Hiring Roles & Permissions
Hiring is easier to use when each person knows which part of the process is theirs.
Access depends on workspace permissions and on whether the person is assigned as a hiring team member or stage owner.
How access works
There are two ways people usually get access to hiring work:
- Permission-based access: broader access given through workspace or HR+ permissions, usually for admins, HR, and recruiters.
- Assignment-based access: focused access because the person is part of a job's hiring team, owns a stage, or is assigned to an interview.
This means a hiring manager can often work in the pipeline for their own job without being able to manage every job in the workspace.
Workspace owners and HR admins
Workspace owners and HR admins usually need the broadest access because they set up the operating system for hiring.
They typically manage:
- who can view, create, update, archive, or delete jobs
- who can view and manage candidates
- who can manage stages
- who can manage questionnaires
- who can view interviews
- who can manage talent pools
- who can create or update shared email templates
- public careers page publishing
- shared hiring settings such as skills, locations, and reject reasons
- careers page embed and feed setup
- candidate activity review and candidate exports
- close, reopen, archive, and delete decisions for jobs or candidates
This role should focus on clarity and consistency. A small, well-owned hiring process is usually easier for managers to adopt than a large process with too many choices.
Recruiters and people team members
Recruiters usually coordinate the process across jobs and candidates.
They should be able to:
- create or update jobs from Hiring Pipeline
- assign hiring team members
- prepare stages
- add and review candidates
- send candidate emails
- use existing email templates
- schedule interviews
- manage candidate history and notes
- export candidate data when they have the right access and a clear business reason
- move hired candidates toward onboarding
Recruiters will spend most of their time in Hiring Pipeline, Candidates, and Interviews. Jobs Library is still useful when they need a list view of jobs.
Hiring managers
Hiring managers need a focused view of the jobs they own.
They can use Hiring Pipeline to:
- see candidates for their jobs
- move candidates through the process
- add notes
- schedule interviews
- rate candidates
- review candidate detail before decisions
If a hiring manager cannot see a job or candidate, check whether they are assigned to the job's Hiring Team or have broader recruitment permissions.
Stage owners
Stage owners manage a specific part of the pipeline, such as Screening, Test, or Interview.
They can use Hiring Pipeline to keep their assigned stage current:
- review candidates in their stage
- move candidates forward when ready
- add notes and context
- schedule or update interviews when appropriate
- rate candidates
If a stage owner cannot access the expected work, check the stage's Stage Owners field.
Interviewers
Interviewers may only need access to scheduled interview details and candidate context.
They should use:
- Interviews to see upcoming and completed interviews
- the candidate profile when they need resume, questionnaire, notes, or history context
Keep interview notes in the candidate context when possible so the hiring decision stays auditable.
Employee requesters
Employees can use Hiring Requests when they need to ask for a new role.
They can:
- create a hiring request
- explain the role and need
- choose approvers
- track whether the request is pending, approved, rejected, cancelled, or converted
Once approved, the request can be converted into a job by someone with the right access.
Candidates
Candidates interact with Hiring from outside the internal workspace.
Depending on the setup, candidates can:
- browse jobs on the Careers Page
- apply through the application form
- receive an application reply
- complete questionnaires
FAQs
Why can someone see the Hiring menu but not every Hiring page?
Some users are involved in hiring because they own a job, own a stage, or have an interview. That does not always mean they have global access to every job, candidate, questionnaire, or setting.
Why can a hiring manager use the pipeline but not manage all jobs?
Hiring managers are often assigned to specific jobs. Broad job management requires recruitment permissions.
Why can a stage owner see candidate work but not edit all setup?
Stage ownership is meant for day-to-day pipeline work. Setup actions such as creating jobs, changing all stages, or managing templates may require broader permissions.
Why can someone see Interviews?
A user can see interviews if they have interview-view permission or if they are assigned as an interviewer on an interview.
Does scheduling an interview notify the candidate?
No. Scheduling an interview notifies the selected interviewers inside ClarityLoop, but it does not automatically email the candidate. Send a separate candidate email when the candidate needs the interview details.
Who should use the Candidate Activity tab?
The Activity tab is most useful for workspace owners, HR admins, recruiters, and people ops users who need to monitor many candidates at once. Hiring managers may still prefer the pipeline or individual candidate profile for day-to-day decisions.
Who should export candidate data?
Candidate exports should usually be limited to admins, recruiters, or people ops users with a clear reporting, audit, or operational need. Exported files can contain personal information, so they should be shared carefully.
Who can set up email templates?
Email templates can only be created or updated by a Workspace Owner. Recruiters and hiring managers can use existing templates when they have access to email candidates.
Access checklist
When someone cannot see or do what they expect, check these in order:
- Are they an active employee in HR+?
- Are they assigned to the job's Hiring Team?
- Are they assigned as a Stage Owner for the relevant stage?
- Are they assigned as an interviewer on the interview?
- Do they have the recruitment permission needed for the page or action?
- Is the job active, published on the Careers Page, and not closed if the issue is about public applications?
- Is the candidate attached to the expected job and stage?
- Is the user trying to export or view activity data that may require broader candidate access?
For day-to-day managers, job or stage assignment is often the cleanest fix. For people who operate the whole process, broader permissions may be more appropriate.