Executive Summary
PyjamaHR offers granular user access controls to help you manage what recruiters and hiring managers can see and do within your ATS. Understanding and configuring these permissions ensures the right people have access to the right jobs and candidate data—improving security, compliance, and workflow efficiency. This guide walks you through the differences between recruiter and hiring manager permissions, how to adjust them, and best practices to avoid common pitfalls.
Detailed Overview
What Are Recruiter and Hiring Manager Permissions in PyjamaHR?
Recruiter and Hiring Manager are two of the primary user roles in PyjamaHR, each with distinct access levels and capabilities:
Recruiter: Typically has broad access to jobs and candidates, often across the entire organization. By default, recruiters can see all jobs and candidates unless otherwise restricted.
Hiring Manager: Has access only to the jobs and candidates they are specifically assigned to. This role is ideal for department heads or managers who should only see their own hiring pipelines.
Why Adjust Permissions?
- Data Security: Limit sensitive information to only those who need it.
- Workflow Clarity: Prevent confusion by showing users only relevant jobs and candidates.
- Billing Control: Some roles are billable; others are not. Assigning the correct role can optimize your subscription costs.
Integration with Other Features
- Permissions affect visibility of job postings, candidate pipelines, feedback, and AI interview results.
- User roles also determine who can post jobs, edit job details, and access advanced features like resume match.
Comprehensive Step-by-Step Guide
Prerequisites
You must be a Super Admin or Admin to adjust user permissions.
Have the email address of the user whose permissions you want to change.
1. Accessing Team Member Settings
Log in to your PyjamaHR account.
Click your profile icon (top right, next to the question mark).
Select Settings from the dropdown menu.
Go to the Team Members section.
2. Editing a User’s Access Type
Find the user in the Team Members list.
In the Action column, click the Edit (pencil) icon.
In the User Access Type dropdown, select either:
- Recruiter
- Hiring Manager
Click Save.
Screenshot suggestion: Show the Edit icon and the User Access Type dropdown.
3. Assigning Jobs to Hiring Managers or Recruiters
Hiring Managers: Must be explicitly assigned to each job to see it.
Recruiters: By default, see all jobs unless their access is restricted.
To assign a user to a job:
1. Go to the Jobs section.
2. Click on the job you want to assign.
3. In the job details, find the Manage Hiring Team or similar section.
4. Add the user as a Hiring Manager or Recruiter.
4. Special Scenarios
External Recruiters: Only see jobs and candidates they are assigned to, and only candidates they have added themselves.
Interviewer: Can only see candidates they are scheduled to interview and provide feedback for.
Advanced Usage & Best Practices
Power User Tips
Limit Recruiter Access: If you want recruiters to see only specific jobs, consider assigning them as Hiring Managers or External Recruiters instead.
Billing Optimization: Assign non-billable roles (like External Recruiter or Interviewer) where possible to control costs.
Feedback Visibility: Only Super Admins, Admins, Recruiters, and Hiring Managers can see all feedback and AI interview results. Interviewers and External Recruiters have limited visibility.
Do’s and Don’ts
Do:
- Regularly audit user roles to ensure correct access.
- Use Hiring Manager access for department-specific job visibility.
- Use External Recruiter for third-party agencies or limited-access users.
Don’t:
- Assign Recruiter access if you want to restrict job visibility—Recruiters see all jobs by default.
- Forget to remove users who no longer need access; this can affect billing.
Integration Tips
Use the candidate timeline to track which recruiter added which candidate.
Assign sources to candidates for easier filtering and reporting.
Troubleshooting & Common Issues
Common Problems and Solutions
Q: My recruiter can see all jobs, but I want them to see only certain jobs.
- Solution: Change their access type to Hiring Manager or External Recruiter and assign them only to relevant jobs.
Q: My hiring manager can’t post jobs or edit job details.
- Solution: Only Super Admins and Admins can post or edit jobs. Hiring Managers have limited permissions.
Q: A user can’t see any jobs or candidates.
- Solution: Ensure they are assigned to at least one job as a Hiring Manager, Recruiter, or External Recruiter.
Q: I can’t edit a job as a recruiter.
- Solution: Only Admins and Super Admins can edit jobs. Request a role upgrade if needed.
Q: I want to downgrade a user to reduce billing.
- Solution: Change their access type to a non-billable role (e.g., Interviewer or External Recruiter).
Q: External Recruiter can’t see candidates from job portals or career page.
- Solution: External Recruiters only see candidates they have added themselves.
Q: Interviewer can’t see feedback from other interviewers.
- Solution: This is by design to ensure unbiased feedback.
Q: I can’t find the Settings or Team Members section.
- Solution: Only visible to Super Admins and Admins. Request access if you don’t see these options.
Comprehensive FAQ
1. What’s the difference between Recruiter and Hiring Manager access?
Recruiters see all jobs and candidates by default; Hiring Managers only see jobs and candidates they are assigned to.
2. Can I restrict a recruiter to only certain jobs?
Not directly—use Hiring Manager or External Recruiter roles for job-specific access.
3. Are Hiring Managers billable users?
Yes, Hiring Manager is a billable user role.
4. Are External Recruiters billable?
No, External Recruiter is a non-billable role.
5. Can a Hiring Manager post or edit jobs?
No, only Super Admins and Admins can post or edit jobs.
6. Can an External Recruiter see all candidates for a job?
No, they can only see candidates they have personally added.
7. How do I assign a user to a job?
Go to the job, open Manage Hiring Team, and add the user.
8. Can Interviewers see feedback from others?
No, Interviewers can only see their own feedback.
9. Why is a user unable to see any jobs?
They are likely not assigned to any jobs or have a restricted role.
10. How do I change a user’s access type?
Go to Settings > Team Members > Edit (pencil icon) > Change User Access Type.
11. What happens if I downgrade a user’s access?
Their permissions and billing status will update immediately.
12. Can I give a recruiter access to only one region’s jobs (e.g., US vs. India)?
Assign them as a Hiring Manager or External Recruiter to only the relevant jobs.
Related Features & Next Steps
Inviting Team Members: How to Invite Team Members
Understanding Access Types: User Access Types Explained
Importing Candidates: Import Candidates via Resume
Candidate Timeline & Source Tracking: Use the candidate profile timeline and source fields for better tracking.
Recommended Next Steps:
- Audit your current user roles and permissions.
- Adjust access types as needed for security and workflow optimization.
- Review billing to ensure you’re not overpaying for unnecessary user roles.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with your user role, the specific problem, and screenshots where possible for faster resolution.
By following this guide, you’ll ensure your recruiters and hiring managers have the right access—improving security, efficiency, and compliance in your hiring process.