Executive Summary
PyjamaHR offers six distinct user roles—Super Admin, Admin, Recruiter, Hiring Manager, Interviewer, and External Recruiter—each with specific permissions and access levels. Understanding these roles is critical for secure, efficient team collaboration, correct billing, and streamlined hiring workflows. This article provides a comprehensive guide to each role, real-world scenarios, best practices, and troubleshooting tips based on hundreds of real customer conversations.
Table of Contents
Super Admin
Admin
Recruiter
Hiring Manager
Interviewer
External Recruiter
1. Overview: Why User Roles Matter in PyjamaHR
PyjamaHR’s user access system is designed to:
- Control data visibility and platform actions for each team member.
- Prevent unauthorized access to sensitive information (e.g., billing, candidate data).
- Optimize billing by distinguishing between billable and non-billable roles.
- Enable collaboration with internal teams and external partners (e.g., agencies, interviewers).
Key Benefits:
- Enhanced security and compliance (SOC-2 compliant, anti-hijacking measures).
- Clear separation of duties and responsibilities.
- Cost control by assigning the right access level to each user.
2. Detailed Role Definitions and Permissions
Below is a breakdown of each role, what they can/cannot do, and typical use cases.
Super Admin
Who: Usually the account owner or main HR leader.
Permissions:
Full access to all platform features and data.
Can manage subscription, billing, and invoices.
Can add, remove, or change access for any user (including other Super Admins).
Can transfer Super Admin rights (with precautions to avoid duplicate billing).
Billable: Yes.
Common Scenarios:
Setting up the account, managing team structure, handling payments.
Required for critical actions like posting jobs, managing company settings.
Admin
Who: Senior HR or operations staff.
Permissions:
Access to most features except subscription/billing management.
Can add/remove users (except Super Admins), assign roles, manage jobs and candidates.
Cannot access or change subscription settings.
Billable: Yes.
Common Scenarios:
Day-to-day HR operations, team management, job/candidate oversight.
Recruiter
Who: Internal HR/recruitment team members.
Permissions:
Can view and manage all jobs and candidates across the company.
Can post jobs (if assigned), move candidates through stages, communicate with applicants.
Cannot manage billing, subscription, or user access.
Billable: Yes.
Common Scenarios:
Sourcing, screening, and progressing candidates for all open roles.
Hiring Manager
Who: Department heads or team leads responsible for specific hires.
Permissions:
Can only access jobs and candidates they are assigned to.
Can view, evaluate, and provide feedback for assigned jobs/candidates.
Cannot post jobs, manage users, or access billing.
Billable: Yes.
Common Scenarios:
Reviewing candidates for their own department, collaborating with recruiters.
Interviewer
Who: Employees or external experts conducting interviews.
Permissions:
Can only see candidates scheduled for interviews with them.
Can submit feedback for those candidates.
Cannot see feedback from other interviewers or access other jobs/candidates.
Billable: No (non-billable).
Common Scenarios:
Panel interviews, technical assessments, one-off interviewers.
External Recruiter
Who: Agency recruiters, freelance recruiters, or external partners.
Permissions:
Can only access jobs they are explicitly assigned to.
Can only see and manage candidates they have personally added to those jobs.
Cannot view candidates sourced by others or those who applied via job boards.
Can submit feedback for their own candidates.
Billable: No (non-billable).
Common Scenarios:
Agency collaboration, vendor management, freelance sourcing.
Quick Reference Table:
Role | Billable | Access Scope | Can ManageUsers | Can ManageBilling | Can Post Jobs | Can See All Candidates | Can See Feedback |
|
Super Admin | ✅ | All | ✅ | ✅ | ✅ | ✅ | ✅ |
|
Admin | ✅ | All (except billing) | ✅(not Super) | ✅ | ✅ | ✅ | ✅ |
|
Recruiter | ✅ | All jobs/candidates | ✅(not Super Admins and Admins) | ❌ | ✅ | ✅ | ✅ |
|
Hiring Manager | ✅ | Assigned jobs/candidates | ❌ | ❌ | ❌ | Only of the jobs they are assigned to | ✅ |
|
Interviewer | ❌ | Assigned interviews only | ❌ | ❌ | ❌ | ❌ | Only their own |
|
External Recruiter | ❌ | Assigned jobs, own candidates | ❌ | ❌ | ❌ | Only the ones they've added to a job | Only their own |
|
3. Step-by-Step Guide: Assigning and Managing Roles
A. Adding a New User and Assigning a Role
Go to Settings > Team Members.
Click Add Member.
Enter the user’s work email address.
Select the desired Access Type (Super Admin, Admin, Recruiter, Hiring Manager, Interviewer, External Recruiter).
Tip: Billable roles are marked with a special icon and will increase your subscription cost.
Click Send Invite.
The user receives an email to onboard and set their password.
Once onboarded, their access level is active.
B. Changing a User’s Role
Go to Settings > Team Members.
Find the user in the list.
Click the three dots next to their name.
Select Change Access.
Choose the new role and confirm.
C. Removing a User
Go to Settings > Team Members.
Click the three dots next to the user.
Select Remove User.
Confirm removal.
D. Transferring Super Admin Rights
Super Admin invites the new Super Admin’s email as a Super Admin.
New Super Admin completes onboarding.
Original Super Admin removes themselves (or is removed by the new Super Admin).
Important: Complete both steps within 20 minutes to avoid being billed for two Super Admins.
E. Assigning Users to Jobs
Recruiters: Have access to all jobs by default.
Hiring Managers/External Recruiters: Must be explicitly assigned to jobs.
