User Roles and Permissions

Last updated August 24, 2025

Table of Contents

1. Summary
2. User Roles
   1. Administrator
   2. Team Lead
   3. Team Member
3. Hiring Team Roles
   1. Hiring Team Member
   2. Hiring Lead
4. Visibility Settings
5. Organizational Settings

Summary

There are two different systems which grant users access to actions in Fill the Role:

1. A user role is assigned when inviting or editing a user. This role grants access across the platform in a generic manner to particular actions. This is traditionally referred to as "Role Based Access Control."
2. Each role that exists in Fill the Role has a hiring team. Users with membership to a hiring team can conduct hiring activities for that role/position. There are different levels of membership in a hiring team which can grant different levels of access to applicants associated with the role.

User Roles

Fill the Role provides three different user roles: Administrator, Team Lead, and Team Member. Users have different levels of access in the system based on the user role which they are assigned. The capabilities of each user role offered is as follows:

Permission	Administrator	Team Lead	Team Member
Invite user	Yes	Yes	No
Edit user	Yes	Yes1	No
Delete user	Yes	No	No
Deactivate user	Yes	No	No
Reactivate user	Yes	No	No
Create role	Yes	Yes	No
Edit role	Yes	Yes2	No
Delete role	Yes	Yes2	No
Edit departments	Yes	No	No
Edit email templates	Yes	No	No
Edit organization settings	Yes	No	No
Customize hosted careersite	Yes	No	No
Close account	Yes3	No	No
Designate another user as a hiring lead on a role	Yes	No	No
Change hiring team members	Yes	Yes4	No
Upload new applicant to role	Yes	Yes2	No
Edit applicant	Yes	Yes2	No
Delete applicant	Yes	Yes2	No

1. Team leads can only edit other users of user role team lead, and team member. They cannot edit administrators.
2. Team leads who have been designated as a hiring lead on the hiring team of the role in question can do this.
3. Only administrators with the "can manage billing" designation can close the account.
4. Only administrators can designate another user as a hiring lead on the hiring team for a role. Team leads who are designated as a hiring lead for a role can add and remove other users' membership to the role's hiring team, but they cannot change the membership of hiring leads nor add nor remove hiring lead designations.

Administrator

Administrators have the highest level of access in the platform. They can see almost all date and can take almost all actions. There are only a couple exceptions:

• Files and comments marked as private are not visible to administrators
• Billing access is only available to users marked with the "can manage billing" setting. This can only be granted by another user who has billing access.

Team Lead

Team Leads can create roles. Team Leads can invite users to join the platform.

If a team lead is also marked as a hiring lead for a role, then:

• They can edit or delete the role.
• They can change(add or remove) who is a member of the the role's hiring team with the exception of other hiring leads. They cannot designate other users as hiring leads.
• They can upload new applicants to the role.

Team Member

Team members can participate in hiring activities for an applicant.

Hiring Team Roles

Each role created in Fill the Role has a hiring team. Users on a hiring team can participate in recruiting activities for the respective role.

When a user creates a role within Fill the Role they are initially designated as a hiring lead on its hiring team.

Each role's hiring team must have at least one hiring lead.

The capabilities of each hiring team role offered is as follows:

Permission	Hiring Lead	Hiring Team Member	Not on hiring team
View resume	Yes	Yes	No1
View cover letter	Yes	Yes	No1
View original application	Yes	Yes	No1
Add comment	Yes	Yes	No1
View linked applications	Yes	Yes	No1
Change applicant stage	Yes	No2	No2
View emails from applicant	Yes	No2	No2
Send emails to applicant	Yes	No2	No2
View comments associated with applicant	Yes3	Yes3	No3
View files associated with applicant	Yes3	Yes3	No3

1. When the organization's role visibility is restricted, this action cannot be taken unless the user is an administrator. When the organization's role visibility is not restricted, this action can be taken by any user.
2. This action cannot be taken unless the user is an administrator.
3. Visibility of individual files and comments is governed by the visibility setting on the file or comment. See the visibility settings below for further detail.

Hiring Team Member

Hiring leads can change the stage of applicants who applied for the respective role. Additionally, if a user with the user role of Team Lead is designated as a Hiring Lead then they can add and remove members of the hiring team.

An administrator can revise which users are designated as a hiring leads for each role's hiring team.

Hiring Lead

Hiring leads can change the stage of applicants who applied for the respective role. Additionally, if a user with the user role of Team Lead is designated as a Hiring Lead then they can add and remove members of the hiring team.

An administrator can revise which users are designated as a hiring leads for each role's hiring team.

Visibility Settings

There is a visibility setting that can be specified for comments and files associated with an applicant. These settings can be utilized to customize visibility of individual files or comments. Options for these are as follows:

1. Everyone
2. Hiring Team Members
3. Hiring Leads
4. Administrators
5. Private

Files that were submitted by the applicant through email cannot be marked as private.

Organizational Settings

Visibility into different role's recruiting activities can be configured at the organization level.

When the organizational permission for role visibility is restricted, only users on a role's hiring team plus administrators can see the respective role. If the organizational permission for role visibility is not restricted, all users can see all roles on the platform.

In some contexts where a list is shown, users who do not have visibility into a role will see a placeholder element that says "unauthorized." In particular this occurs when viewing an applicants' linked applications, as well as when viewing a list of the roles where a user is part of the hiring team.