.png?width=1391&height=437&name=SCALIS%20Logo%20(1).png)
GETTING STARTED
Invite your team, build a hiring team for each job, and see exactly what every permission level can do.
Team setup + permissions6 min read
In this guide
Inviting team members
Find your team in User Management
Everyone in your organization lives in one place, and it's where you invite new people.
Open Account Settings, then select User Management.
From here you can see who's already in your workspace and invite new members.
Invite a new user
Send an invitation so a new teammate can join your workspace.
Select the invite option to open the invite window.
Add the new user's details and send the invite. They'll receive an invitation to join your organization.
Organization-level permissions
Super Admin
Super Admins have the most comprehensive access, allowing them to manage the entire recruitment process and configure all system settings for the company workspace.
Full access to job management, candidate profiles, interview scheduling, feedback, report generation, and demographic information.
Configure system settings and manage the company workspace.
View, request, submit, and delete candidate reviews.
Example: Lisa, the Head of Talent Acquisition, oversees the recruitment process organization-wide. She creates and manages job postings, updates candidate profiles, schedules interviews, generates reports, and adjusts system settings to ensure smooth operations.
💡 Note: Organization roles are managed in Account Settings > User Management.
Admin
Admins manage jobs and oversee recruitment processes but have limited access to system settings.
Access job management, candidate profiles, interview scheduling, feedback, and report generation.
No access to user management, demographic information, or system settings.
View, request, submit, and delete candidate reviews.
Example: Mike, a Senior Recruiter, handles multiple job postings and supports the hiring team by screening candidates, gathering feedback, and generating reports for process analysis.
Member
Members have limited access, focusing on their assigned jobs and tasks.
View assigned jobs, job postings, and interviews.
Submit and view feedback, referrals, and candidate reviews.
No access to job creation, candidate profiles, user management, or system settings.
Example: Karen, a Hiring Manager, reviews job postings for her department, screens candidates, participates in interviews, and provides feedback. She also submits referrals but cannot create or edit jobs or access broader system settings.
Guest
Guests have the most limited access, intended for external collaborators.
View only the jobs and candidate profiles they are added to.
Typically assigned as a Viewer or Collaborator.
Submit candidate reviews.
Example: Jane, an external consultant, reviews candidate profiles and job postings shared with her by the Hiring Manager. She adds notes and submits recommendations but cannot edit job postings or access sensitive data.
Building a job's hiring team
Open Add Hiring Team
Assign people to a specific job to streamline collaboration throughout hiring.
Navigate to the job requisition you want to staff.
Click Add Hiring Team in the top right corner.
💡 Note: A hiring team is also created automatically when you first open a requisition and configure the pipeline for the job, so it may already be set up before you get here.
⚠️ Warning: Make sure a person has been invited to your workspace before you add them to a job.
Add your team members
Select the users you want to add to the hiring team.
This grants them access to collaborate on the hiring process for that job.
Set the primary contact
The primary contact is the first person a candidate reaches out to with any questions about the role.
Assign a Primary Contact so candidates always know who to reach.
Job-level permissions
Recruiter (Job Admin)
Recruiters have full permissions to manage the hiring process from start to finish.
Create and manage jobs.
Configure hiring pipelines.
View and screen candidates.
Schedule interviews.
Send messages to candidates.
Advance candidates through the pipeline.
Request, edit, submit, and delete reviews.
Example: Jane, a Recruiter, creates a new job posting for a Software Engineer position. She configures the hiring pipeline, screens candidates, schedules interviews, and communicates updates to candidates throughout the process.
💡 Note: Job-level roles are assigned through Hiring Team Assignments on each job.
Hiring Manager
Hiring Managers oversee job postings and manage the evaluation of candidates.
Review candidate applications.
Manage job postings.
Request, provide, and review feedback.
Schedule interviews.
Advance and reject candidates through the pipeline.
Example: John, a Hiring Manager, reviews applications for the Software Engineer position, provides feedback on candidates, ensures job postings remain updated, and schedules follow-up interviews for shortlisted candidates.
Hiring Team Member
Hiring Team Members assist with interviews and provide feedback.
View scheduled interviews and candidate resumes.
Provide interview feedback.
View and submit candidate reviews.
Add notes to candidate profiles.
Example: Sarah, a member of the Hiring Team, prepares for interviews by reviewing candidate resumes and schedules. After conducting interviews, she provides detailed feedback and adds notes to candidate profiles.
Job Viewer
Viewers have read-only access to the job and associated details.
View everything related to the job, with no editing rights beyond adding notes.
View and submit candidate reviews.
Add notes to candidate profiles.
Example: Tom, an executive, monitors the hiring process by viewing job postings and candidate applications without making changes.
Collaborator (Stage Level)
Collaborators are assigned to specific stages in the hiring process but are not part of the hiring team.
Access tied to certain stages of the hiring process only.
View and provide feedback on assigned candidate profiles.
Example: Emily, an external consultant, is added to high-priority candidates' profiles to provide feedback. She reviews applications and interview notes, then shares her expert opinion on their suitability.
Frequently Asked Questions
Do I need to invite someone before adding them to a job?
Yes. Invite them to your organization's workspace first, then add them to the hiring team on the job requisition.
Who can advance candidates through the pipeline?
Recruiters (Job Admins) and Hiring Managers can both advance candidates through the pipeline.
Do I have to build the hiring team manually?
Not always. A hiring team is created automatically during the requisition creation process. Whoever opens the role should double-check the team and set the appropriate permissions for each member.
What's the difference between organization and job permissions?
Organization roles (set in User Management) control workspace-wide access. Job-level roles (set in Hiring Team Assignments) control what someone can do on a specific job.
Related articles
With your team invited and permissions set, everyone can jump in at the right level from day one. Reach out to your CSM any time you'd like help structuring roles.