Executive Summary
Interviewer-only and view-only roles in PyjamaHR are designed to streamline collaboration while protecting sensitive candidate and job data. This article explains exactly what these roles can and cannot do, how to set them up, and how to avoid the most common pitfalls—ensuring your hiring process remains efficient, secure, and compliant.
Detailed Overview
What Are Interviewer-Only and View-Only Roles?
Interviewer-only roles in PyjamaHR are intended for team members who participate in interviews but do not require full access to job postings, candidate pipelines, or sensitive feedback from other interviewers. These users are typically internal employees or external partners brought in to assess candidates at specific stages.
View-only access is a frequently requested feature, especially for executives or stakeholders who want to observe candidate progress without making changes. As of now, PyjamaHR does not offer a dedicated "view-only" license. The closest equivalents are the Interviewer and External Recruiter roles, each with specific limitations.
Why Use Interviewer-Only or Limited Access Roles?
Maintain confidentiality: Prevents interviewers from seeing feedback that could bias their assessments.
Reduce licensing costs: Interviewer and External Recruiter roles are non-billable, making them ideal for occasional or external collaborators.
Control data access: Ensures only authorized users can view or act on sensitive candidate information.
Integration with Other PyjamaHR Features
Job Assignment: Interviewers must be explicitly added to jobs or scheduled for interviews to gain access.
Candidate Feedback: Interviewers can only submit feedback for interviews they conduct; they cannot view others’ feedback.
External Recruiters: Similar limited access, but with the ability to add candidates only to assigned jobs.
Step-by-Step Guide: Setting Up and Managing Interviewer-Only Access
Prerequisites
You must be a Super Admin or Admin to manage user roles.
Decide whether the user should be an Interviewer, External Recruiter, or a billable role (Admin, Hiring Manager, Recruiter).
1. Adding an Interviewer to Your Team
Navigate to Settings:
Go to your profile menu and select Settings.Open Team Members:
Click on Team Members.Add New User:
Click Add Member or Invite User.Enter Email Address:
Input the user’s email.Select Access Type:
Choose Interviewer from the dropdown menu.
- Screenshot suggestion: Show the dropdown with "Interviewer" highlighted.Send Invite:
Click Send Invite. The user will receive an onboarding email.
2. Assigning Interviewers to Jobs or Candidates
Interviewers must be scheduled for interviews or explicitly added to the hiring team for a job to access candidate details.
To assign to a job:
Open the job posting.
Go to the Hiring Team section.
Add the interviewer’s email.
Screenshot suggestion: Show the "Hiring Team" section with an interviewer being added.
3. What Interviewers Can and Cannot Do
Action | Interviewer Role | View-Only (Not Available) | External Recruiter |
View all jobs | ✗ | ✗ | ✗ |
View jobs assigned to them | ✓ | ✗ | ✓ |
View all candidates in a job | ✗ | ✗ | ✗ |
View only candidates scheduled with them | ✓ | ✗ | ✗ |
Submit feedback for their interviews | ✓ | ✗ | ✗ |
View feedback from other interviewers | ✗ | ✗ | ✗ |
Download resumes | ✗ | ✗ | ✗ |
Move candidates through stages | ✗ | ✗ | ✗ |
Add candidates | ✗ | ✗ | ✓ (only those they add) |
Advanced Usage & Best Practices
Power User Tips
Minimize Billable Licenses: Use Interviewer or External Recruiter roles for team members who only need limited access. This keeps costs down.
Scheduling Interviews: Always schedule interviews through PyjamaHR to ensure interviewers can access the right candidate profiles.
Feedback Confidentiality: Interviewers cannot see each other’s feedback by design—this prevents bias and maintains assessment integrity.
External Recruiters: Use this role for vendors or agencies. They can only see candidates they add, not those from job boards or other sources.
Do’s and Don’ts
Do:
- Assign interviewers only to the jobs/candidates they need to access.
