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Custom Roles - Access Control & Permissions In Recruit CRM

Create roles with custom access and permission options to control what each user can see and do within Recruit CRM.

Written by Sanjana Panigrahi

What does this feature do & when to use it?

Custom roles in Recruit CRM let you define exactly what actions users in a role can take and what data they can see. You can configure permissions separately for each module, including whether users can view, create, edit, delete, change ownership, or manage files. These roles can be edited or updated at any time to adjust the level of access or control you want to provide.

Eg. For a team manager, you can create a custom role to grant them access to generate specific reports to analyze the performance of their team.

You can also create and manage Teams within Recruit CRM and create custom roles for each team based on their responsibilities or job functions.

Click here to learn how to create Teams in Recruit CRM

You can use this when:

  • You want to restrict what different users can view, create, edit, or delete in Recruit CRM.

  • You need team managers to access specific reports without giving them full admin rights.

Before you begin

  • This feature is available only on the Business and Enterprise plans.

  • By default, only the Account Owner can create custom roles.

  • You should have clarity on:

    • Which modules each role needs access to (for example: Candidates, Companies, Contacts, Jobs, Deals, Placements, Invoices, Email Templates).

    • Whether users in a role should access all records, only team records, only their own records, or none for each module.

    • Which users need access to specific admin settings or bulk actions (like export to CSV).

How to Create a Custom Role? 🎯

  1. To create a new custom role, go to Admin Settings > Users and switch to the Roles & Permissions tab from the tab options at the top.

  2. Click on the +New Role button in the top right corner to create a new custom role.
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  3. Type the name of the role in the role name field and then configure permissions as per your requirements.
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Configure module-level permissions

  1. For each module (such as Candidates, Companies, Contacts, Jobs, Deals, Placements, Invoices, Email Templates), select the appropriate permissions to allow users to:

    1. View records

    2. Create records

    3. Edit records

    4. Delete records

    5. Change ownership

    6. Manage files
      ​

  2. For each module, choose one of the four access levels:

    1. Everything: The user can view, edit, and delete all records in that module across the database.

    2. Team only: The user can view, edit, and delete only those records that belong to their team or themselves.

    3. Owned only: The user can view, edit, and delete only the records they personally own.

    4. Nothing: The user cannot view, edit, or delete any records in that module.
      ​

These permissions will also impact the user's ability to see, create, edit and delete Notes, Call Logs, Tasks and Meetings inside each entity.
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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.

Configure report visibility

  1. In the Report Visibility section, turn the toggles on or off to control which reports the role can see.
    ​

  2. For the Team Performance report, choose whether users in this role see:

    1. Everything

    2. Team only

    3. Owned only

    4. Nothing

Configure bulk actions and admin permissions

  1. In the Permissions area, set controls for bulk actions such as export to CSV: Only users with the permission to export to CSV will be able to export data from your database.
    ​

  2. Choose whether users in this role have access to Admin Settings:

    1. No access at all to the admin settings; or

    2. Access to specific modules in the admin panel, such as data customization for an administrator-type role, while restricting other modules.

Save the role

After assigning all required permissions, click the Save Role button at the bottom of the page to save your new custom role.

Clone an existing role:

  1. On the Roles and Permissions page, locate the role you want to copy.
    ​

  2. Click on the three dots next to that existing role to open the role options menu.
    ​

  3. Use the clone option in this menu to duplicate the existing role and then adjust permissions as needed.
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Troubleshooting

Problem: A user on the custom role cannot edit notes, call logs, tasks, or meetings on certain records.

Likely cause: Their module access is set to Owned only or Team only, and they do not own the record (or the record has no owner).
​What to check:

  • The user’s role settings for the relevant module (for example, Candidates or Companies).

  • Whether the record has an owner and whether that owner matches the user or their team.
    ​Resolution:

  • Adjust the user’s role permissions to a broader access level if appropriate (for example, from Owned only to Team only or Everything).

  • Assign a correct owner to records that currently have no owner.


​

Problem: A user cannot see or access a particular module (for example, Deals or Invoices).

Likely cause: The role for that user has the module set to Nothing or only limited permissions.
​What to check:

  • The role’s permissions for that specific module, including view rights.
    ​Resolution:

  • Update the role to grant at least view access for that module if the user needs it.

Problem: A user is unable to export data to CSV.

Likely cause: The user’s role does not include permission to export to CSV.
​What to check:

  • The bulk action and export-related settings in the role’s Permissions area.
    ​Resolution:

  • Enable the export to CSV permission for that role if exporting is required for their work.
    ​

Problem: A user cannot access admin settings.

Likely cause: The role is configured with no access to admin settings.
​What to check:

  • The Permissions section for admin access within the role.
    ​Resolution:

  • Grant access to the specific admin modules that the user needs (for example, data customization), while keeping other modules restricted.

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FAQs

Q1: Who can create custom roles in Recruit CRM?

By default, only the account owner can create custom roles.

Q2: Can I edit a custom role after creating it?

Yes. You can edit or update custom roles at any time to adjust the level of access or control you want to provide.

Q3: Can I customize default roles?

Only custom roles can be customized. Default roles cannot be modified in the same way.

Conclusion:

Custom roles, access control, and permissions in Recruit CRM give you precise control over what each user can see and do, helping you align access with responsibilities and protect your data.

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