Roles and permissions
Roles control what each user can see and do across RecSphere. This article lists the standard roles, the permissions each one grants, and how to build a custom role.
The four default roles​
RecSphere ships with four roles that cover most agencies. Each role is a fixed set of permissions you cannot edit; if you need a different combination, create a custom role.
Admin​
Admins have access to everything. They can:
- Create, edit and delete any record in any page.
- Invite, edit, deactivate and remove other users, including other admins.
- Change company settings, integrations and billing.
- View and export the audit log.
Recruiter​
The Recruiter role is the everyday role for your fee-earners. It grants access to:
- Candidates (search, add, edit, import).
- Vacancies (create, edit, publish, close).
- Shortlists and the pipeline.
- Communications (email, SMS, WhatsApp, templates).
Recruiters cannot see Finance pages, billing or audit log.
Finance​
The Finance role covers the back-office. It grants access to:
- Contracts and timesheets.
- Payroll runs.
- Invoices and adjustments.
Finance users do not see candidate records or vacancy details beyond what is needed for invoicing.
Read-only​
A Read-only user can view every record they would otherwise be able to edit, but cannot make changes, send messages, or export data. This role is useful for auditors and shadowing new hires.
Custom roles​
When the defaults do not fit, build a Custom role from individual permissions. Permissions are grouped by page:
- Candidates - view, edit, delete, import, export.
- Vacancies - view, edit, publish, close.
- Clients - view, edit, manage rate cards.
- Contracts - view, edit, run payroll.
- Reports - view dashboards, create reports, export.
- Settings - manage team, manage integrations, manage billing.
Tick the permissions you want and save the role. You can then assign it to users like any default role.
Functional areas and notifications​
Separately from a user's role, you can assign each user to one or more functional areas in user management: payroll, logistics and compliance. This assignment controls which notifications that user receives, so the right people are kept informed about the work they look after.
Contract stages are the clearest example. When a contract is created, drafted, sent and signed, the assigned compliance, logistics and payroll users can be notified according to workspace setup. On signing, the recruitment consultant attached to the contract is also emailed and notified.
Logistics assignment is useful where recruiters hand over travel, accommodation or other placement arrangements after booking. The logistics user can review internal notes and expense setup on the shortlist or contract, then complete the detailed cost, evidence and timing information later.
A recruiter does not need edit permission on payroll or compliance to stay informed. From a contract, a recruiter can see the whole compliance view and the whole payroll view, including timesheets, expenses, hours and approvals for that contract. Viewing this is always available from the contract; making changes requires the relevant permission.
Changing a user's role​
Open Settings > User Management, find the user, and click the role or edit action. Pick the new role and save. The change takes effect on the user's next page load. The previous role and the change are recorded in the audit log where audit logging is enabled.
Granting the Admin role lets a user invite or remove other admins, change billing, and disconnect integrations. Assign it carefully and review your admin list at least quarterly.