Permissions & Private Roles
Every role has collaborators — the people who can view candidates and chat with Jill. Each collaborator is either an Owner or a Member.
Roles also have an internal visibility setting: visible to your team (teammates can find and join) or, where private roles are available, private (only members and organisation admins can access). This setting is separate from whether the role is promoted to candidates outside your organisation.
Permission levels
When you create a role, you’re the Owner. A role normally has one Owner; ownership can be transferred to another teammate.
Public roles
Since anyone on your team can join a public role, the Owner/Member distinction is mostly about role settings and access removal:
| Capability | Owner | Member |
|---|---|---|
| View candidates, chat with Jill, edit most settings | ✓ | ✓ |
| Add same-company teammates as Members | ✓ | ✗ |
| Remove collaborators | ✓ | ✗ |
| Change promotion or anonymise the role | ✓ | ✓ |
| Make the role private (where available) | ✓ | ✗ |
Private roles
On private roles the distinction matters more — only the Owner can control who has access:
| Capability | Owner | Member |
|---|---|---|
| View candidates, chat with Jill, edit most settings | ✓ | ✓ |
| Add and remove collaborators | ✓ | ✗ |
| Change promotion or anonymise the role | ✓ | ✓ |
| Make the role visible to the team | ✓ | ✗ |
Organization admins
Org admins get extra powers across all roles, even ones they haven’t joined:
- See any role, including private ones
- Add, remove, promote, or demote collaborators on any role
- Claim ownership of any role
They still need to join a role before they can edit it or see candidates.
Public vs. private roles
Visible to your team is the default. Teammates can find the role and join it as Members.
Where private roles are available, private limits access to existing members and organisation admins. Go to the role’s Configure Role → Team section and choose Make private or Make visible to team. Private roles are only available to eligible organisations, and only an Owner or an org admin who has joined the role can change team visibility. If the control is unavailable or a change fails, ask an Owner or admin to check the role and your organisation’s eligibility.
- Going private: non-members lose access immediately. Existing members keep access.
- Making it visible to your team: teammates can find and join it again.
This is internal visibility. It doesn’t switch off candidate intro requests or external promotion. For a confidential search, check both Allow top candidates to request intros and Promote on LinkedIn, Instagram, and Facebook under Configure Role → Promotion. Jill warns you before enabling external promotion on a private role.
Managing collaborators
Adding someone — go to Configure Role → Team → Team Members and click Add member. Pick the person and confirm. They’re added as a Member and get notified via email. They need to be in your organization already — if they’re not, go to Team in the sidebar to invite them first. In the current app, only the Owner or an org admin can add collaborators, even on roles visible to the team. For more on how people join your team, see Joining Your Team.
Transferring ownership — in Configure Role → Team → Team Members, find the person and select Promote to Owner. This transfers ownership to them and demotes you to Member. Only one person can be Owner at a time.
Removing someone — the Owner can remove anyone. Access is revoked immediately.
Leaving — any collaborator can leave. If you’re the Owner, transfer ownership first.
Claiming ownership — org admins can claim any role. This makes them the Owner and demotes the previous Owner to Member.
FAQ
What happens to candidates if I make a role private? Internal visibility only changes which teammates can access the role. It doesn’t automatically change candidate intro requests, promotion, or Jill’s search. To limit candidate exposure, check both intro requests and external promotion under Configure Role → Promotion.
What if the Owner leaves or is removed? An org admin can claim ownership at any time.
Do people get notified when added? Yes, by email.
Can a Member invite someone else to a role? Not from the role’s Team settings; ask the Owner or an org admin to add them. On roles visible to the team, a teammate can find and join the role themselves. Members cannot remove collaborators or change role visibility.
Does visibility affect the Ashby integration? No. Visibility is internal only — it doesn’t touch syncing, listings, or integrations. See Ashby Integration for more on how the integration works.
For more questions, see the FAQs page. For details about data handling and privacy, see our Privacy Policy.