- Communicate role limitations to new users to avoid confusion.
- Use Hiring Manager or Recruiter roles if broader access is needed (note: these are billable).
Don’t:
- Expect interviewers to see all candidates or feedback—this is not permitted.
- Share login credentials to “work around” access limits (triggers security flags and account lockouts).
- Assign External Recruiter role if you want the user to see all candidates in a job.
Troubleshooting & Common Issues
Common Problems and Solutions
1. Interviewer Can’t See Candidates or Jobs
- Cause: Not assigned to the job or not scheduled for an interview.
- Solution: Ensure the interviewer is added to the hiring team or scheduled for interviews.
2. Interviewer Can’t See Feedback
- Cause: By design, interviewers can only see their own feedback.
- Solution: If broader access is needed, consider assigning a Hiring Manager or Recruiter role.
3. “View-Only” Access Needed for Executives
- Current Limitation: No true view-only role exists.
- Workaround: Assign as Interviewer and schedule a “dummy” interview, or use Hiring Manager (billable) for broader but still limited access.
4. External Recruiter Can’t See Candidates from Job Boards
- Cause: External Recruiters only see candidates they add.
- Solution: Use Hiring Manager or Recruiter role if they need to see all candidates.
5. User Still Billed After Downgrade
- Cause: Billing is prorated; charges may reflect previous access levels.
- Solution: Confirm user roles in Team Members and check next billing cycle for updated charges.
Comprehensive FAQ
1. Can interviewers see all candidates in a job?
No. Interviewers only see candidates for whom they are scheduled to interview.
2. Can interviewers view feedback from other interviewers?
No. This is intentionally restricted to prevent bias.
3. Is there a true “view-only” role in PyjamaHR?
No. The closest options are Interviewer (non-billable, very limited) or Hiring Manager (billable, limited to assigned jobs).
4. Are interviewer and external recruiter roles billable?
No. Only Super Admin, Admin, Hiring Manager, and Recruiter roles are billable.
5. Can I assign an interviewer to multiple jobs?
Yes, but they must be added to each job’s hiring team or scheduled for interviews in each job.
6. Can interviewers download resumes or move candidates through stages?
No. These permissions are not available to interviewers.
7. How do I give an external recruiter access to all candidates in a job?
You cannot. External recruiters only see candidates they add themselves.
8. Can I create a “dummy” interview to give someone view access?
This is a workaround, but not officially supported. For broader access, use a Hiring Manager or Recruiter role.
9. Why is my interviewer not receiving invite emails?
Check if the job is closed (cannot invite to closed jobs), verify email address, and try re-inviting.
10. Can I change my own access type?
No. Only a Super Admin or Admin can change user roles.
11. Why am I being billed for an interviewer?
You should not be. Double-check user roles in Team Members; only billable roles incur charges.
12. Can interviewers see the AI Recruiter feedback?
No. Only Super Admin, Admin, Hiring Manager, and Recruiter roles can view AI interview details.
Related Features & Next Steps
User Access Management:
See Understanding Access Types in PyjamaHRHiring Team Assignment:
Assign users to jobs for granular access control.Candidate Feedback:
Learn more about feedback workflows and confidentiality.Billing & Subscription Management:
Review your active users and billing cycles under Manage Subscription in your profile.
Recommended Next Steps:
- Review all current user roles in Settings > Team Members.
- Audit which team members need billable vs. non-billable access.
- Communicate access limitations to all new interviewers and external collaborators.
- For executives needing view-only access, consider a Hiring Manager role and limit job assignments.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with the user’s email and a description of the access required. Our team can advise on the best setup for your needs.
Related Articles:
- Understanding Access Types in PyjamaHR
- Adding and Managing Team Members
- Assigning Users to Jobs and Hiring Teams
This article is based on real customer scenarios and is updated regularly to reflect the latest PyjamaHR capabilities and best practices.