Roles and what each one can do
Owner, Admin, Recruiter, Viewer — the four built-in roles. What each one can see and do, the differences worth remembering, and when to create custom roles instead.
Key takeaways
- Four system roles: Owner, Admin, Recruiter, Viewer — each progressively more limited.
- Owner is the only role that can change billing or assign roles to others.
- Admin = Owner minus billing and role assignment.
- Recruiter = day-to-day operations (jobs, candidates, interviews). No team or settings access.
- Viewer = read-only. Cannot send invites or change anything.
- Create custom roles only when none of the built-ins fit a person's actual job.
Before you start
RecruitMe uses role-based access control (RBAC). Every teammate is assigned a role, and the role determines what they can see and do. This article covers the four built-in roles.
Owner
Full control. Owner can:
- Everything Admin can do
- Manage billing — buy credits, change subscription, view invoices
- Assign and change other people's roles — including promoting another teammate to Owner
- Delete the organisation (irreversible)
WARNING
There must always be at least one Owner. If you have only one Owner and they leave the company, get them to transfer the Owner role to someone else *before* offboarding. Recovery without an existing Owner requires contacting NextMantra support.
Admin
Everything a Recruiter can do, plus team and org management:
- Invite new teammates
- Change roles for non-Owner teammates (e.g. promote a Recruiter to Admin)
- Remove teammates
- Edit organisation settings (name, branding)
Admin cannot:
- Modify billing or buy credits
- Make someone an Owner
- Modify the System roles themselves
Recruiter
The default role for most people who actually do hiring work. Recruiter can:
- Create, edit, close, and re-open jobs
- Add, edit, and delete candidates
- Send interview invitations (single or bulk)
- Review interview results and make decisions (Shortlist, Reject, Schedule next round)
- Use Analytics
Recruiter cannot:
- Manage the team or invite new people
- Modify org settings
- Modify billing
Viewer
Read-only. Viewer can:
- See all jobs, candidates, and interviews
- Read interview transcripts and evaluations
- View Analytics
Viewer cannot:
- Create or edit anything
- Send invitations
- Make hiring decisions
- Modify team or billing
TIP
Viewer is perfect for hiring managers who want to read evaluations but shouldn't be able to change decisions. Also good for executive observers.
How to pick the right role
Next: when and how to create a custom role.
Frequently asked questions
Can I have more than one Owner?
Yes. There can be multiple Owners simultaneously. The first person from your email domain to sign up becomes the initial Owner; you can promote others in the Team page. Keep at least one active Owner — if your only Owner leaves the company without transferring the role, recovery requires contacting NextMantra support.
What's the difference between Admin and Recruiter?
Admin can manage the team (invite, change roles for non-Owners) and modify org-level settings. Recruiter can do all the day-to-day work — create jobs, manage candidates, send invites, review interviews — but cannot manage teammates or org settings.
Why would I create a custom role?
When a person has a job description that doesn't match any built-in. Common case: a hiring manager who needs to see interviews and add notes but should not be able to invite candidates. Create a custom role with read-only access to candidates + write access to feedback.
Next steps
Creating a custom role
When none of the four built-in roles fits, you can build a custom one. Common use case: hiring managers who need read access plus interview-feedback write access.
"Permission denied" — what it means and how to fix it
You clicked something and got blocked with a permission error. Here's how to identify which permission you're missing and the right person on your team to ask.