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Custom Roles - Access Control & Permissions In Recruit CRM
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

Beatriz Miranda avatar
Written by Beatriz Miranda
Updated over a week ago

Important Note: The feature described on this page is only available on the "Business" & "Enterprise" plans.

By default, only the Account Owner has access to create custom roles.

In Recruit CRM you can create custom roles with custom permissions in a few simple steps, enabling you to control what each user on the role can see and do. These roles can then be changed or updated with the permissions you wish to provide or remove.

Eg. If you hire an intern just to source candidates, you can give them access only to the Candidate section and not the other record types.

You can also create and manage Teams within Recruit CRM and create custom roles for each team based on their activities/duties.

How to create a new role?

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

2. Click on the "New Role" button at the top to create a new custom role:

3. Now type the name of the role and start selecting the permissions:

The permissions can be set up for various modules/sections in the app separately, which includes Candidates, Companies, Contacts, Jobs, Deals, Email Templates and Placements & Billings.

Custom access can be set up for viewing, editing, deleting, changing ownership of records, and file access for each individual module/entity separately. It can be on four different levels for each section:

You can clone an existing role by clicking on the three dots next to an existing role on the Roles and Permissions page:

What can I do with the custom access?

  • Everything: Can view/edit/delete all records across the database in that module

  • Team Only: Can only view/edit/delete records that they and their teams are owners of, in that module

    👉 Read more on teams: Creating Teams & User Roles)

  • Owned Only: Can only view/edit/delete records that they are owners of in that module

  • Nothing: cannot view/edit/delete 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.

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.

Similarly, you can also set custom permissions for viewing the various Reports in Recruit CRM by simply turning the toggle on and off:

In the Team Performance Report, you can further choose whether they see 'everything', 'team only', or 'owned only' report.

You can also set controls on the bulk actions that can be performed in Recruit CRM.

For example, only users with permission to "Export to CSV" can export the data in your database:

In permissions, you can either give the user no access at all to the Admin Settings or you can choose between the individual settings in the Admin Panel and give access to only certain modules (such as Data Customization for an administrator role) while not giving access to any other modules.

In short, you can customize the permissions to suit the roles and duties of all your team members and also assign them to teams!

Once the permissions have been assigned, don't forget to hit the 'Save Role' button at the bottom of the page.

Only custom roles can be customized

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