Go to the job card.
Click Manage Hiring Team.
Add the user to the job.
4. Advanced Usage & Best Practices
Power User Tips
Minimize Costs: Assign Interviewer and External Recruiter roles for collaborators who don’t need full access—these are free.
Security: Never share credentials. Each user must have their own login to avoid account flagging and security issues.
Role Changes: When changing Super Admin, always complete the handover quickly to avoid double billing.
External Recruiters: Use for agencies/vendors. They can only see their own candidates, protecting your internal data.
Hiring Managers: Use for department heads who only need to see their own jobs/candidates.
Optimization Strategies
Job Assignment: Assign Hiring Managers and External Recruiters only to relevant jobs to avoid unnecessary data exposure.
Feedback Workflow: Interviewers only see their own feedback—share summary feedback with them if needed via Admin/Super Admin.
Billing Management: Only Super Admin can manage subscription and billing. Admins cannot access these settings.
Integration with Other Features
LinkedIn/Job Board Posting: Only Super Admin/Admin/Recruiter can post jobs to boards.
Candidate Ownership: Track which recruiter sourced a candidate via the candidate timeline.
Do’s and Don’ts
Do: Regularly audit user roles to ensure correct access and billing.
Don’t: Assign billable roles to users who only need limited access.
Do: Remove users promptly when they leave your organization.
Don’t: Assign Interviewer or External Recruiter roles to users who need to see all jobs/candidates.
5. Troubleshooting & Common Issues
Common Issues and Solutions
1. “I can’t post a job / see candidates / edit jobs.”
- Cause: You likely have Guest, Interviewer, or External Recruiter access.
- Solution: Ask your Super Admin to upgrade your access to Recruiter, Admin, or Super Admin.
2. “External Recruiter can’t see candidates in a job.”
- Cause: External Recruiters can only see candidates they personally added.
- Solution: If they need broader access, assign them as Recruiter or Admin (billable).
3. “Hiring Manager can’t close or edit jobs.”
- Cause: Hiring Managers have limited permissions.
- Solution: Only Admin or Super Admin can close/edit jobs.
4. “I’m being billed for more users than expected.”
- Cause: Billable roles (Super Admin, Admin, Recruiter, Hiring Manager) increase your subscription cost.
- Solution: Downgrade unnecessary users to non-billable roles and remove unused accounts.
5. “I can’t change my own access level.”
- Cause: Only Super Admin can change user roles.
- Solution: Contact your Super Admin.
6. “Account flagged for multiple logins.”
- Cause: Sharing credentials or logging in from multiple devices.
- Solution: Each user must have a unique login. Do not share credentials.
7. “Can’t remove a user who is Super Admin and has left the company.”
- Solution: If you have access to their email, log in and transfer Super Admin rights. If not, contact PyjamaHR support.
8. “External Recruiter is part of another company and can’t be added.”
- Solution: Ask them to request removal from their previous company via support.
6. Comprehensive FAQ
Q1: Which roles are billable and which are free?
A: Super Admin, Admin, Recruiter, and Hiring Manager are billable. Interviewer and External Recruiter are free.
Q2: Can I assign multiple Super Admins?
A: Yes, but each Super Admin is billable. Assign only as many as needed.
Q3: Can Interviewers see feedback from other interviewers?
A: No, Interviewers can only see their own feedback to ensure unbiased evaluations.
Q4: Can External Recruiters see all candidates in a job?
A: No, they can only see candidates they have personally added.
Q5: How do I transfer Super Admin rights if the current Super Admin has left?
A: If you have access to their email, log in and invite the new Super Admin. Otherwise, contact support.
Q6: Can I change my own role?
A: No, only a Super Admin can change user roles.
Q7: How do I avoid being billed for extra users during Super Admin transfer?
A: Complete the invite and removal within 20 minutes.
Q8: Can I add users with personal Gmail IDs?
A: Yes, but for best results use work emails.
Q9: What happens if I assign a user as both Interviewer and External Recruiter?
A: Assign only one role per user for clarity and correct permissions.
Q10: Can I give view-only access?
A: Not currently. Use Interviewer or Hiring Manager for limited access.
Q11: How do I check which user is the Super Admin?
A: Go to Settings > Team Members; Super Admins are labeled.
Q12: Can I assign a user to only one job?
A: Yes, assign them as Hiring Manager or External Recruiter and add them only to relevant jobs.
Q13: Can I downgrade a user from billable to non-billable?
A: Yes, change their role in Settings > Team Members.
7. Related Features & Next Steps
Inviting Team Members: How to Invite Team Members in PyjamaHR
Managing Subscription & Billing: Only Super Admin can access this. See Subscription Management Guide
Assigning Jobs: Use the Manage Hiring Team option on each job.
Candidate Ownership: Track via candidate timeline.
Security: Avoid sharing credentials; each user must have their own login.
Recommended Next Steps:
- Audit your current user list and roles.
- Remove or downgrade any unnecessary billable users.
- Assign Interviewer/External Recruiter roles for collaborators who don’t need full access.
- Review your billing to ensure you’re only paying for what you need.
Conclusion
Assigning the right roles in PyjamaHR is essential for security, cost control, and efficient hiring. Use this guide to set up your team correctly, avoid common pitfalls, and get the most out of your PyjamaHR subscription. For more advanced scenarios or unresolved issues, contact PyjamaHR support.
Related Articles:
- Inviting Team Members
- Understanding Access Types
- Managing Subscription and Billing
- Adding Candidates to a Job Card
Still have questions?
Contact PyjamaHR Support or use the in-app chat for personalized assistance.