Users in your Workable account can have different recruiting access levels and take on different roles for the jobs you're recruiting for.
Types of Recruiting access levels
- Admin: Reserved for Admins who can fully manage your Workable account settings and access all job and candidate data.
- Standard: Reserved for users who help with the hiring process to different degrees. Some may be fully involved, emailing, evaluating, and interacting with candidates, and some may only leave evaluations and notes. Standard has the most flexibility. A single user with standard can be a Hiring Manager for one job and a Hiring Contributor for another job. Recruiters also fall under the standard category, with 'admin' access level for their assigned department(s)/location(s).
- Restricted: Reserved for Candidate Reviewers who will only review resumes, leave internal evaluations and comments, and make referrals.
There is a separate user role of External Recruiter available for staffing agencies working with clients.
Admin
Admins can always see and do everything in Workable. They can access:
- All jobs and candidates
- All account settings
- Reporting for all candidates and access to the Activity Stream
Who should be an Admin?
Anyone who should have full visibility for everything on the account.
- Head of Recruiting
- CEO
Recruiter (Standard)
Recruiters are assigned to specific jobs and can only see candidates in those jobs. Within those jobs, they can take all actions that an Admin can.
✅ They can:
- See all candidates and perform all candidate actions for the jobs they access
- View private comments and emails
- See and send offer letter details
- Publish jobs, only for their assigned department(s)/location(s)
- Purchase premium job postings
❌ They cannot modify account settings.
Who should be a Recruiter?
Users who should publish jobs for their assigned department(s)/location(s), purchase premium job postings, and be involved in all aspects of recruiting for a job.
- Recruitment/HR department members
- Department heads who are very involved in hiring
- Regional directors
Hiring Manager (Standard)
Hiring Managers must be assigned to specific jobs and can only see candidates in those jobs.
✅ They can:
- See all candidates and perform all candidate actions for the jobs they access
-
View private comments and emails
- See and send offer letter details
❌ They cannot:
- Publish jobs directly, but can request publication from an Admin
- Modify account settings
Who should be a Hiring Manager?
Anyone who is fully involved in the hiring process, i.e., people who will have access to more private information like salary and job offer details.
- Department heads
- Executives
- Hiring decision-makers
Hiring contributor (Standard)
Hiring contributors must be assigned to specific jobs and can only see candidates in those jobs.
✅ They can fully interact with candidates and perform actions such as evaluating candidates, leaving internal comments, and sending emails.
❌ They cannot record or view private comments and emails or offer letter details.
Who should be a Hiring contributor?
People who are involved in the hiring process and may communicate with candidates shouldn't see private information like salary and offer details.
- Team leads
- Team members
Candidate reviewer (Standard or Restricted)
Candidate reviewers are assigned to specific jobs and can only see candidates in those jobs.
✅ They can only evaluate candidates and leave internal comments.
❌ They cannot send emails, schedule events for themselves, or move candidates through your hiring process.
Who should be a Candidate reviewer?
Users who only review resumes and leave evaluations/internal comments and need to have restricted candidate interaction options.
- Department heads
- Team leads
- Team members
External Recruiter
External Recruiters must be assigned to specific jobs to perform some basic actions.
✅ They can:
- Upload candidates only under the Applied/Sourced stages
- View and manage only the specific candidates that they have uploaded to your account
- See only jobs they're invited to
- Create internal comments
- Send emails/events
❌ They cannot:
- See candidates who apply through job boards or your careers page
- See candidates uploaded by other external recruiters/agencies
- Evaluate candidates or see evaluations from the internal team
- See the Employees tab or any part of your employee data (if you are using our HR features)
Who should be an External Recruiter?
Recruiters outside your organization (e.g., at staffing/recruiting agencies) who will upload candidates to Workable on their own.