How to Invite Team Members and Understanding User Roles
How to Invite Team Members and Understanding User Roles
Add colleagues to your 100Hires account and assign them appropriate roles based on their responsibilities.
How to invite team members
- Go to Settings / Your team
- Enter their email address
- Select their role (Administrator, Recruiter, or Interviewer)
- Click Invite
The invited person receives an email with a link to join your company.
Note: Only Administrators can invite new users. Recruiters can open the Team page but cannot send invitations.
User roles explained
100Hires has three built-in roles. Recruiters and Interviewers only see jobs where they're on the Hiring Team, plus any stage-based visibility limits you configure.
Administrator
Full access with no exceptions. Hiring Team and stage-based visibility limits do not apply to Admins.
- See all jobs and candidates across the company
- Access all company settings including Billing
- Invite, edit, or deactivate any user
- View private profile fields and admin-only discussion notes
- View all candidate messages across all connected mailboxes
- See all tasks including other users' tasks
Who should be an Administrator? Heads of Talent/HR, CTO/CEO, or anyone who needs unrestricted visibility and control.
Recruiter
Works across the full hiring funnel only on jobs they're assigned to. Has access to Settings (including Billing), but cannot invite users.
- Create jobs; edit/manage jobs they own or are assigned to
- View and move candidates; send messages; schedule interviews
- View all candidate messages (all connected mailboxes)
- See all tasks including other users' tasks
- Access Company Settings (general) and Billing
Cannot:
- Invite users or change user roles
- See jobs/candidates outside their Hiring Team
- See private profile fields or admin-only notes
- Bypass stage-based visibility (if enabled)
Who should be a Recruiter? In-house recruiters, hiring managers, or HR partners who manage candidates end-to-end in their area.
Interviewer
Works candidates on the jobs they are assigned to, without access to company settings. Visibility is limited to assigned jobs and allowed stages (if enabled).
- View candidates on assigned jobs
- Move candidates between stages, disqualify them, and mark them as hired
- Leave evaluations (scores and comments) and add notes in the candidate's discussion
- Send messages to candidates (requires their own connected mailbox, see How to Connect Your Email)
- See their own tasks
Cannot:
- Invite users or change company settings
- Create, edit, or publish jobs
- See Billing, Your Team, or other global Settings pages
- See jobs/candidates outside the Hiring Team
- See mailbox-wide message history
- See private profile fields, admin-only notes, or other users' tasks
Who should be an Interviewer? Team leads, subject-matter experts, and external hiring partners who work candidates on specific jobs but should not see Billing or company Settings. On their jobs, Interviewers can move, disqualify, and hire candidates; the role mainly limits what they can see and configure.
Role comparison table
Capability | Administrator | Recruiter | Interviewer |
|---|---|---|---|
See all jobs | Yes | Only if on hiring team | Only if on hiring team |
Create jobs | Yes | Yes | No |
Edit/manage jobs | Yes | Yes (own/assigned) | No |
View all candidate messages | Yes | Yes | No |
Send emails to candidates | Yes | Yes | Yes (own connected mailbox) |
Complete evaluations | Yes | Yes | Yes |
Move, disqualify, and hire candidates | Yes | Yes (assigned jobs) | Yes (assigned jobs) |
See all tasks | Yes | Yes | No |
See own tasks | Yes | Yes | Yes |
Access Company Settings | Yes | Yes | No |
Access Billing | Yes | Yes | No |
Invite team members | Yes | No | No |
View private profile fields | Yes | No | No |
View admin-only notes | Yes | No | No |
Stage-based visibility applies | No | Yes | Yes |
Changing a user's role
- Go to Settings / Your team
- Find the user in the list
- Click on their current role
- Select the new role
Adding users to job hiring teams
After inviting someone, add them to specific jobs:
- Open the job
- Go to the Team tab
- Select user to add to team
This grants them access to that job and its candidates.
FAQs
Can a user have different roles in different jobs?
Roles are account-level. However, Recruiters and Interviewers only see jobs where they are on the Hiring Team, which you manage per job.
What does "stage-based visibility" mean?
If enabled, Recruiters and Interviewers only see candidates in the allowed stages for them on that job. Admins are never restricted.
Can an Interviewer move or disqualify candidates?
Yes, on jobs where they are on the Hiring Team. If someone should work candidates but must not see Billing, company Settings, all mailboxes, or other users' tasks, give them the Interviewer role. Choose Recruiter if they also need to create or edit jobs, see all connected mailboxes and all tasks, or access company settings, including Billing.
Can I create custom roles?
Not yet. Use the three built-in roles and fine-tune access by managing each job's Hiring Team and, if needed, stage-based visibility.
Related screenshots
These screenshots show the 100Hires areas used in this workflow.
Updated on: 16/10/2026
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