Understanding user roles & permissions
Overview: Stafio.ai provides a robust system of user roles with specific permissions to ensure efficient workflow, data
security, and appropriate access levels for different team members involved in the hiring process. Understanding these
roles is crucial for effective team management and maintaining control over sensitive information within your workspace.
Key User Roles and Their Permissions:
Stafio.ai offers a set of predefined roles tailored to common recruitment functions. Each role comes with a specific set
of capabilities across various actions within the platform.
1. Administrator (Admin):
- Access: Full and unrestricted access to all features, data, and settings within the Stafio.ai workspace.
- Permissions Include:
- Managing company profile settings (branding, integrations).
- Inviting, removing, and managing all team members, including assigning and changing their roles.
- Creating, editing, publishing, and archiving/deleting all jobs.
- Accessing and managing all candidates across all jobs and projects.
- Managing assessments, interviews, and entire hiring workflows.
- Full access to analytics, reports, billing, and subscription details.
- Ability to define and edit custom user roles and their capabilities.
- Best For: Head of HR, Talent Acquisition Leads, System Administrators, or Business Owners who require complete
oversight and control.
2. Recruiter:
- Access: Comprehensive access to day-to-day recruitment tasks.
- Permissions Include:
- Creating, publishing, editing, and managing job postings.
- Sourcing, inviting, and managing candidates.
- Assigning assessments, scheduling interviews, and managing candidate pipelines.
- Collaborating on candidate evaluations and feedback.
- Access to job-specific analytics and reporting.
- Can archive (but generally not permanently delete) jobs.
- Best For: Individual recruiters, talent specialists, and talent acquisition managers.
3. Hiring Manager:
- Access: Focused access on reviewing candidates and making hiring decisions for their specific assigned
roles/departments.
- Permissions Include:
- Viewing jobs they are assigned to or are part of their department.
- Reviewing candidate profiles and applications for assigned jobs.
- Providing feedback and submitting evaluations on candidates.
- Participating in and managing interview schedules they are part of.
- Limited access to settings; no access to team management or billing.
- Best For: Department heads, team leads who are actively hiring for their teams.
4. Interviewer (or Reviewer):
- Access: Limited access, focused solely on candidate evaluation for specific assignments.
- Permissions Include:
- Accessing specific candidates or interview schedules they are assigned to.
- Conducting interviews and submitting interview feedback forms.
- No access to job creation, candidate sourcing (beyond assigned profiles), team management, or billing.
- Best For: Employees from any department participating in interviews or candidate reviews.
5. Viewer:
- Access: Read-only access to specific data within the platform.
- Permissions Include:
- Can view jobs, candidate pipelines, and basic reports they are granted access to.
- Cannot make any changes, invite users, access sensitive settings, or perform any operational actions.
- Best For: Executive stakeholders, legal teams, or auditors who require oversight without operational involvement.
Understanding Granular Permissions (Capabilities):
As an Administrator, you can see how permissions are defined for various actions. This level of detail ensures precise
control over what each role can do:
- View (Own): Permission to view items they created or are directly assigned to.
- View (Global): Permission to view all items of that type across the entire workspace (e.g., all applications, all
jobs).
- Edit: Permission to modify existing items.
- Create: Permission to create new items (e.g., new jobs, new applications).
- Restore: Permission to restore archived items.
- (Other specific capabilities like "Delete," "Publish," "Archive" may also exist for certain actions).
How to View/Change a User's Role:
- Step 1: As an Administrator, navigate to Settings > User Management from your dashboard.
- Step 2: Locate the team member whose role you want to view or change in the list.
- Step 3: Click the three-dot menu (â‹®) or an "Actions" button next to their name and select "Change Role" or "Edit
Permissions."
- Step 4: Select the new role from the dropdown menu and Save your changes.
- Note: Only users with Administrator permissions can change user roles.
Creating Custom Roles (for Administrators):
If the standard roles don't perfectly fit your organizational structure, Administrators can create custom roles with
tailored permissions:
- Step 1: Navigate to Settings > User Management.
- Step 2: Look for an "Add New Role" section or button on the screen.
- Step 3: Enter a unique Role Name (e.g., "Senior Recruiter - Tech," "HR Generalist").
- Step 4: Systematically go through the list of "Actions" (e.g., Applications, Jobs, Interviews) and check the
specific "Capabilities" (View, Edit, Create, etc.) you want to grant for that role.
- Step 5: Click "Save Role" or "Create Role" to finalize. This new custom role will then be available in the dropdown
when inviting new members or changing existing user roles.
Troubleshooting & Tips
Issue: User can't perform an action (e.g., post a job, view certain candidates)?
Suggested Fix: The user likely doesn't have the necessary permissions for their assigned role. Verify their assigned
role in Settings > User Management. If they need higher permissions, an Administrator must update their role.
Issue: Incorrect data being viewed by a user (e.g., can see all applications when they should only see their own)?
Suggested Fix: Review the user's assigned role and the specific "Capabilities" (e.g., "View (Global)" vs. "View (Own)")
granted to that role for the relevant action. Adjust their role or permissions if necessary. If the issue persists,
contact Support@stafio.ai.
Issue: "Add New Role" option not visible?
Suggested Fix: Only users with Admin permissions have the ability to create or modify custom roles. If you need a custom
role, contact your workspace administrator.
Issue: User's permissions seem stuck/not updating after role change?
Suggested Fix: Ask the user to log out and log back in to refresh their session. If the problem persists, clear browser
cache and cookies. If still an issue, contact Support@stafio.ai.