What this feature does and when to use it?
Changing a user's role in Recruit CRM determines the level of access and actions available to them within the system. Roles control which records users can view and manage, including candidates, companies, contacts, jobs, and deals, as well as activities such as notes, call logs, tasks, and meetings. They also define access to features like data exports and account settings. Recruit CRM's default and custom roles help ensure that users have the appropriate permissions based on their responsibilities.
Use this feature when you want to:
Assign roles to new team members.
Limit users to viewing and managing only their own records.
Change a user's role
Click on Admin Settings and navigate to Users under Account Management.
Locate the team member whose role you want to update by searching for their name. Once located, click the Edit (pencil) icon to the extreme right.
Click the Role dropdown and select the role you want to assign to the user.
Review the changes and click Update to save them.
Default roles in Recruit CRM:
A user's role determines the records, activities, and administrative features they can access within Recruit CRM
1. Admin
1. Admin
An “Admin” can add records (candidates, companies, contacts, jobs), delete records (candidates, companies, contacts, jobs), view the complete database, export data from the list pages to CSV (up to 1000 records), and also have complete access to the admin panel (except Plans, Billing and API & integrations) and can invite teammates too.
Admins share many permissions with account owners but have certain limitations. Admins do not have access to the roles and permission section, plans and billings, premium job boards, and API integration tokens.
2. Team Member
2. Team Member
A "Team Member" can add records (candidates, companies, contacts, jobs), view the complete database, and add/edit activities like adding notes/call logs/tasks & meetings. They CANNOT delete records and activities, export data, and also won't have access to the admin panel. When it comes to Deals, they will only be able to view and edit deals they own.
3. Restricted Team Member
3. Restricted Team Member
A "Restricted Team Member" can add records (candidates, companies, contacts, jobs), and can only view the data that they are adding to the system and not the other user's data unless they have been made "owner" or "collaborator" on the record(s), including activities (notes, call logs, etc). They cannot delete any data and WON'T have access to the admin panel.
4. Account Owner
4. Account Owner
Account Owners have complete access and control over the account. Other than all the access admin shares, only account owners can purchase calling credits, change account ownership, change account currency, and access full data export. Account owners also have access to the "Sent Email Conversation" KPI in team performance reports.
These permissions will also impact the user's ability to see, create, edit and delete Notes, Call Logs, Tasks and Meetings inside each entity.
E.g. If a user has permission to edit only candidates they own, they won't be able to edit the notes inside a candidate that belongs to someone else, even if the note was added by the user themselves.
❌ If a record from a specific entity (candidates, companies, etc.) doesn't have an owner, the user will not be able to edit or delete the Notes, Call Logs, Tasks or Meetings.
Note: If you don’t see the pencil icon, try scrolling to the right to locate it.
Alternatively, you can adjust the page zoom to a lower percentage, which should make the pencil icon visible as well.
Different roles and permissions can be assigned to users on the Business Plan and Enterprise Plan by creating a custom role.
👉 Click here to learn more about custom roles.
Troubleshooting
Problem: The user still cannot access certain records after their role was changed.
Problem: The user still cannot access certain records after their role was changed.
Likely cause: The newly assigned role may not have permission to access those records or activities.
What to check: Review the permissions associated with the assigned role and verify record ownership.
Resolution: Assign a role with the required permissions or update record ownership if necessary.
Problem: I cannot see the pencil icon to edit a user.
Problem: I cannot see the pencil icon to edit a user.
Likely cause: The action buttons may be hidden due to screen size or browser zoom settings.
What to check: Check whether you can scroll horizontally in the Users list and verify your browser zoom level.
Resolution: Scroll to the right to locate the pencil icon or reduce your browser zoom level until it becomes visible.
Conclusion:
Changing a user's role in Recruit CRM allows you to control the level of access and permissions available to each team member. By assigning the appropriate role, you can ensure users have the visibility and actions they need while maintaining data security across your account.