on scope.
• You can review but not edit. This is expected for some reviewer and limited-access actions. Ask for the specific permission you need.
• Your job access recently changed. Refresh the workspace. Tasks or events connected to removed access may need an administrator to restore, reassign, or cancel them.
• An invitation has expired. Ask a company administrator to resend the invitation instead of using the old link.